Planning Your Event

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Arrangements for catered functions, meal exchanges and pick-up orders should be made as early as possible and no less than 5 business days in advance with the catering department.

Make your arrangements by emailing Dean Anthony at danthony@gettysburg.edu or Alice O'Brien at aobrien@gettysburg.edu. Please call to check on date for availability of services, before sending your order @ 337-6387 Monday - Friday from 9 a.m.- 4 p.m.

ROOM RESERVATIONS - The following guidelines are provided by the Campus Event Scheduling Department. Additional information may be obtained by contacting Cathy Zarrella at czarrell@gettysburg.edu.

Use These Guidelines To Schedule Venue and Catering Services for All Events
Important! A Room Reservation must be made before Catering can accept an order.

To Schedule New Events:
Please go to the 25Live site to request spaces and services for your event. Please submit your on-line event request at least five (5) working days in advance* of the event.

Example: if your event is on a Wednesday, the event request form must be submitted by 3:00 p.m. on the Wednesday prior to your event. Reports for Security and Facilities are generated in advance and late requests will not be supported. Exceptions to 5 day guideline:

*Any event that involves use of CUB Ballroom, Attic & Recital Hall, tents, street closings, alcohol, or large attendance (over 200) must be submitted at least fifteen (15) working days in advance.

*If Security or Catering Services are being requested or if the planned activities pose a greater than normal liability risk, the event request form must be submitted at least fifteen (15) working days in advance of the event.

Please contact calendar@cnav.gettysburg.edu with any questions or for assistance with web system.

*Changes and cancellations are done via email, phone, or in person. Web system is for new requests only!

TO ADD CATERING SERVICES TO AN EXISTING EVENT
Please contact Catering directly via email at aobrien@gettysburg.edu or danthony@gettysburg.edu. You will need to provide your original R25 confirmation number (i.e. 2005-AAABDS) along with your request.

Please Note: Gettysburg College Dining Services is the provider of all prepared foods served to guests while on campus. ALL groups planning on providing food on Campus must work through the Catering Department. If Dining Services can not meet your request, they will work with your organization to ensure the provider is properly licensed and insured. At a minimum, others providing food must meet the food handling requirements of the Commonwealth of Pennsylvania. Prior to making any arrangements, please contact Dining Services at extension 6387.

General Information

ATTENDANCE GUARANTEE
To keep your costs as low as possible, it is important to have an accurate count. A final guarantee of attendance must be provided 5 full working days prior to your event. This time is required to ensure an adequate staff of attendants and sufficient quantities of food for your guests. The number of guests you state will be the minimum guarantee and not subject to reduction. Any increases in count after the stated time frame may result in additional charges for new costs incurred above the quoted per person charge.

CANCELLATIONS
If it should become necessary to cancel your event please notify our catering services immediately. Our cancellation fees depend upon our costs at the time you cancel.

EVENT STAFFING
The catering department will determine staffing needs based on the size of your group, menu, style of service and the location on campus. The rate for attendants is twenty dollars per service person based on actual hours worked, with a four hour minimum. The set-up and breakdown is included in this minimum.

ROOM SET-UP
Must be requested through facility services to include tables and chairs.

LIQUOR POLICY
Gettysburg College's Dining Service does not purchase or supply alcoholic beverages for any catered function. This is the responsibility of the sponsor. The college alcohol policy is explained in the "Drug and Alcohol Policy" found on the Safety & Security web page.

FOOD ITEMS THAT ARE NOT USED
For safety reasons and regulations by the PA Department of Agriculture, all non-consumed foods are the property of Dining Services and cannot be removed by the guests.

ADDITIONAL CHARGES
All orders that are being delivered that total less then $50.00 may be charged a $20.00 delivery fee. For your convenience our facility is open from 7:15 a.m. - 7:15 p.m. to pick up any orders.

OTHER CHARGES
Special requests.
Flowers, rental equipment, specialty linen, and tents.
Additional service staff if requested.
Loss or damage to Dining Services equipment and or supplies.
Cooks if requested to prepare foods at sight.