Steps for Planning an Event

The planning of an event is fun and can allow for a great deal of creativity. The following is a guide to planning a successful event. We strongly suggest you start planning two weeks prior to your event and we require orders be placed no less than three working days in advance of the event. This allows ample time for any special arrangements, which your event may require. Prices are subject to change, please contact the catering office for current pricing and availability.

1. Reserve the room for your event with the Reservations Office of the University Center. The number is (504) 865-5196.
2. Contact the Olive Blue office at (504) 865-5254.
3. When you contact the office, please have the following information readily at hand:
   • Name of the group sponsoring the event
   • Name of the event coordinator
   • Address, phone and fax number
   • Event date
   • Number of participants
   • Event location
   • Beginning and ending times
   • Budget parameters
   • Menu ideas
4. You will receive a special event planner form within two working days of your planning session. The event form is a confirmation of the details arranged for your event. Upon receipt of the event form, you should review all of the items listed.
5. The form is a contract and must be signed and returned a minimum of three working days prior to the event.
6. Your final guest count must be turned in at this time. Any changes to the count after receipt of the contract may be subject to additional charges.
7. Important points to know about event planning:
   • A minimum purchase of $50 is required for all events occurring Monday through Friday. A minimum purchase of $150 is required for events occurring on a Saturday or Sunday. This applies to such functions as coffee services, continental breakfasts and breaks. The minimum requirement for served and buffet menus is twenty-five (25) people.
   • All groups (those groups who do not possess a University Account #) events will require an 80% deposit one week prior to the event. The remaining 20% will be due on the day of the event.
   • Events exceeding two and one-half hours will be subject to additional charges.
   • Any food items left from an event are the property of the food service. Due to Federal and State liabilities, no food is permitted to leave the event.
8. Each catered function comes complete with a number of standard options. All of these items are included in the price of the event.
   • Breakfast, lunch and dinner meal prices include linen tablecloths for food, beverage and dining tables, table skirting, and necessary place settings.
   • Coffee breaks, snack breaks and refreshment breaks include such items as tablecloths and skirts for the food tables, paper or china service (inside or outside of the Lavin-Bernick Center) cocktail napkins, utensils and table ware.
9. Items which bear an extra charge are: tablecloths and skirts for registration tables, any event outside of the Lavin-Bernick Center, china service outside of the Lavin-Bernick Center, extra attendants, carvers and bartenders.