Policies

Chartwells Catering Service

Chartwells is proud to offer you the finest quality foods & impeccable service. We offer upscale dining opportunities, traditional favorites and customized menus. Our talented culinary team is known for planning their fresh and innovative events. We can provide for a variety of services, including, but not limited, to simple refreshments, buffets, served meals, fully themed events and weddings.

Room Reservations & Placing a Catering Order

Room reservations are made through the Memorial Union Office at (785) 628-5396. Please have your room reservations completed prior to contacting our Catering Office. All locations outside the Student Union will need to be reserved by their specific building coordinator. Please follow the guidelines when placing an order. Advanced menu and function consultation can be made with our Catering Director in the Catering Office at (785) 628-5396.

Event Terms

A 50% deposit is requested for non-university customers the day of the booking of your function. Final payment is expected five business days before the event. All applicable sales taxes will be added to the final catering invoice, unless the organization, or group, is tax exempt. All groups that are tax exempt must submit a copy of their certificate prior to the final billing. All non-university customers are subject to $150.00 min order total excluding taxes. 

Event Planning

This guide details the functions of the catering department and the services Chartwells provides. The range of services is not limited to the selections listed. We would be happy to customize your event to meet your unique individual group and budget needs.

Catering Policies

This guide details the functions and capabilities of the Catering Department and the service Chartwells provides. The range of services is not limited to the selections listed. Customized consultations can be provided to meet your unique individual group and budget needs. Please give us the time we need to prepare for your event. While we may be able to accommodate your needs with less preparation time, we prefer the opportunity to do our best for you.

Guidelines

A guaranteed guest number must be locked in at least 3 days in advance. While we will try and accommodate last minute events, we prefer to have at least 3 days in advance so that we can give you our best. Chartwells Food Service will be your food and beverage provider for events. Late orders and last minute requests, may incur additional charges. Health regulations prohibit the removal of food remaining after a catered event. Please leave any catering equipment in the place where the event takes place. All catering equipment is the property of Chartwells and Fort Hays State University. Catering equipment and decorations not returned will result in an additional charge to the event.

Additional Event Charges

One and one-half hours of service are normally provided for catered meals. If there is to be a program during the meal please notify the catering office when making service arrangements. If service needs are beyond the maximum service hours, there will be a per attendant service charge. Fees for events off campus will be based on the size and distance of event.

Wait Staff

  • Captains
  • Bartenders
  • WaitStaff

  • Linen Charges

    All buffet tables are covered with linens free of charge as are the tables used for seating during your event. Should additional tables require tablecloths e.g. registration, display, award table, etc. an additional charge per tablecloth will be charged.

    China

    All catering events outside the Memorial Union will be provided with disposable service. China service is available for a charge per person.

    Alcohol Service

    Chartwells catering is pleased to offer you alcohol service for any of your catering needs off campus. We request a minimum 3 weeks notice prior to your event date to book alcohol service to ensure all local and state forms are submitted in a timely manner. A certified bartender is required under our liquor license to provide our clients with the proper services needed. (set up and tear down times will be added in addition to your event time)

    Chartwells Catering at
    Fort Hays State University

    128 McMindes Hall
    Hays, KS 67601
    785.628.5396