Flavours by Sodexo has exceptional culinary skills and extensive capabilities to satisfy a wide range of catering needs. We are passionate about food and dedicated to making sure things are as perfect as possible for your special occasion!
Please use this guide to understand processes, procedures and expectations as we work together to achieve a smoothly executed and memorable catered event.
Our experienced event planning specialists are very consultative and will be happy to answer all of your questions and concerns and assist you in planning every detail. We look forward to serving you!
When you have a catered event in mind, please contact us as soon as possible. Even if you are not yet sure of such details as the exact event date, event location and number of guests that will be in attendance, it’s a good idea to touch base with us as early on in the process as possible.
Some catering arrangements through Flavours by Sodexo can be made by phone, email or online; other catering arrangements require an in-person appointment with one of our event planning specialists. It’s easy to get in touch with Flavours by Sodexo about your catering needs. Here are the options:
Visit Our Office: To visit our office please give us a call to make an appointment. Our office hours are Monday through Friday, 9:00 am-5:00 pm. Please be aware that we are closed on some holidays.
Visit us on the Web: You may contact us about your catering needs through our online catering Website at www.fightingillini.catertrax.com. The ultimate in convenience, this site will enable you to easily view our fabulous catering menus, see your order history, place recurring orders and much, much more.
Give us a Call: You may speak with an event planning specialist by calling 217.300.4081.
You must make arrangements to secure a location for your event. Whether your event will be taking place on or off the campus, you will need to officially “reserve” the space in order for us to be permitted to serve you in this location. To reserve a room for an event, please contact 217.333.0516. Also you may want to list rooms that are available for catered events.
You must make arrangements to secure tables, chairs and other equipment you may need for your event. Please contact 217.333.0516 to make these arrangements.
No less than five business days from the scheduled catered event, you must sign Banquet Event Order. You will also be asked to provide us with a “final” number of guests that will at-tend your event; the “estimated” number will be used if you don’t know the “final” number. This document will outline the terms of your agreement with our Catering Office and include all event details and requirements, including time, date, loca-tion, menu selections, number of attendees, professional ser-vices, equipment, and staffing. If you do not provide us with a final number, we use the estimated number.
No less than five business the scheduled catered event, please make us aware of any event changes (including increases or decreases in the number of attendees) or if your event needs to be canceled. Please be advised that if we are notified of your changes or cancellation after this deadline, you will be responsible for expenses already incurred by the Catering Office.
Payment must be received prior to the execution of your catered event. Accepted forms of payment include Visa, Master Card, American Express, Discover, cash, check, and purchase order.
If your group is not a university:
* A deposit of 50% is required three weeks prior to your scheduled event with the balance due on the day of the event.
* A gratuity of 10% and 5% administrative fee will be added to your bill.
* Sales tax of 9.75% will be added to your bill.
If you are a tax-exempt organization:
* You must submit a copy of your tax exemption certificate prior to the date of your scheduled event.
There is no delivery fee for catering services held outside Me-morial Stadium and/or Start Farm. Deliveries outside these buildings will be subject to10% delivery fee, which ever is greater, and not to exceed $500.00
To ensure that your event is a success, catering staff will be provided for all served meals and some buffets. Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guest.
The charge for each staff member is:
Attendants/Waitstaff $ 25.00 per hour (minimum 4 hours)
Station Chefs $ 50.00 per hour (minimum 4 hours)
Bartenders $ 25.00 per hour (minimum 4 hours)
As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. The cost to replace any missing or damaged catering equipment or supplies will be charged to your account. For very large events, specialty equipment may need to be rented at an additional charge.
We provide high quality plastic products or serviceware unless otherwise requested. We offer china service for any event at an additional charge.
Full Meal Service and Silverware $6.50 per guest
Coffee or Beverage China Service $2.00 per guest
Full Bar Glass Service $4.00 per guest
Reception China and Silverware $4.50 per guest
Eco-friendly $3.50 per guest
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.
We provide standard linens and skirting for food and beverage tables at no charge. If you would like linen to be placed on guest tables for receptions, breaks, meeting and boxed lunch-es, there will be a $5.00 for each tablecloth. Other tables may be skirted and covered at $6.00 per tablecloth and $25.00 per skirt. Drop cloths that are 90’ x 156’ for 8-foot or 90’ x 132’ for 6-foot tables are available at $25.00 per drop cloth. The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for setup. Skirting can be done on any table that does not exceed on inch in thickness. We can also provide napkins to meet your color scheme for $1.00 each. Specialty linens are available upon request for an additional charge.
Due to health regulations, it is the policy of Flavours and University of Illinois, that excess food items from events cannot be re-moved 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.
All alcoholic beverages must be served by our personnel and consumed in designated areas. Proof of age will be required. Flavours, reserves the right to refuse service of alcoholic beverages to any person. All personnel have completed the Serve Safe Training Program for Service.
We recommend at least one bartender for every 100 guests for beer and wine service and one bartender for every 50 guest for full bar service. The charge for a bartender is $25.00 per hour (minimum 4 hours) for full bar and beer and wine service.