Room Reservation:
The first step in planning your event is to make a room reservation through the Education Department at 765-983-3000 Ext. 3094. Details concerning the estimated number of guests need to be given at this time.
In-house room requests can be set up through the Microsoft Outlook System under forms.
Seating:
Seating will generally be at rectangular tables that seat six unless room capacity seating is needed and/or unless requested. Special seating diagrams with numbered tables are available if there is to be assigned seating. We will prepare food and set the room for 5% above the guarantee.
Menu Selection:
For special events, your menu needs should be discussed with the Catering Coordinator and finalized at least three weeks in advance, otherwise some selections cannot be guaranteed. Telephone 765-983-3000 ext. 3133 for an appointment to review your special needs, number of guests, and serving time. Menu prices do not include state sales tax, delivery charges, special fees for services and rentals, or other specialty items.
Both internal and external catering requests may be sent through the Reid’s Intranet located at reidhosp.com. Fill out the information requested and the request will be sent to Food & Nutrition Services for processing. Requests need to be completed at least two weeks in advance if request is for more than 25 people. Events with less notice will be accommodated only if adequate staff and supplies are available.
Any request for catering must be received before 3:30 p.m. and at least 72 hours in advance (3 business days) of the event if less than 25 people. Larger catering events that require FULL SERVICE, will require 5 business days advance notice.
Current prices and menu descriptions are indicated on the Reid Intranet. Any price quotation given more than three months in advance may be subject to a proportionate increase to meet increased cost of foods, beverages, and the cost of operation existing on the date of the scheduled function. Once contracted, prices will not change.
Customized Menus:
Menus customized to meet your unique needs are our specialty. Gourmet and theme menus are available upon request. Ask to speak to our Catering Coordinator at ext. 3133.
Food/Beverage Policy:
No food or beverage may be brought into Reid Hospital without special permission of Human Resources.
Decorations:
Generally, decorations may be provided by the client if coordinated with our department in advance and may not be affixed to walls, floors, ceiling, or lighting of the rooms with nails, staples, tape or any other substances that may cause damage or leave a residue. We will assist you in ordering fresh floral arrangements if desired.
Linens:
Tablecloths, place mats or napkins are provided for food functions.
It is standard practice to skirt all serving and head tables.
Banquet or Food Service Reservations (outside catering):
Book your date, estimate your attendance closely and plan your menu for your special event with as much notice as possible. Minimum notice on most bookings is two weeks for outside catered events. Last minute requests will be charged an additional $2.00 per person.
Guarantee:
No later than three working days (72 hours) in advance, you must notify Food & Nutrition Services of your final "guaranteed" count of guests, not subject to reduction, for which you will be charged, even if fewer guests attend. You will be billed for the final guaranteed number or the number of meals actually served whichever is greater. Substantial increases in the final guarantee above the original or revised estimates may alter menu selection availability.
Cancellation/Penalty:
Cancellation notices of less than 24 hours will result in 50% of the price being charged.
Delays:
An additional labor fee will be assessed to the group and/or individual if the serving time is delayed more than 20 minutes due to no fault of the Food and Nutrition Services Department.
In House Set Up Fee:
A fee will be added for events set up in the Spoon Room, Board Room, Community Dining Rooms, Doctor’s Dining Rooms, Nursing Administration Conference Room or any Administrative Office.
Security:
The hospital shall not assume responsibility for the damage or loss of any merchandise or articles left in the function rooms or hallways.
Prices will not be increased once contracted; however, prices herein are subject to change without notice.
Payment:
Payment of charges for this event will be made within 30 days of billing presentation. In the case of questions about billing detail, such questions will be sent in writing to Food & Nutrition Services-Catering Department at Reid Hospital immediately upon receipt of the billing, in order that such questions may be resolved within the 30-day period allowed for payment.
In the event additional action is taken in collecting the total amount due the hospital, court costs, attorney fees and collection costs will be added to the outstanding balance of the account.
Off–premises Catering:
Complete catering services for receptions, teas, retirements, picnics and meals are available. Travel distance is limited to about 15 miles from the hospital. Drop off delivery is available for do-it-yourself parties for a charge of 15% of invoice, with a minimum charge of $10.00 and a maximum of $45.00. Off-site meals will all be on disposable china.
When service over and above that which is routinely provided is requested the following rates will be charged: