Thank you for considering Palomar College Dining Services / Aramark for your upcoming event. We are a full-service catering company, and we are dedicated to meeting the varied needs of our customers by creating memorable, signature events. Whether it’s a meeting break, or evening reception, Palomar College Dining Services caters to you!
Our services include: Pick-up, delivery on-campus, delivery off-campus, served buffets, and special events.
The following will help you to familiarize yourself with the catering ordering process and polices of Palomar College Dining Services / Aramark. We look forward to delivering you an experience that will enrich and nourish your life/event.
Planning Your Event & Menu
We offer three (3) standard menus. Our Everyday Catering Menu, Simple Takeaways – Student Menu (available to organized student groups only), and Seasonal & Limited Time Offerings Menus to serve your various event needs. Our menus can be viewed at www.palomarcollege.catertrax.com, or you can request copies to be sent via email.
Please have the following information available when reserving your event and placing your order:
• Appropriate 28 digit PeopleSoft Chartfields as established by Palomar College Fiscal Services Department for the current fiscal year.
ACCOUNT FUND DEPARTMENT PROGRAM CLASS PROJECT
6 digits - 2 digits - 6 digits - 5 digits - 2 digits - 7 digits
• Contact EventScheduler@palomar.edu at least 3 weeks prior to your event date
to request to reserve your venue, tables, chairs, as well as any audio/visual equipment needs for your event.
• Please have your Use of District Facilities Request Form (UOF) approved and available for reference at the time of booking via EventScheduler@palomar.edu. Buffet tables must be ordered through event scheduler and should be included in the final UOF no later than 5 business days prior to your event. Please consult the catering department to determine the needs for your specific event. All requests must be approved and in writing.
• Please provide the specific venue including building and room for your event Date, start and expected finish time of your event.
• Theme or purpose for event.
• Anticipated number of guests.
• Open invitation or private event.
• Special layout needs (reserved seating, head tables, linen needs, canopies, pipe and drape, etc.)
• Service level (e.g. Served Buffet with china, drop-off, or pick-up)
• Special dietary considerations (e.g. allergies, vegetarian, vegan options)
• Seasonal food availability
• Program details, awards ceremonies, speakers, order of event, etc.
• Floral, centerpiece and décor needs
• Weather (Is an alternative rain site available?)
• VIP guests
• Where to enter the building, (i.e. through the front door, loading dock, etc.)
• Are there stairs? Elevators? Any special challenges to delivery?
• Is a keycard or additional security clearance needed?
• What is the earliest time we can have access to the building and room?
If there is something special for which you are looking and you can’t seem to find it on our menus, please give us a call. We’d love to help you create a custom menu featuring exactly what you want for your event. We have experts on hand to help create the perfect cuisine just for you.
To better serve all of our customers and operate in an efficient manner, we have a set order minimum quantity on all of our catering menu packages. In addition, all orders have a $50 order minimum before delivery charge and taxes. The majority of the items found on the Everyday Menu have quantity minimums listed after each package option. In the event that the menu for your event should fall below our stated order minimums, we will be glad to provide you with a quote to fit your special needs. Orders that come in below the minimum order requirements may incur a delivery fee of $15.
Please let us know as early as possible if any of your guests require vegetarian, vegan, dairy-free, Kosher, low-carb, low sodium, low-fat or nut-free meals or alternate meals due to food allergies or dietary restrictions. Our talented culinary team will be more than happy to prepare items suitable for any situation.
Note: For severe allergies with potentially anaphylactic reactions, we cannot guarantee full omission of the offending ingredient. This is due to the physical constraints of our own kitchen and that of our specialist suppliers where the ingredients may be present within the production environment.
How to and When to Place an Event Order
Once you are ready to place an order, go to www.palomarcollege.catertrax.com and create a customer account. We ask that you provide us with at least five (5) business days of advanced written notice before your drop-off event, and fifteen (15) business days of advanced written notice before events with expected attendance over 50 guests, staffed or served events, or special events. This allows us to secure everything needed to produce and staff for your event and menu.
If an order is placed less than three (3) business days of notice before your drop-off event and five (5) business days of notice before your staffed, served or special event, or any event planned for outside of normal catering hours of operation, we will try to accommodate your needs but please note that we cannot guarantee menu selection or any special requests. A $15 late fee may apply.
The Customer is required to guarantee the total attendance of individuals for the services at the event as described on the specific event order(s). The Customer must notify in writing of the final Guaranteed Attendance no less than three (3) business days prior to the applicable Event(s), subject to the maximum legal occupancy of the Facility. If the Customer does not provide such notice, the estimated Guaranteed Attendance will be deemed the final Guaranteed Attendance.
Changes to your Event Order
All final changes must be approved by our office at least three (3) business days of notice before your event(s). If you change an event after this deadline, expenses that have already been incurred cannot be absorbed and may be billed. We will notify you of these charges prior to billing.
All cancellations must be made and received in writing at least three (3) business days before your function, and any deposits previously made for your event will be returned in full. If you cancel an event after this deadline, expenses that have already been incurred cannot be absorbed and will be billed. We will notify you of these charges prior to billing.
