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Catering Policies and Guidelines

Initiating the Access 66 Catering Agreement:
Access 66 requires: 1) joint signing of the Access 66 Catering Agreement (hereafter referred to as the “Agreement”), 2) signing a statement agreeing to our Policies and Guidelines, 3) a signed facility contract to reserve your venue and 4) payment of initial deposits. By completing these procedures, the client is assured that the event date and location(s) are secured and Access 66 Catering is assured that a dialogue for services will be initiated.

Guarantees:
The guaranteed number of attendees is required three (3) business days prior to the date and time of the function. If the guarantee is not received as stated, the number specified on the Agreement will be your guarantee. The guarantee is not subject to reduction after the three business-day deadline. Increases in attendance after the final guarantee deadline may be subject to additional charges. Access 66 Catering will make every effort to accommodate additional guests based on availability of product and labor. Access 66 will prepare food for five percent (5%) over the guarantee to a maximum of 30 people. Additional seating will only be placed if needed to accommodate unanticipated guests.

Menus:
Our menus are designed as guidelines to assist you in the selection of your food and beverage services. Your Event Coordinator welcomes the opportunity to customize menus and services to create specialty or thematic events. Menus may also be viewed on our website to facilitate event planning. Please note that prices are subject to change depending on labor conditions and market availability of food products.

Pricing:
An 18% service charge will be applied to all food, beverage and related services. No gratuity will be billed.  Current Taxes are 9.5%

Labor:
Menu prices include catering personnel who are scheduled in three-hour shifts for breakfast and lunch and four-hour shifts for dinner. The time will begin at the Agreement start time and end when the last course is cleared from the room. Events requiring additional time for service will incur a charge of $18.00 per staff person per hour. If an event continues after the meal service that requires Access 66 Catering staff to remain, hourly charges will apply.

Facility Contract:
A facility contract to reserve your venue must be provided to Access 66. If the venue is the Community Conference Center or another Westside Schools’ facility, the facility use agreement must be signed. If Access 66 is providing catering services at a venue other than a Westside property, a copy of that signed agreement must be provided.

Payment:
A deposit of 25% of estimated food, beverage and labor charges totaling over $1,000 may be assessed to book or hold space for a catering event. Any adjustments or additions to the Agreement will be reflected in a mailed final invoice payable within ten (10) days of receipt. You may finalize your account by corporate check, personal check, cashier’s check, cash, debit card or credit card.

Weddings and Large Event Deposit:
A $750 deposit is required to reserve the services of Access 66 Catering for weddings and events scheduled for more than 250 guests. This deposit is payable at the time of the Agreement signing and is non-refundable should the event be cancelled.

Cancellation Policy for Events Less than $500:
Cancellation of the Agreement must be made in writing a minimum of two weeks prior to the scheduled function. If the event is cancelled less than two weeks but more than three business days prior to the event, a fee of 50% of the total estimated services will be charged. Any event cancelled less than three business days prior to the event will be assessed 100% of the estimated charges.

In the event of cancellation due to forced evacuation caused by an Act of God, the client will be granted the opportunity to reserve the services of Access 66 Catering for an acceptable date within the next three months subject to availability.

Cancellation Policy for Events More than $500:
Cancellation of the Agreement must be made in writing a minimum of four weeks prior to the scheduled function. If the event is cancelled less than four weeks prior to the event, a fee of 100% of the total estimated services will be charged. Any refunds on cancellations due to extenuating circumstances will be considered on an individual basis and will be made solely at the discretion of the Access 66 Catering Director.

In the event of cancellation due to forced evacuation caused by an Act of God, the client will be granted the opportunity to reserve the services of Access 66 Catering for an acceptable date within the next three months subject to availability.

Facility Services at On-Premise Locations:
Round table seating of 10 will be provided unless otherwise specified. Seating diagrams with numbered tables are available upon request. Access 66 maintains an ample supply of white linens, glassware, lovely china and
flatware. Colored or multi-layered linens will be provided at an additional charge. For events exceeding 250 guests, additional rental charges may apply.

Alcohol Beverage Service at On-Premise Locations:
Absolutely no alcohol beverages may be consumed on property owned or operated by the Westside Community Schools. This includes all school and ancillary buildings as well as outdoor locations such as athletic fields and parking areas.

Facility Services at Off-Premise Locations:
Accommodations at off-premise locations will depend on amenities provided in each facility service agreement. Off-premise locations may require rental of tables, chairs, skirting, china or other equipment. These charges will be the responsibility of the client and may be subject to additional charges.

Alcohol Beverage Service at Off-Premise Locations:
Events held at other locations (private homes, clubs, hotels, restaurants, banquet halls, etc.) may include alcohol if that venue meets specific regulations established by the Nebraska Liquor Control Commission (NLCC). For events held at private homes, beverage service may be provided and controlled by the host. Beer, liquor or wine service at other off-premise locations must conform to NLCC procedures. Access 66 Catering does not maintain a liquor license but will procure a single-event license for a client to serve alcoholic beverages under circumstances meeting approval of the Access 66 Catering Director. Access 66 will charge a fee for the paperwork necessary for this procurement service. Our Event Coordinator will assist you with additional alcohol beverage service information upon request.

Table and Room Decorations:
Access 66 Catering is available to assist you with floral arrangements, thematic decorations, specialty linens and skirting to enhance your event. You may elect to decorate with centerpieces and supply nuts, candies, chocolates or mints for the table. Please ensure that these products are from a commercial food purveyor and are not prepared in a home kitchen. Because of fire concerns, we allow only glass-enclosed candles. Laser-cut plastic decorations are allowable but glitter is not. Use of tape or other adhesives on walls, curtains or draperies is prohibited. Please check with your off-premise venue rules and regulations for additional guidelines.

Special Food Preparations:
For weddings and large events in excess of 250 guests for which there is a signed Agreement, Access 66 will offer a complimentary menu tasting for up to four (4) people. There may be a charge for additional participants or subsequent tastings. Our Executive Chef will make every effort to meet special dietary requirements should this be necessary and will honor written special “family recipe” requests. Consistent with standard catering policies, a family member may be present in the kitchen when the recipe is being prepared, but cannot provide hands-on assistance.

Bringing In Food or Taking Food Out from an Event:
Patrons may furnish chocolates, nuts, mints or candies. If your event includes celebration cakes or other specialty food items, please pre-approve them with the Access 66 Catering Director or Event Coordinator. With the exception of items provided by the host, health regulations and food safety liabilities mandate that all products not consumed during the course of the event will remain the property of Access 66 Catering and may not be removed from the location of service.

Additional Event Services:
Access 66 can provide many special services such as event security, parking valets, bartenders, cake bakers, coat check personnel, floral partners, ice sculptures, wedding dressing rooms, special lighting, computer projectors, microphones, audio-visual equipment, podiums, etc. We will be happy to provide advice and prices upon request.
The Westside Community School District does not discriminate on the basis of sex, race, creed, color, age, national origin or disability.
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