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Planning Your Special Event with Flavours by Sodexo

Flavours by Sodexo at the Alaska Airlines Center Catering Services has exceptional culinary skills and 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 exceptions as we work together to achieve a smoothly executed and memorable catered event.

Our experience event planning specialists are very consultative and will be happy to answer all your questions and concerns and assist you in planning every detail. We look forward to serving you!

How to Contact Alaska Airlines Center Catering

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 UAA Catering can be made by phone, email or online; other catering arrangements require an in-person appointment with one of our even planning specialists. It's easy to get in touch with UAA Catering about your catering needs. Here are the Options:

Visit Our Office: You may visit us in person at 3700 Sharon Gagnon Lane, Please call our Catering Line 907-751-7492 to ensure a catering representative is available. 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.uaaseawolfdining.com. Choose Catering Services then choose CaterTrax. 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 more.

Give us a Call: You may speak with an event planning specialist by calling (907) 786-7830

Send us an Email: Please email Sherry Pender at sherry.pender@nmsusa.com

Event Location Reservation

You must make arrangements to secure a location for your event. Whether your event will be taking place on or off 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 please call (907) 341-7804.

Event Tables, Chairs and Other Equipment

You must make arrangements to secure tables, chairs and other equipment you may need for your event. To make arrangements for tables, chairs and other equipment please call Global Spectrum at (907) 786-7804.

Event Confirmation and Guarantees

No less than eight days from your scheduled catered event, you must sign a Catering Event Order. You will also be asked to provide us with a "final" number of guests that will attend your event; the 'estimated' number will be used if you do not 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, location, menu selections, number of attendees, professional services, equipment and staffing. If you do not provide us with a final number, we use the estimated number.

Event Changes and Cancellations

No less than three days from the scheduled 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. Changes less than 24 hours prior to event will incur additional costs. Events booked less than 72 hours in advance may incur additional costs.

Event Payment

All catered events must have a secured payment method prior to the function. Payment must be received 3 days prior to the execution of your catered event. Accepted forms of payment include Visa, Master Card, Check, UA Department charge and charge to UAA Conference Accounts.

If your group is not a university, college or school:
A deposit of 75% is required two weeks prior to your scheduled event with the balance due three days before the event. It is the responsibility of the person placing the order to make billing arrangements. Even if another party is paying it is the responsibility of the person placing the order to ensure arrangements are made in accordance with AAC Catering Policies, Fund and Org. Should a third party fail to make arrangements or fail to pay on your behalf will not contact the third party on your behalf. In accordance with AAC procurement policy, we cannot accept orders without a signature and a valid payment agreement three days prior to the event.

If you are a tax-exempt organization:
You must submit a copy of your tax exemption certificate three days prior to the date of your scheduled event.

Delivery Fees

There is no delivery fee for catering pick-up orders. All events held at the Alaska Airlines Center will be subject to a 10% Administrative Fee for UAA Sanctioned Events and a 20% Administrative Fee will be added to all Non-UAA Sanctioned events.

Service Staff and Attendants

To ensure that your event is a success, catering staff will be provided as follows: Continental breakfasts, breaks and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guests. Served meals are priced on an individual basis.

The charge for each staff member is:

Attendants/Waitstaff
Station Chefs
Bartenders
$32.00 per hour (minimum 2 hours)
$50.00 per hour (minimum 4 hours)
$45.00 per hour (minimum 4 hours)

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. 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.

China Charges

We provide eco-friendly serviceware unless otherwise requested. We offer china service for any event at an additional charge.

Full Meal Service and Silverware Reset on Tables
Rolled Silver and China on Buffet, Glassware at Station
Coffee or Beverage China Service
Full Bar Glass Service
Reception China and Silverware
Upgraded Eco-Friendly Serviceware
$7.00 per guest
$5.00 per guest
$3.00 per guest
$2.00 per guest
$3.00 per guest
$2.00 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 and Skirting

We provide 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 tables and boxed lunches, there will be an $11.00 fee for each tablecloth. Other tables may be skirted and covered for $11.00 per tablecloth and $20.00 per skirt. The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for set up. Skirting can be done on any table that does not exceed one inch in thickness. We can also provide napkins to meet your color scheme for $1.50 each. Specialty linens are available upon request for an additional charge.

Food Removal Policy

Due to health regulations, it is the policy of AAC 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 after the event.

Alcohol Policy

All alcoholic beverages must be served by our personnel and consumed in designated areas. Proof of age will be required. AAC reserves the right to refuse service of alcoholic beverages to any person. All personnel have completed the Serve Safe Training Program for Service, and TIPS or TAMS training. Proper signage will be posted at bars. AAC Bar Approval paperwork must be completed by the Client ordering the bar service at least 7 days in advance and submitted to the Catering office with approved signatures. Events at the Alaska Airlines Center may have additional pricing structures.

Alcohol Services / Policy

A full bar setup at a dinner or reception is available per guest. All necessary bar items, are provided with this charge, including nonalcoholic beverages, ice, mixers, napkins and eco-friendly cups. An additional charge for glasses will apply. We recommend at least one bartender for every 75-100 guests.

 
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