Flavours by Sodexo at Howard University
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Flavours by Sodexo is proud to serve as the exclusive catering services on the Howard University Campus and will strive to meet all your catering needs. We are passionate about food and dedicated to making sure things are as seamless as possible for your special occasion.
The processes, policies, procedures, and expectations as outlined below will ensure our partnership through your planning process meets or exceeds your expectation. We look forward to working with you!
Please contact our offices at 202.865.0217.
To ensure successful events for all of our clients, please reference the guidance below:
Arranging and Reserving a Date. If the details of your event are not finalized getting your event on our calendar will ensure your date is secure in our system. Details can be updated and finalized in real time. You may contact the catering Sales department at 202-865-0217 or through our website at flavours.catertrax.com.
Reserving a Location at Blackburn. Please contact the Blackburn team to arrange tables, chairs, trashcans, and other equipment at blackburnscheduling@howard.edu, by phone 202-503-6082 or stop by office 134 in Blackburn.
When reserving the location please allow two hours for setup and one hour for cleaning time. Requests for room setups, including tables and trashcans for the food, should be made at this time through the building manager.
Ordering Policy. University groups must submit catering requests (21) business days prior to the date of the planned function and the menu should be finalized no less than seven (14) business days in advance of the event. Orders received less than (7) business days in advance will include an expedited order fee to cover our expenses incurred; not to exceed $150.00.
Online Ordering. Our online catering access adds convenience and control. To get started with online ordering, visit flavours.catertrax.com to set up your customer account which will allow you to view menus, place orders, and review order history. Our responsive ordering website can be viewed on a desktop, tablet or phone for easy ordering on the go.
Event Confirmation. After we have finalized all the details of your event, you will receive a catering BEO (banquet event order) for your review and confirmation. Please carefully review all information on this document for accuracy and completeness before confirming. Make any necessary changes and return to us (5) business days in advance of the event.
If there are any questions or concerns at the time of the event, contact one of our catering managers at (202) 865-0217.
Guarantee. To best serve you, a guaranteed attendance number is required five (5) business days in advance of the function. Once confirmed, the attendance can be increased up to 5% however, we are unable to accommodate cancellations/attendance decreases. If attendance increases beyond the 5% allowance, contact our office immediately to collaborate on a solution.
Cancellations. All cancellations must be received five (5) business days in prior to the event in writing. Functions cancelled with less than 3 business days’ notice will be charged in full.
Weather Cancellations. Please be in touch if a weather event may impact a planned event. If the University closes or delays due to inclement weather, all impacted catering events are automatically cancelled. Weather impacted cancellation of custom items may be billed for expenses incurred.
Refunds. Your complete satisfaction is our goal. If an event outcome does not meet our standards, please email Shannon.jetter@sodexo.com and our director will contact you to discuss your concerns.
Substitutions. We reserve the right to make last minute substitutions for food items that are not available due to season, product inferiority or supplier outages. We will notify you of any substitutions as soon as possible.
Payment. All catered functions must be secured by payment three (3) business days before they occur. Purchase Orders, Business Checks, Visa, MasterCard, or American Express are all valid payment methods. Checks should be made to Sodexo Operations, LLC.
University Groups making payment via Purchase Orders will need to order well in advance to allow for the extensive approval process and release of the Purchase Orders. Purchase Orders can take between 7 to 14 business days depending on each department’s approval process.
Requisition Numbers will no longer be used in place of a University’s Purchase Order.
If payment is not received within three (3) business days, we will be forced to cancel your event. Orders placed within the three (3) business day window will need to be secured and paid via a credit card.
Non-University Client Payment. A 25% deposit is required two weeks prior to the event date for all non-University groups; the balance due is due 5 business days prior to the event date.
Non-University related groups are subject to 18% taxable service charge, plus a combined 10% state, local & federal sales tax will be applied to all food, beverage, and rental items. Tax exempt organizations must submit a copy of their exemption certificate two weeks before the event date.
Events that do not meet the payment guidelines will be cancelled.
Delivery Methods.
China Service. Our Catering Department offers a high-quality plastic product or an eco-friendly service-ware unless otherwise requested or noted. We also offer China service for any event at an additional charge.
