Policies

Welcome to the Gathering by Chartwells! Our mission is to provide you with exceptional quality, exceptional service and a creative cutting edge culinary experience. Our professional staff is available to assist in planning your special event Monday Friday 8:00am 5:00pm. Please contact our catering coordinator at 276 328 5514 for customized service and menus.

Scheduling & Guest Count Guarantee
For gatherings with less than 20 guests, a seven working day notice is required. For gatherings of 20 or more, a 10 working day notice is required with final menu selections confirmed 5 working days prior to your event.

**If proper advance notice is not given, there may be an additional 20% surcharge or $30 fee (whichever is greater) added to your catering charge.

**Pricing for gatherings with less than 20 guests are subject to increased pricing above normal catering guide prices.

The guaranteed number of guests is due 5 working days prior to the event by calling the Dining Services Office at 276 328 5514. We will be prepared to serve 5% over this amount. You will be billed for the guaranteed number of guests or the actual number of guests, whichever is higher.

Estimated counts become the minimum guaranteed count within three working days of the event date.

Delivery
Services or deliveries are subject to a minimum $15 delivery charge for on campus deliveries and a $30 delivery fee applies to the Wise/Norton, VA areas. Locations outside of the Wise/Norton area will be assessed a greater delivery charge of $60. Cancellation of events will be accepted up to 3 working days prior to your scheduled date. Costs incurred with a cancelled event may be charged to your group or department.

Extended Hours
Chartwells may charge a slight fee for any event that extends later than normal hours of service.

Serviceware and China
All disposable serviceware will be furnished as accompaniment to all items purchased. Some exceptions apply to orders being picked up. We provide high quality disposable plastic ware. China and glassware is available for an additional charge of $3.00 per person.

Linen
Table covers are provided for food serving tables as well as seating tables for both buffets and plate served events. Extra table linens are available for the following charges:
Tablecloth rentals $5.00 each
Round cloths draping to floor in 2 sizes: 120” $11 each or 90” $10 each
Skirting rentals - $12 each
Napkin rentals - $.65 each

Tax Exempt
We request tax exempt forms be faxed to our office 276 328 1457 three business days prior to the event.

Water Setup
Pitchers of water or large dispensers are available for conferences, lectures and meetings on campus. The charge is $.59 per person, with a minimum charge of $ 5.90.

Billing & Payment
Forms of payment are Visa, Mastercard , debit cards, cash or cashier’s checks (personal checks are not accepted). Fifty percent of the charge is due the day of booking your event and the remaining 50% is due the day of the event.

Special Diets
Special diets are accommodated upon request, we kindly request that your needs be submitted as soon as possible.

Calorie Counts
2000 calories a day is used for general nutrition advice, but calorie needs vary. Additional nutrition information available upon request.

Meeting Room and Equipment Please reserve all non food related equipment by contacting UVA Wise, at 276 376 1000. This will include room reservation, set and room configuration, audio visual and other general information.

Use of Alcohol
Functions requesting the use of alcoholic beverages must be pre approved by the college. Please call the Director of Dining Services at 276 328 5514 for proper procedures. We can provide a bar, bartender, and advise on the proper alcohol license. The fee for alcohol license will depend on the type of service requested. The service charge to provide a bar is $225 plus the cost of the items purchased to stock the bar. Chartwells will provide a bartender and the charge is $42/hour for a minimum of 4 hours.

** It is against ABC regulations to sell mixed drinks outside the town limits, therefore, we can only provide a cash bar with beer and wine.

Items to Consider
Please note linen and paper supplies ARE NOT included with basic catering such as individual items or food trays, however, they can be provided for an additional charge. Please ask prior to ordering.

Chartwells does not provide decorations. Decorations are the responsibility of the event host.

All prices are for onsite catering. Prices may vary if catering is for an off campus event.

The prices in this guide DO NOT include sales tax.

Any items that we prepare outside of those listed in this catering guide will be priced accordingly. The advertised prices are only for the listed items.

Due to health department regulations in the state of Virginia, leftover food may not leave the site of the event. All leftover food will remain property of Chartwells.