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Policies
From your account you can start a new order, manage existing orders or update your account information.
Additional Resources
How to Order Online
Policies
Welcome to the Carved and Crafted 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 during the hours of Monday - Friday 8:00am - 5:00pm. Please contact our catering coordinator at (580) 332-1545 or email Jeff.winton@compass-usa.com for customized service and menus.
To ensure optimal selection and the best possible service we kindly ask that events be booked at least ten (10) business days in advance. Please allow fifteen (15) business days for proper planning when ordering custom menus, themed meals, and guest counts of 150 or more. Orders placed outside of these guidelines may be subject to additional charges.
Orders placed less than five (5) business days in advance are considered short notice. In the event that a short notice order is placed, there may be a late fee of $50.00 or 15% of the bill, whichever is the lesser amount, and will be added to the final bill.
In the event your group will be arriving later than scheduled, please notify Chartwells as soon as possible.
We kindly request a confirmed number of guests be specified five (5) business days prior to the event. This number is considered the guaranteed guest count. Requests for late changes may incur additional charges.
We kindly request that cancellations be made three (3) business days prior to the contracted event date.
• Food and beverage service is available for delivery both on and off campus.
• Delivered services will incur a delivery fee of 8% of the total food bill or $10.00, whichever is greater. An
additional mileage fee will be assessed for off campus events.
• The delivery fee includes the delivery and pick up of all food and service items.
• Please contact Chartwells when you wish to have your order picked up.
All disposable serviceware will be furnished as an accompaniment to all items purchased. Some exceptions apply to orders being picked up. We provide disposable plastic ware for $2.00 per person. China and glassware is available for an additional charge of $3.00 per person for events held outside of East Central University.
Chartwells is pleased to provide black table forms for all buffets. Traditional linen service is available upon a special order basis at $8.00 per table.
We request that tax exempt forms are emailed to Jeff.winton@compass-usa.com three (3) business days prior to the event.
A form of payment (purchase order or credit card) is kindly requested three (3) business days prior to the event date. We ask that contracts be paid in full within one (1) business day following the event.
Special diets are accommodated upon request. We kindly request that your needs be submitted as soon as possible.
2,000 calories a day is used for general nutrition advice, but calorie needs vary. Additional nutrition
information available upon request.
Buffet meals are allotted two (2) hours from the time the food is served until the time the food is removed. If you would like your meal to run longer than two (2) hours, an additional service fee will be charged at a rate of $25.00 for each attendant. A 20 person minimum is required on all buffet selections.
Served meals are allotted three (3) hours from the time the meal is served until the time the dessert is cleared and coffee service is finished. If you would like your meal to run longer than three (3) hours, an additional service fee will be charged at a rate of $25.00 per hour for each attendant.
Attendants can be scheduled to cut and serve cakes and pass Hors D’Oeuvres at your reception for $25.00 per hour for each attendant. Arrangements for special order items (i.e. floor length linens, bar glasses, etc.) must be made a minimum of ten (10) business days prior to the event. We will be happy to order specialty items for an additional fee. Members of our professional culinary team are also available for presentations for $80.00 an hour per chef.
Unless specifically ordered and contracted as carry out items, no food or related products may be removed from the service area, except by authorized representatives of Chartwells. We cannot provide containers for packaging leftover food, and are not responsible for the quality of food products that are removed from the premises without approval.
The East Central University offers alcohol service to customers if they choose to have it at their
function. Chartwells is very careful to make sure our alcohol service stays within the policies set forth by the “Guidelines for Service of Alcoholic Beverages at East Central University”
Therefore the following apply:
• All alcohol service is limited to a four (4) hour duration.
• All alcohol service must end a minimum of 30 minutes before the end of the function.
• “Last Calls” are not available.
• The alcohol server(s) reserve the right to monitor and refuse any guest.
• Alcohol cannot be taken out of the room it is being served in.
• No shots are ever served (i.e. tequila, etc.)
• Kegs are not available with our service.
• We do not offer a “delayed” alcohol service. The bar will open at the function start time.
Arrangements for alcohol service must be coordinated through Chartwells. The serving of alcoholic
beverages will comply with the laws of the State of Oklahoma. Alcohol service will be limited to a four (4) hour duration and the license holder reserves the right to refuse alcohol service to an individual or group. Under the laws of the State of Oklahoma, no alcohol may be brought into or taken out of the East Central University by a customer at any time. Alcohol service is not available for student groups. All alcohol beverage prices include tax. One bartender is required for every 100 guests. (The bartender fee is $25.00 an hour per bartender, plus two (2) hours per bartender for set up and breakdown.) You may offer a cash bar to your guests, or you can provide a host bar up to a specific amount. Please talk with your Chartwells Catering Director for further information regarding alcohol service.
All drinks will be served in disposable glasses unless glassware is requested. Bar glassware requires an additional rental fee. The types of service requested will determine the amount of the deposit required.
• Full alcohol service (beer, liquor, and wine) will require a minimum of $350 in sales.
• Beer and wine only will require a minimum of $350 in sales.
Cash Bar- Cash bars require a deposit based on the type of alcohol service you are requesting. If the guests purchase over the minimum amount in alcohol, the deposit will be returned. However, if the minimum amount of sales is not met, the difference between the minimum and actual sales will be taken out of the deposit.
Host Bar- Host bars require a deposit dependent on the guest count for the event. The deposit amounts are: up to 100 guests $300, 101-200 guests $500, 201-400 guests $700.
If the alcohol total is above the minimum amount for the service type but below the deposit, the difference will be refunded. However, if the alcohol total exceeds the deposit amount, the customer will be billed for the remaining balance.
Due to fluctuating costs, printed prices are not final until seven (7) days prior to the event. They are providedhere to aid in the client’s financial planning.
