Planning Your Event

We pride ourselves in being able to meet everyone’s catering needs. The following steps will help you through the process of organizing your special function.


Arranging and Reserving a Date

Even if the date of the event is only tentative, please make arrangements with the catering department so that we can at least get you on our calendar. All other information such as location, number of guests, time of the function, and menu selection, need to be decided at least 10 business days before the function. You may contact the Catering department by phone at (304) 865-6190 or email.


Contact the Catering Office

At least ten days before your event, contact the catering office at (304) 865-6190, email, or stop by the office located in the dining hall. It is helpful to submit a request form via our online catering request prior to calling. You may also want to view our planners checklist. The office hours are Monday - Friday 8:30 am to 4:30 pm.

After we have finalized all the details of your special event, you will receive an event order form to confirm with a signature. Please review all information on this event order form carefully, checking accuracy and completeness before signing. This contract must be returned to us upon receipt by email, fax at (304) 865-6009, or in person.

If booked far enough in advance you may also mail the form to:
Aladdin Food Management
Catering Confirmation
1 campus View Drive
Vienna, WV 26105


Reserving the Room

Whether the event is to take place on campus or off, the location needs to be reserved and set up before we deliver.

Table, chairs, and other equipment are available for on campus events. Requests for campus room setups, including food tables, should be made a minimum of 7 days in advance. These requests are made through the campus operations department at 304-865-6200.

Rooms must be set up available for us to prepare in advance of your event. For events under 25 we generally only need 4 hours. Events of more than 25 people or off campus typically require at least 24 hours. Events over 200 guests will often take longer.


Changes, Guarantees, and Cancellations

All cancellations and/or changes referring to the menu, count, or event arrangements must be confirmed 7 business days prior to the event unless other arrangements are made. Any event that is not canceled within this time frame will result in a 50% payment due as contracted on the event form. If you do not contact us with a final count within the agreed time frame, we will prepare for the estimated number and charge accordingly.



University Account Numbers, checks, credit cards and cash are all valid payment methods. In the event a Credit Card is preferred, full payment must be made in advance and in person at our facility.

Non-university related groups are required to make a deposit of 50% one week prior with the balance due the day of the event.

University accounts will require an approved PO prior to service. Please send us a copy of the approved PO.


Delivery fees

There is no delivery fee for catering services held on the main University campus. Deliveries outside the University Campus will be subject to a $25.00 or 15% delivery fee, whichever is greater. However, this fee is not to exceed $250.00.


Table Service

As a standard we provide tablecloths and table skirting for all food and beverage tables. China and glass settings are typically used for on campus events unless plastic settings are requested.



If you would like linen to be placed on guest tables, there will be a $3.50 fee for each standard tablecloth and $.35 for each napkin. The same applies to any additional table that will not be directly used for food setup. Specialty tablecloths typically cost more than standard cloths and will be quoted on the order form


Wait Staff

Wait Staff is provided for events lasting less than four hours. Any event exceeding that time frame will be billed $10.00 per hour for each wait staff member working.


Miscellaneous Policies

Food and beverages must be provided by Aladdin Food Management Services, llc at catered events, with the exception of wedding cakes, special mints and/or other pre approved items. Aladdin Food Management Services, llc does not allow any leftover food items to be taken home.


Ways to Reduce Individual Cost

If cost to individuals is a concern, there are a few simple ways to reduce costs. Requesting plastic tableware rather than china can sometimes save on cost. Picking up the food rather than having it delivered outside the University are can also help.

Other ways to limit costs are to opt for a buffet rather than a seat and serve dinner, and to keep functions under two hours. You can also keep costs down by scheduling events to begin and end during normal operating hours.

Another great way to save for on campus events is to have your guests use our regular meal service and take food to your meeting if it is taking place during normal meal hours.

Don’t hesitate to ask us how to help keep your event within your budget.



You may contact the Catering department by phone at (304) 865-6190 or by email .




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