Policies

PLANNING YOUR EVENT

Thank you for selecting Pomona College Catering for your upcoming event. The Pomona College Catering team is focused on helping you and your attendees personally achieve success during your important catered event. Regardless of the size or complexity of your function we pride ourselves in delivering a versatile menu with delectable options and exceptional service. The following guide will help you through the process of planning and organizing your special event.

Reserving a Venue and Booking a Catered Event is a two step process Whether the event is to take place on campus or off, the location reservation must be requested and confirmed before we will be able to service your event.

CUC Reservations

To reserve a room for an on campus event during the academic year, please submit a facility use and event request form which can be found in the A.S.P.C office in the Smith Campus Center or online https://www.pomona.edu/administration/events/event-reservation-request-form If possible please provide us with your event layout diagram to assist us in setting up your event.

Local Community

Events from the community may be scheduled for times not in conflict with student activities on campus and should be requested via the Office of Events and Conference Services at (909) 621-8373 or jlo04747@pomona.edu  All such activities must be consistent with the academic mission of the College.

Catertrax Order Guidelines:

For your Catering needs we encourage placing your orders as early as possible, even if the event is only tentative, please place an on-line FYI order detailing your catering date, time and type of service required with the menu noted "to be determined".  This will put your event on our calendar to hold the date. It is suggested that orders be placed a minimum of two weeks (14 days, excluding holidays) in advance and should be placed online at www.pomonacollegecatering.catertrax.com or email us at catering@pomona.edu 

When booking an event please coordinate all your setup requests with the catering department.

Events occurring on holidays (excluding Mother`s Day, due to commencements) are subject to an additional 25% service charge. Those holidays are: Martin Luther King Jr. Birthday, César Chàvez Day, Easter Sunday, Memorial Day, Independence Day, and Labor Day.  We are closed on Thanksgiving Day, Friday after Thanksgiving, Christmas Eve, Christmas Day, New Year`s Eve & New Year`s Day

(All orders should be placed by 4:00PM on the cut-off date)

*All standard orders should be placed using our on-line ordering system.

*Custom orders will be prepared by our Catering Sales Staff .

*Complete a separate order for each time of service, each location, and each day of service. *Each order must include a complete menu selection and timeline.

(Due to product availability, quality and unforeseen market price fluctuations, prices are subject to change without notice. Once an order has been accepted by the catering office prices are guaranteed. We will make every effort to provide the exact product ordered however, product availability and/or quality may affect this at times. Our catering staff will notify the client in advance of necessary menu substitutions when possible.)

After we have finalized all the details of your special event, you will receive a function sheet that must be signed and returned to us to confirm your event.

Please note that the on-line calculator should be used only as an estimating tool. It will not reflect service charges, late fees or any last minute changes in guarantee or quantity of items ordered.

Always confirm receipt of all orders sent to Pomona College Catering.

Office Hours: Monday-Friday 8:00am-5:00pm

Phone Number: 909 607 9281

Web site & online order placement: www.pomonacollegecatering.catertrax.com

Email: catering@pomona.edu

Submitting an Order with Less than 10 Days Notice

We encourage timely placement of your orders, however we do understand last minute orders may arise, Orders placed less than 10 days (10 days, excluding holidays) maybe subject to a 20% service charge.

We have created a special EXPRESS MENU available for orders placed between 72 - 48hours in advance of an event. Any Order approved and placed less than 3 business days prior to the event will result in a late fee of 20% of the total bill or $35 whichever is greater, applied to the final billing.

Making Changes to Your Event Order:

Any changes to your order should be made when your final guest count is due, three (3) business days prior to your event. Dramatic changes in count, style of service, location or date would necessitate immediate notification and may incur additional fees.

All changes should be made online once your order has been placed. Changes within 7 days of your event must be phoned in or e-mailed to the catering office.

Final Guest Counts

When placing a catering order, please provide an estimated guest count reflecting the realistic number of guests you anticipate attending your event.

A final guest count is due three Five full business days (excluding holidays) prior to the event and must be phoned in or e-mailed to the Catering Office prior to 4:00PM. Catering will be prepared to serve 5% over your final guest count to accommodate last minute guests for buffet and plated meals only.

Billing is based on the final guest count, or the actual number of guests served, whichever is greater. If no final guest count is provided the estimated guest count provided will be billed.

Guest counts increased after the final guest count deadline will be approved at the discretion of the Catering Manager and, may be subject to additional charges.