Full Meal China and Silverware Service: Varies
Reception China and Silverware Services: $12.99 per guest
Full Bar Glass Service: $4.50 per guest
Coffee or Beverage China Service: $7.00 per guest
Reflections Service ware: $3.50 per guest
Clear Plastic Service ware: $2.00 per guest
Linen. AAs a standard, we provide house linen for all food and beverage tables for full-service events. House Linens for guest tables can be provided at an additional charge. The same applies to registration tables, nametags, head tables and any additional tables that will not be directly used for food and beverage set up. Specialty linen can be acquired upon requests.
Sizes - Colors - Price
85” x 85” Square - Red, White, Navy Blue - $10.00 per
120” Rounds - White - $20.00 per
Specialty Linen Varies – Inquire
Full-Service Events. All events with hot menu items, china and glassware require attendants. Setup time will require up to 2 hours and 1 hour for clean-up.
Bar Service. Howard University is a dry campus. Special requests for bar service must be submitted in writing to the Vice President of Development and/or the Presidents’ Office. A copy of the exception must be provided to the catering department prior to service being rendered.
Attendants. To ensure that your event is a success, attendants may be required for food service. When attendants are needed, services are at an additional charge of $210.00, per server, with a minimum of six hours. If additional time is required, the rate is $35.00, per hour. For less formal functions, student servers can be made available at an additional charge of $150.00, per server with a minimum of four hours.
In some instances, Continental breakfasts, breaks, and receptions are priced for self-service (drop-off). Buffet style functions are staffed with one attendant for every 50 guests. Plated meals are priced individually.
Bartender. Bartenders are billed at $210.00 per event per bartender. One bartender for every 75 guests is recommended for a hosted bar. For events exceeding 4 hours in length, additional fees may apply.
Chef. If your menu requires chef attendance, a fee of $250.00 per chef, per station with a 4- hour minimum will apply. Additional charges will be added for additional hours if needed.
Catering Equipment. As the catering event's host, you are responsible for the equipment we provided for the service of your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at replacement cost. For exceptionally large events, specialty equipment may need to be rented at an additional charge.
Florals and Decor. We will be happy to order, receive and handle specific floral and decorative requests for an additional fee determined in accordance with your specific needs.
Rentals. Custom menus may require the addition of rental equipment; the event proposal will outline the additional charges and be confirmed prior to the event.
Drop Off Only. Drop off orders provide you convenience for simple orders that do not require set up and pick up. Drop-off Orders are delivered within the window of the event set up time and start time of the event. Drop-off Order menu items are delivered on disposable service ware; the client is responsible for storage during the event and disposal, removal, and cleaning of the event space after.
Elevated Drop off services are available starting at $75.00. This will include linen for your Food and Beverage tables, along with use of drink dispensers, china food displays, set-up and breakdown of your event.
Pick-up Service. Carry-out service can be arranged for items you may wish to pick-up from Flavours Catering. All items will be severed on disposable service ware.
Event Set-up & Breakdown. Reserve tables with the building management for food and beverage set-up.
Menu Pricing. All pricing is subject to change. Market conditions, the cost of labor and supplies change periodically and must be reflected in our price.
Food Safety. Due to health regulations, it is the policy of Flavours by Sodexo that excess food items from events cannot be removed from the event site. Items purchased for pick up or drop off should be properly stored prior to the event, removed, and disposed of by the event's host.
Delivery Charge. A $25.00 delivery charge applies to all on-campus orders. Off campus orders within five miles of the campus will incur a $50.00 delivery charge. Off-campus orders beyond five miles from campus will incur a $50.00 delivery charge plus an additional $3.00 per mile of total trip mileage.
Outside Catering. Sodexo is the exclusive catering services on the Howard University Campus and has the first right of refusal for all catered functions on the campus. In the event Sodexo declines a catering order; an outside catering vendor can be selected. A waiver of liability form must be completed and submitted to Sodexo and the Auxiliary Services department at least (14- days in advance).
If an outside caterer is selected, no Sodexo employee, or equipment may be used during the function.
Outstanding Invoices. Event invoices are net 30- days. Past due balance reminders will be sent for orders whose payment is outstanding. Accounts with balances due that are 90-days or older will be responsible for interest incurred on the balance due and are exempt from placing order with Flavours Catering.
