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Xavier Eats Catering Ordering Memo
Effective March 1, 2026 all catering orders and event changes will need requested through the Catertrax platform at https://xavier.catertrax.com/.
To ensure optimal selection and the best possible service, we kindly ask that events are booked at least 7 business days in advance. However, we understand events arise unexpectedly and we will do our best to accommodate last minute requests. Orders placed within 72hrs hours of your event may be subject to a 20% rush fee.
Guarantees
To ensure your event is a success, we require a minimum guaranteed number of guests 7 days prior to your event date to avoid a 20% rush fee. Your final invoice will be based on the guaranteed guest count number provided or the number of guests in attendance at the event, whichever is greater.
China and glassware are available for an additional price. China is only available inside Cintas Center. Premium disposables are used for all other locations.
Rental China for on campus events are available for an additional cost from one of our local vendors. Request a meeting to discuss.
Basic linen will be provided at no charge for all food and beverage displays. Linen for seating tables, registration tables, high top tables, or any other linen needs or upgrades can be provided and will be charged to the event.
Clients on campus are required to order their own furniture, including food and beverage tables for catering items. To reserve all food tables, guest tables, chairs, and equipment necessary for your event, please contact:
Gallagher Student Center – Leah Busam, ext. 4879
Health United Building (HUB) – Leslie ext. 3209
All Other Campus Buildings – Physical Plant, ext. 3151
**Catering table needs can be found on your BEO.
Service staff are billed at $160 (4) hour maximum. Bartenders are billed at $150 (4) hour maximum. Service captains are charged at $60 per hour with a four (4) hour minimum.
All on-campus deliveries are subject to a $30 delivery fee. Deliveries requiring clean-up or product retrieval are subject to a $75 fee.
A form of payment (cost center OR credit card) is required when booking an event. If paying by credit card, the credit card on file will be charged within 5 business days following the event. A receipt will be sent to the email provided.
Cancellations
All cancellations must be submitted in writing and received by our office at least 7 days prior to the event date. Any event that is not canceled within this period will result in a 50% payment of the total amount plus labor. Events that are canceled within a 24-hour time frame will result in 100% payment of the total amount of the contract plus additional charges for rentals, equipment and linens.
If a cancellation is received after normal business hours, your request will be processed the next business day; Catering office hours are Monday-Friday, 8:00am to 4pm. We understand that last-minute cancellations are occasionally unavoidable. Please contact the catering department through Catertrax to discuss re-booking incentives for cancellations due to unforeseen conditions.