Payments

When booking an event your department account number or credit card number is required for us to move forward in the planning of your event. Payment will be processed when your event is completed.

All non - Claremont College events require a 20% deposit upon booking, 50% of the charges are due 30 days in advance and the balance of charges must be pre-paid three (3) days prior to the event.  It is the policy of Pomona College Catering that gratuities are not accepted.

Meal card credit may be applied to any event at the current meal period rates. These credits will be deducted for each valid meal card received and deducted from the overall meal price per person.

Cancellations

Events or menu items may be cancelled any time prior to one week (7 days, excluding holidays) before the event with no charge.

Events or menu items cancelled less than one week (7 days, excluding holidays) before the event will result in a 50% charge of the total price of all items ordered.

Orders cancelled within 48 hours of the event, may be subject to a fee up to 100% of all items ordered.

Meal Service

All orders require a minimum of guests. For all on Campus events the minimum is 5 guests. Offsite event minimums will be based on menu and site selections.

Buffets are designed for a minimum of 10 guests and will be served for a maximum of one and one half hours of food service. All buffets must be ordered for the number of guests in attendance.

Clients may still order events that are less than the minimum guest requirement but will be charged for the minimum number of guests for that event. 

Delivery Fees

Delivery fees will not be charged for events held on the Pomona College Campus. All Claremont College events not being held on the Pomona Campus will be charged a $25 $35 delivery fee. All non Claremont Colleges Campus events require a minimum order of $200 and will be charged a 20% service fee.  Trails End Ranch delivery and set up fee is 20% 

Deliveries, Pick-ups and Food Removal Policy:

Deliveries and pick-ups will occur as scheduled on the catering contract. Pomona College Catering does not have certain key access to rooms or buildings on campus. It is the client`s responsibility to ensure the facility is unlocked for set up, delivery and pick up. Should a room or equipment be unavailable when catering staff arrives to deliver or pick up your service or, in the case of missing equipment, necessary charges may be added to your final bill. Pomona College Catering is not responsible for client or guest items left at events or on the buffet tables.

Due to health regulations, it is the policy of Pomona College Catering services that excess food items from events may not be removed from the event site. Pomona College Catering will not be held responsible for food items removed without our knowledge and prior consent.

All to go orders may be picked up directly from Pomona College Catering, Frary Dining Hall. We will make every effort to pack items in disposable containers so there is no need to return equipment. Please feel free to choose selections from our entire menu, some restrictions may apply

Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.

If catering equipment is removed from the event site appropriate charges will be added to the final bill.

Pomona College Catering is not liable for any food orders picked up and removed from the college campus. To the extent permitted by law, you agree to protect, indemnify, defend and hold harmless the Pomona College Catering and their respective employees and agents against all claims, losses or damages to persons or property, governmental charges or fines, and costs (including reasonable attorney's fees), arising out of or connected with your function, except those claims arising out of the sole negligence or willful misconduct of the college.

Pomona College Catering DOES NOT ALLOW using multiple caterers in a single facility. 

DELIVERY SERVICE - WITHOUT ATTENDANT SERVICE

All cold and room-temperature menu items as well as beverages can be delivered to campus locations. Delivery and pickup arrangements are scheduled in advance to suit your convenience. Disposable paper products and utensils appropriate to your menu selection are provided with delivery service. Should you wish to upgrade, please contact your Catering Office for pricing and details. Linen tablecloths are available.

The event location must be unlocked and available at least 30 minutes prior to the setup time noted on the Function Sheet. The client is responsible for the safekeeping of all Pomona College Catering equipment dropped off at the site. Any lost or damaged equipment will be charged at replacement value.

Custom Menus, Special Services, & Special Guests

You can customize any menu to fit your needs or we can create a custom menu that will suit your tastes and budget. Environmentally friendly catering and sustainable menu choices are available. Please ask your consultant for details.

You may mix and match any menu items, but please allow one week for us to get send a proposal for a custom menus. We can also customize menus and decorations to match the theme of your event with!

Our staff can assist you in planning your menu, selecting the appropriate setting, developing a theme and providing the right atmosphere, including decorations to accentuate your theme or add to the ambiance.

Pomona College Catering will make every effort to make your event a success in any way we can!

Special Diets & Children`s Meals

We are able to accommodate a variety of special diets (such as low sodium, low fat, vegetarian, vegan, dairy free, gluten free, children`s meals, other food allergies and limited kosher can be accommodated. Please contact our office to discuss options. Indicate the need for a special plate on your contract when ordering with the exact restrictions that we need to follow.