Delivery & Pick-Up Policies
On-Campus Deliveries to the San Marcos Campus that meet the $50 order minimum amount will receive free delivery. We are pleased to deliver orders that are less than the minimum; however a $15 delivery charge will be assessed.
Off-Campus Deliveries (locations outside of the main San Marcos Campus) start at $25 within for the first 5 miles, and $0.65 per mile for each additional mile thereafter, and may include additional labor charges for delivery time.
Deliveries made on weekends or afterhours, that require the catering team to set up additional equipment or that require clean up after your event may be subject to the Special Event Service Fee, and labor charges.
Pick-Up Orders may also be arranged at Palomar College’s Comet Café at the cashier stand located at 1140 W. Mission Road, San Marcos, CA 92069 at no charge during catering business hours.
Special Event Service Fee
Events held on evenings, weekends, holidays or non-instructional days require a $1,000 order minimum before delivery charges and taxes. Events held on evenings, weekends, holidays and non-instructional days that do not meet the order minimum will be assessed Special Event Service Fees of 25% of the total bill. Events held on evenings, weekends, holidays, non-instruction days, or that extend beyond the confirmed service times as stated on the Event Order, or that require the catering team to set up additional equipment or that require clean up after may be subject to Special Event Service Fees and labor to include any overtime incurred as deemed necessary by Dining Services. For larger events specialty equipment may need to be rented at an additional cost.
We will provide the appropriate amount of uniformed, chefs and/or service attendants for you based on the style, service level, location and timing of your event. If you would like additional chefs and/or service attendants to serve at your event (i.e. butlering hors d’oeuvres, carving food items, etc.), we are more than happy to provide them at appropriate additional fees and with advanced notice.
Staffing rates are as follows:
• $25.00 per hour
• 4 hour minimum
• Overtime Rate $38 per hour (1 hour minimum)
• $20.00 per hour
• 4 hour minimum
• Overtime Rate $30 per hour (1 hour minimum)
Our Service Levels
The prices shown in our menus include linen on the buffet food tables, eco-friendly disposable service-ware, delivery on-campus, set-up, pick-up, and use of equipment during your event during normal catering hours.
• Linens: Linens for guest dining tables are available at $10 each for catering events with advanced arrangement.
• Served Buffets: If you would prefer a Served Buffet that includes buffet service, china, flatware, glassware, linen napkins and table cloths for guest dining tables, we are happy to provide those at an additional fee of $20 per person. Served buffet events with over 50 guests may require additional equipment rental fees as deemed necessary by dining services.
Paying for Your Event
University Department Account Billing:
Payments made by university accounts must be paid within 30 days of the invoice date. In the event an invoice is not paid within 30 days of the invoice date, it will be subject to finance charges at a rate of 1% per Aramark accounting period on the unpaid balance from the invoice date until the date it is paid.
When placing your order, please supply us with the appropriate 28 digit PeopleSoft Chartfields as established by Palomar College Fiscal Services Department for the current fiscal year.
ACCOUNT FUND DEPARTMENT PROGRAM CLASS PROJECT
6 digits - 2 digits - 6 digits - 5 digits - 2 digits - 7 digits
(Please include hyphens between each number string).
You may reference your Purchase Order number for better tracking of your expense. Please also provide the name, office location/address and best contact information for the person with the authority to approve the use of the specified university department funds for payment. Please be sure to review the Payment Information section of your event order(s) for accuracy before confirming your event(s) to ensure timely processing of payment.
NOTE: Please be aware that the CaterTrax event number is not the invoice number. The invoice will be generated the next business day following your event and submitted to the event approvers email listed on the Payment Information section on your event order.
Please make university department checks payable to:
Aramark Services, Inc.
Remit payment to:
Aramark Chicago Lockbox 27310 Network Place
Chicago, IL 60673-1273
(Please reference the associated invoice number that begins with 500277400 - ****** in the memo section).
We do not accept Cal-Card for payment.
Non-University Account Payees:
If your group is not affiliated with the university a 50% deposit is required when booking your event with the remaining balance due the day before the event by 3pm, or Friday by 3pm if your event falls on a weekend, or campus holiday, whichever is sooner.
Split Payments: We are unable to split payments from multiple payment sources.
Food Removal Policy
Due to health regulations, it is the policy of Palomar College Dining Services / Aramark that unused food portions from your event 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 promptly by the host of the event.
Equipment Removal Policy
Equipment, linens and decor provided for your event by Palomar College Dining Services are property of Aramark and must kept at the scheduled event location at all times and must be returned at the scheduled pick-up time. Removal of such items from the event location, or delay in the event pickup from the scheduled time creates unnecessary logistical challenges and makes that equipment unavailable to use for other events that may need it. This may result in equipment rental or replacement charges as dining services deems necessary. Disposable items are not considered equipment for this purpose.
Catering Hours of Operation
During Spring & Fall Semester 7:30am – 5pm
During Seasonal Breaks by appointment only.
Catering services are available on weekends, holidays and non-instructional days with advanced notice and at Special Event rates.
We are also available to meet with you at your event location, in your office or wherever you find most convenient for a consultation. For additional assistance please call the Catering Office at (760) 744-1150 x2232.
Please click here for a printable PDF version of the Catering Policy.