Alcoholic beverages served by Sodexo at campus events at any location, including the Stan Fulton University Club, will be served in accordance with NMSU policy and New Mexico Regulations and Licensing Division. Events must have received approval through the NMSU Alcohol Review Committee for all locations with the only exception being the Stan Fulton University Club. For guidance on initiating the approvals required, please contact Flavours by Sodexo at 575-646-4802. Flavours by Sodexo and New Mexico State University reserve the right to refuse service of alcoholic beverages to any person. Please contact Flavours by Sodexo catering office for a full listing of services, pricing, products and policy procedures for the NMSU campus.
Arranging and Reserving a Date: Even if the date or guest count of your event is only tentative,please notify our catering sales office so that we can make preliminary plans to ensure a memorable occasion. Our catering specialists are here to assist you by phone or in person with your event details or you may order by phone at 575-646-4802, by fax at 575-646-7766 or through e-mail at email@example.com. Our Catering Sales office is located in the Corbett Center Student Union on the first floor next to Taos Restaurant. Our hours are Monday through Friday, 8:00AM to 5:00PM.
Reserving a Location: Whether your event is to take place on or off campus, please reserve your location prior to contacting our office. Our Catering Manager will assist you with the number of tables and chairs needed as well as your equipment and AV needs. To reserve your location and equipment please contact the NMSU Conference Services Office at 575-646-4805 for department and student needs. For public events and events at the Stan Fulton University Club please call 575-646-3049.
Booking/Planning an Event: Please contact the catering office at least 10 business days before your event at 575-646-4802, by emailing us at firstname.lastname@example.org or through our on-line ordering system at www.nmsuflavours.catertrax.com or stop by our office located in Corbett Center Student Union Room 130 on the first floor next to Taos Restaurant. Our hours are Monday through Friday, 8:00AM to 5:00PM. Some arrangements can be made by phone, email or on-line, others may require an appointment with our Sales staff. This will be the time for a thorough discussion of all specifics and details. We can help you make all the necessary decisions and to determine which of our services best fit your needs. Our new on-line catering access adds convenience and control. To get started with the on-line ordering you may give us a call and we can walk you through the process, or you may go to our website at www.nmsuflavours.catertrax.com and on-line menus. It is accessible from your desktop and will make ordering easier than ever. Our on-line catering programs allow guests to save and review order history, place recurring orders and favorites without re-keying and provides documentation for every step of the process. All orders with 20 guests or less are required to provide a guestlist for their event.
Event Confirmation and Guarantees: After we have finalized all the details for your special event, you will receive a confirmation BEO (Banquet Event Order) to be signed and sent back to us. We ask that you ensure we have this signed guarantee number three (3) business days prior to your catered event. This confirmation and guarantee will include the exact times, location, attendance, menu choices and room setup.
Billing and Payment: (For our Campus partners)
The final billing for your event will be based on the guarantee number of guests or the actual guest count at the event; whichever is greater. All New Mexico State University departments are subject to a 6.375% gross receipts tax for food and beverage services. All New Mexico State University functions must be secured by payment before they occur. In order to do this, a departmental index must be provided prior to the event. After the event has taken place, a Catering and Food Services Interdepartmental Voucher will be processed to charge the department. All University policies regarding meal limits and funding sources will apply. Any payments made with a check or credit card needs to be made seven(7) days prior to event unless otherwise informed by Flavours Catering.
(For all Non-University related events)
All Non-University related groups/events are required to pay in advance 10 days prior to their event based on the initial guest estimated count; any additional guests will need to be paid in full 3 days prior to the event with the final guaranteed count. All Non-New Mexico State University departments are subject to a 6.375% gross receipts tax and 10% delivery fee. Valid payment methods are Visa, MasterCard, Cash, Check or Purchase Order. Tax exempt organizations are required to submit a copy of their exemption certificate two (2) weeks prior to their event date.Any payments made with a check or credit card needs to be made seven(7) days prior to event unless otherwise informed by Flavours Catering.
Changing/Cancelling an Event: It is recommended that all final changes to guest count and arrangements be made at least three (3) business days prior to your function; please contact our catering office with this information to ensure that we prepare accordingly for the estimated number of guests. If cancelling an event less than 24 hours, client maybe subject ot pay for event, unless otherwise informed by Flavours Catering.
Delivery Fees: (For our Campus Partners)
All catering services held on the New Mexico State University Campus or by any campus department will not be assessed any addition delivery charges as they are included in the price of the menu offerings. Deliveries outside of the New Mexico State University Campus are subject to a 10 % delivery charge. (please contact the Flavours by Sodexo catering office for details)
(For our Non-University customers) All Non-University groups, whether your event is held on or off campus, will be subject to a 10% delivery fee not to exceed $100.00 for on or off campus events.
Service Staff:To ensure that your event is a success, our catering staff will be provided, at no additional charge, for all served meals and buffets with the exception of station buffets. The Following Services offered in this Catering Guide require no additional staffing: Continental breakfasts, breaks and receptions are priced for self-service - delivery and set-up included. Buffet style functions are staffed with one (1) attendant for every 40 to 60 guests and is included in the per guest price. All waited meals, one (1) server Is Included for every 20 to 24 guests and included in the per guest price. If you are planning a “Catering by Design” custom event, our Sales staff will discuss your staffing needs and costs. To ensure that your event is a success additional staffing may be required; please discuss the appropriate number of staff with our catering office to ensure a successful event. Additional Staff Charges, for additional staff, are as Follows: Buffet Attendants $25 per hour for a 4 hour minimum, Service Staff $25 per hour for a 4 hour minimum, Station Chefs $25 per hour for a 3 hour minimum.
Catering Equipment: As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. Any missing or damaged catering equipment or supplies may result in a replacement charge. For very large events, specialty equipment may need to be rented at an additional charge; please speak with our Sales staff regarding these charges and for your additional rental needs.
China Charges: Our Catering Department provides high quality plastic products or an eco-friendly service-ware unless otherwise requested or noted.For Non-University events we offer china service for your event at the following additional charges: Full Meal Service and Silverware $2.50 per guest, Coffee or Beverage China Service $1.50 per guest and Reception China and Silverware $1.50 per guest.
Floral Charges: We will be happy to order, receive, and handle floral arrangements for you. For decorative requests, an additional fee will be determined in accordance with your specific needs.
Linens: We will provide linens for food and beverage tables at no charge. If you would like linen to be placed on guests’ tables for receptions, breaks, meeting tables and boxed lunches, there will be a $5.00 fee for each tablecloth. The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for setup. We can also provide specialty napkins to meet your color scheme for $1.50 each. Specialty linens are available upon request for an additional charge; please discuss these options with our Sales staff.
Food Removal Policy: Due to health regulations, it is the policy of Flavours Catering that excess food items from events cannot be removed from the event site. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.