Student Center

Chartwells Catering Procedure Guide

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The following information is provided for you to help create a catered event that exceeds your expectations. Chartwells Catering Services will be using a centralized catering management system. Moving forward catering clients can expect increased satisfaction for all events, ease of ordering, tasty and popular catering packages to choose from, efficiency of service, product quality, menu diversity, and timeliness for all College wide catering events. 

Chartwells Catering Services has an exceptionally experienced staff that is dedicated to your every catering request. For your convenience, we have created a selection of frequently requested and popular menu items. Please realize that these menu items are just a sampling of what we can offer. Our Executive Chef and culinary staff are prepared to help you customize a menu and event to fit all your needs. 

Whether your plans call for a small reception or a gourmet dinner, our Catering Director and staff will work with you every step of the way to exceed your expectations. All events are artistically prepared, beautifully presented and served with a gracious attention to detail. 

Room Reservation 

The first step in planning your event is booking a room. Regardless of the location, we will be happy to work with you once your room reservation has been made. For room reservations, please contact the Office of Special Events.  The Director of Special Events must approve all reservations.  Be sure to specify any special needs and the room requirements you will need when making your room reservation such as table and chair, space capacity, room layout, audio visual equipment etc. For equipment and furniture unavailable through the Office of Special Events, please contact the Catering Director for additional rental options. 

Contracting Catering Services 

Chartwells is now Rose State College’s exclusive caterer and as such all orders and payments will be coordinated through our office on the Rose State campus. All catering can now be ordered by simply contacting the catering director by phone at 405.736.7980 or email catering@rose.edu.

Menu Planning 

In order to ensure that your event is perfect; please confirm in writing food and beverage arrangements at least 5 business days prior to the date of the event. This allows us time to provide appropriate staffing, to order the appropriate supplies, and to offer the very highest quality product at the best possible cost to you. 

Events scheduled with less than 5 days’ notice may incur higher fees if items needed for your event are not in stock and current local market price is higher. For events requiring more detailed menu selections, two weeks (14 business days) advance notice for planning is recommended. This will ensure our availability and help us to customize a menu to best meet your needs. 

Guarantees 

Please let us know your final number of guests at least 72 hours (3 days) prior to the event. If the final count is not received, we will consider the number indicated on your original order as your guarantee. The guarantee may not be reduced after the deadline and your billing will be based on the final guarantee. If the number of guests is higher than your final guarantee and more food or service is required, we will charge accordingly.

Off Site Catering 

The primary purpose of the Chartwells Catering Department at Rose State College is to provide outstanding services for the campus. We enjoy business with groups outside of the college as well, we will be happy to cater your event. Please contact our catering office for more information at 405.736.0246 or 405.736.7980 

Payment 

Contracts must be signed with completed payment information five (5) business days prior to the event date. Services may be paid by check, credit card. To submit purchase order requisitions contact the Administrative Services Department. Non college clients are required to provide a down payment equal to 50% of the event total in advance with final complete payment no later than the day of the event. 

Staffing 

Events requiring additional service staff will include labor charges. These fees can include charges for additional buffet attendants, bussing staff for seated events, wait staff for plated events as well as bartending staff.  Consumption of alcoholic beverages is only permitted at the Communications Center. 

Flowers, Linen & China

We will be glad to order special floral arrangements or decorative requests for an additional fee. 

Tablecloths will be provided for all food, beverage and catering tables only. Linen and skirts for any other tables are available for an additional charge and requests must be made in advance. 

Late Arrivals, Cancellations & No Shows

In the event your group will arrive later than scheduled, please notify the Catering Director as soon as possible. All cancellations of food service should be made no less than five (5) business days prior to your event. Cancellations made less than five (5) business days prior to the event are subject to charges to cover expenses incurred by Dining Services. This fee includes all time spent organizing and packaging, preparing food, clean up as well as food stuffs used.

Delivery Fee

Off campus events may be subject to a delivery fee based on the travel time from campus.

Left- Over Food

Unfortunately due to Oklahoma Health Codes we cannot allow food to be packaged up after an event and taken off of the premises. Chartwells Catering Services cannot provide containers for this purpose, nor can we allow food to be removed from buffets, receptions, etc. Chartwells Catering guarantees to provide the contracted quantity of food. Any remaining food must be handled properly by Chartwells.

 

FROM I-40 EAST
  Take I-40 east to the Hudiburg  Drive exit (156B).  Turn  north (left) onto Hudiburg Drive.  Follow Hudiburg Drive past Adair Boulevard. Turn east (right) into the first College parking lot, which is for the Student Center.  (Building 15 on RSC  Campus map)

FROM I-40  WEST
  Take  I-40 west to  the Hudiburg Drive exit (156B). Turn north (right) onto Hudiburg  Drive. Follow Hudiburg Drive past Adair Boulevard. Turn east (right)  into the first College parking lot, which is for the Student Center.

FROM 1-240 EAST
  Take 1-240 east to the Sooner Road exit (8). Turn north (left) onto Sooner Road.    Follow
  Sooner Road to the north I-40 Service Road (Tinker Diagonal);  turn right (east)  onto the
  I-40  Service Road (Tinker Diagonal). Turn left onto Trosper  Road (by Studio 6). At the stop sign, turn left (north) onto Hudiburg  Drive. Turn east (right)  into the first College parking lot, which is for the Student Center.

FROM 1-240 WEST
  Take 1-240 west to the Sooner Road exit (8). Turn north (right)  onto Sooner Road. Follow
  Sooner Road to the north I-40 Service Road (Tinker Diagonal); turn right (east) onto the
  I-40  Service Road (Tinker Diagonal). Turn left onto Trosper Road (by Studio  6). At the stop sign, turn left (north) onto Hudiburg Drive.  Turn east (right)  into the first College parking lot, which is for the Student Center.

FROM WILL ROGERS WORLD  AIRPORT
  Take S. Meridian Avenue north to Airport  Road; take Airport Road east to 1-44. Take I-
  44 east to I-40 east.  Take  I-40  east to the Hudiburg  Drive  exit (156B).  Turn north (left) onto Hudiburg  Drive.  Follow  Hudiburg Drive past Adair Boulevard. Turn east (right) into the first College parking  lot, which is for the Student Center.

Street Address
6420 Southeast 15th Street, Midwest City, OK 73110
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