Event Form Instructions

Catering Services are reserved in conjunction with the reservation of campus space at Francis Marion University. A Facilities Reservation Request must be approved by the University Space Committee prior to the reserving of Catering Services through the Sodexho Special Event Order Form.

Sodexho Special Event Order Form

RESPONSIBILITY	ACTION
Individual or Organization	Contacts the Space Coordinator at 661-1133 Completes Facilities Reservation Request procedures Contacts the Sodexho Catering Manager at 661-1262 Completes Sodexho Special Event Order Form in accordance with the Policy for Reimbursement and Payments for Personal Consumption Items at Employee's Official Headquarters if cost is to be charged to a University budget Submits to the Vice President or Department Head for appropriate signature if cost is to be charged to a University budget
Vice President or Department Head	Approves request and submits Sodexho Special Event Order Form to Dining Services
Individual or Organization	Supplies guaranteed guest count at least 48 hours prior to event
Dining Services Director	Verifies that information on Sodexho Special Event Order form is complete Reviews for adherence to the Policy for Reimbursement and Payments for Personal Consumption Items at Employee's Official Headquarters if cost is to be charged to a University budget Provides requested services upon approval
Dining Services Administrative Associate	Bills individual or organization for services performed

An event is only tentative until a Sodexho Special Event Order Form has been submitted, complete with the appropriate authorizing signature. This must be done at least three working days prior to the event.

A Sodexho Special Event Order Form will not be processed unless a Facilities Reservation Request has been approved by the University Space Committee.

Dining Services will prepare for the guaranteed number of guests plus an additional 10% for functions at which there will be from 10 to 100 guests or an additional 5% for functions at which there will be more than 100 guests.

Facilities Reservation Request, Sodexho Special Event Order Forms, and Campus Event Service Request Forms may be obtained from the Financial Services Office. Sodexho Special Event Order Forms may also be obtained from Dining Services.

Note: Please review the entire policy on the Utilization of University Facilities and Campus Space at the Financial Services - Campus Space Coordination web page.

The Policy for Reimbursement and Payments for Personal Consumption Items at Employee¹s Official Headquarters is also posted online.