There may be an additional charge for some special diet plates; please inquire with the Catering Office. 

Multiple Entree Services

A multiple entree is two or more different entrees offered on a plated menu. If you desire this service, we will charge the higher entrée price for all entrées served. We recommend that each guest is given a color-coded ticket when they arrive at the registration table. The guest must place the colored ticket near their water glass to indicate the entrée selection to the wait staff. Please allow additional service time for multiple entrées.

Chef Attendants

To add to the ambiance of your event, let one of our chefs put on a show for your guests! Whether barbecuing on site for an outdoor barbecue, demo cooking at a made to order omelet station, or carving a prime rib roast at the end of the buffet line, our chef`s are available to assist you. $95 Labor Fee to apply per Chef.

Water Services

With any food order, iced water is complimentary. Please specify this request on the contract when ordering, as it is not automatically added to your order. Water Service over and above a Catered Event will incur an additional charge. 

Catering Equipment

As the host of the catered event, you are responsible for the equipment we have provided for the services of your catered event. Any missing or damaged catering equipment, linen or supplies set up at the scheduled time of pick up will automatically be charged to your account, at replacement costs. 

Return trip charge - equipment that has been removed from the event site and not available at the time of event cleanup will incur a $25.00 return trip charge added to your final bill.

Tables- All Pomona College events may order 6 or 8 foot tables for food displays or dining from the catering department which in turn will be order through the college housekeeping department. All round, cocktail or specialty tables will need to be ordered from an outside vendor. The catering department can provide you a list of vendor information if needed.

All Non Pomona College events must arrange for all of their own table arrangements. Pomona Catering can provide you a list of vendor information if needed.

If specialty equipment is requested or needed for your event. We can provide this service for you at an additional charge.

Catering will coordinate renting specialty linens, additional china, and floral arrangements, that we cannot provide in house for our clients on an event by event basis or clients may choose to rent them on their own.  

China Charges

Our Catering Department provides high quality Eco-friendly disposable plates and cutlery as our standard service, unless otherwise requested. We also offer china service for all events at an additional charge.

Full Meal Service and Silverware $4.00 per person

Coffee or Beverage China Service $2.00 per person

Reception China and Silverware $3.00 per person 

Alcohol Service Policy and Bar Set-up Fees

Pomona College does not have a liquor license so all Alcohol must be purchased by the client.

A full bar set up or wine and beer set up will include chilling, bar set up, mixes, garnish, glassware, wine opener, ice buckets, bar utensils and bar linen if appropriate. 

Full bar set up is $75.00 $100 for every 50 guests (or fraction of) in attendance.

Beer & Wine bar set up is $50.00 $75.00 for every 50 guests (or fraction of) in attendance.

We recommend at least one bartender for every 50 guests for Full Bar or Beer and Wine service. Current Bartender fees will apply.

All alcoholic beverages must be served by Pomona College Catering Personnel and consumed in designated areas. Proof of age will be required. Pomona College Catering reserves the right to refuse service of alcoholic beverages to any person.

Campus Safety Officers are required for any Public event were alcohol is served. Campus Safety Officers may be hired by the Office of the Campus Center and Student Programs or Events and Conference Services after an event is registered. 

Floral Charges

We will be happy to order, receive and handle specific floral arrangements for you, additional charges will be applied based on your requests. For decorative requests an additional fee will be determined in accordance with your specific needs.

Linens and Skirting

We will provide linens for all food and beverage service tables at no charge. If you would like linen to be placed on any other tables for guests seating, receptions, breaks, meeting tables and boxed lunches, there will be an additional fee $5.00 fee for each tablecloth. Specialty linens are available upon request for an additional charge. 

Attendants

To ensure that your event is a success, catering staff maybe required at current staffing rates, please check with the catering office.

Contact the Catering Office

In the event you may wish to personally contact the Catering Office.

The office hours are as follows:

Monday through Friday, 8:00AM-5:00PM, closed on some holidays.

We are available to meet with you by appointment only after office hours

Frary Dining Hall

347 E. Sixth Street

Claremont CA 91711

Oldenborg Dining Hall

350 N College Way

Claremont, CA 91711

Catering@pomona.edu

Kimberly Wunner, Catering Manager

909 607-2529 

Victoria Baltadano, Erick Felix, Catering Administrative Coordinator

909 607-9281

Lamanda Darby, Catering Operations Manager

909 607-9281