CATERING & EVENT GUIDELINES FOR SUCCESS

Updated September 2023

ABOUT YOUR PROGRAM

HOW TO REACH OUR TEAM

The Catering Team has daily coverage for catering from 7am-4pm for services that are dropped off to the location.

A member of our team will be available from 7am-3pm each day. If our team is busy assisting other clients, please email us through the Hospitality email at melissa.miller2@compass-usa.com and we will return as soon as possible.

To set up an appointment to plan a Custom Special Event, please reach out directly to Lisa Legath at Lisa.Legath@compass-usa.com or Melissa Miller at Melissa.Miller2@compass-usa.com.

For all placed caterings please communicate with our team through CaterTrax for a quicker response from our onsite team.

YOUR CATERTRAX ON-LINE ORDERING SYSTEM

SCJ Catering has an online ordering system to help SCJ Employees order for upcoming meetings according to their schedule. The CaterTrax System can track your orders, manage, communicate, and payments processing. Webinars and User Guides are available to get started with your account through your SCJ CaterTrax Site.  Eurest Dining Services at SC Johnson -Racine, WI (https://scjohnson.catertrax.com/index.asp)

When using the online ordering system, you must input your catering order a minimum of 48 hours in advance. If there is a special request, please contact our Catering Team, and we will work with you to accommodate the request. If you would like our catering team entering your orders, there will be a $15 entry fee. Due to staffing and changes to the supply chain, we need to make sure order changes are done by 3pm the day before ensuring success and avoiding service charges! 

ORDERING FOR AN ALL-DAY MEETING

Planning an All-Day Meeting on-line can be overwhelming, but the system makes it easy. The best way to plan your day is to place an order for each time you need additional food or beverages added. With the menu and beverage packages available, the process is easy and not time consuming as you go through your day. One of the best features of the site is being able to duplicate orders for beverage and food orders…takes the overwhelming element out of your all-day meeting.

MANAGING & CONFIRMING YOUR ORDERS IN THE SYSTEM

The great thing about your CaterTrax Site is that you can place your orders, send us change order requests, check on your upcoming orders and retrieve your invoices. It is a one-stop shop and an easy way to plan and manage your gatherings. Please note: When you submit a change request under your order, our team receives an email alert; we go into your order to make the documented change request and change the status of your order to confirm when completed.

Any time you would like to confirm, edit, or correspond for your upcoming services, you are able to access your order under your CaterTrax account. Our team follows what is entered in CaterTrax; the best way to ensure services go as planned is pull information from one source. 

CUSTOM REQUESTS

As you gather for special events, we want to make sure we are doing all we can to help you customize your catering. There is a custom request section for you to request a tailored event, decor, special dietary meal, seasonal items, and more! 

If the custom request is for a Special Event, please include your details on the Event Inquiry Form you submit for our team to begin planning your event. Please allow a minimum of 72 hours after meeting details have been presented. A menu build is a flat fee of $59 and will be waived on final catering orders over $1,000. Cancellations of custom requests require a minimum of 72 hours and are subject to charges based on vendors and purchased items. 

ORDER MINIMUM

While we understand catering size can vary, our catering platform has been built to provide the best experience possible and to ensure this catering menus have factored minimums. However, if your event doesn't meet the minimum guest count, we can adjust it with a service charge. Please enter your event through CaterTrax, and within the order notes, tell our team how many guests will be served. All orders require a minimum of $50 

DELIVERY WINDOW 

Our team is dedicated to serving the campus with prompt service and deliveries to fit your event, lunch, or social event. When selecting a delivery window in CaterTrax, please allow a 10-minute swing as our dedicated team at times has overlapping delivery windows. Please fill out any additional delivery notes in your CaterTrax event for our team to best serve you. 

CAKES & SPECIALTY BAKERY ITEMS

Our team partners with an excellent bakery for all your cakes and specialty bakery needs. To order, we will need 72 hours’ notice to ensure we can complete your order. For cakes, please fill out an SCJ Order form and enter your delivery details with a “custom cake order” menu item to ensure we can capture each cake order for success. For specialty desserts, please request through the custom menu request item in CaterTrax, and we will follow up. All custom cake & specialty dessert orders are final. 

ORDERING & SERVICE GUIDELINES

LABOR CHARGES

Fresh Fork Menu and Standard Catering Options within our service are Monday-Friday 7am-4pm. If an event is out of operating hours, a labor fee per employee of $35 an hour will be billed. Our menu is built to provide a swift and seamless experience; however, if you are looking full a private attendant during your event labor fee per employee of $35 an hour will be billed. Custom catering events are subject to labor charges based on scope.

RESTOCKING

We understand there may be at times over ordering on packaged items which could include nonperishable commercially wrapped products as beverages, chips, candy, or granola bars. After the completion of the event, we can restock leftovers if you request at a 50% restocking fee. It is the event holder’s responsibility to notify the catering team in restocking prior to the completion of event. Restocking will be counted of what is left on the serving table by our catering attendant. If the catering team is not notified prior to end time, the event is cleaned up and completed as normal. 

APPROVED OUTSIDE VENDORS

SCJ has set policy on outside vendors that are approved under the catering program. We have our approved vendors, that includes Panera, Jimmy John’s, Potbelly's, Qdoba, Chipotle, Main Moon, Tony Chens, Nonna’s, Wells Bros, and Infusino’s. All orders placed have a 30% service charge and are subject to vendors cancellation fees. Cancellations for outside vendors will be changed in addition to any vendor charge a $30 cancellation fee. To start an outside event please submit a catering through CaterTrax with the notes of the desired custom catering.

OFF-SITE CATERING

Our catering platform has been designed to serve your event on a campus where the catering team resides. We understand that at times caterings are planned off campus to out buildings including JMBA or Center of Insect Science. To best support offsite events a 12% fee will be applied to cover delivery and fuel cost. Excluded from this are large all campus events and custom events with labor charges already applied.    

POP UP ORDERS

Pop Up Orders will always occur, and we always like to save the day! Unfortunately, there are limitations with staffing and product availability that may keep us from being able to accommodate. Please reach out to us ASAP to begin working on your request. Pop-up orders outside of the express menu will have a $30 rush service charge and are Chef's Choice of menu.

FOOD HANDLING GUIDELINES

Our team all has their Food Safety Handling Certification from the State of Wisconsin. To keep SCJ employees safe, we need to follow the standard food handling guidelines for all cold, room temperature and hot buffets we provide. Listed below are the lengths of time we can display your buffet before our team will need to break down:

COLD BUFFET – 2-hour window before you need to schedule cleanup 

HOT BUFFET – 2-hour window before you need to schedule cleanup

PLEASE MAKE ARRANGEMENTS TO DISPLAY AT A DIFFERENT LOCATION IF YOUR MEETING CAN NOT BE DISTURBED.

LEVELS OF SERVICE

To accommodate different types of service needed at SCJ, we have 3 levels of service for you designated for each catering order.

ECO-FRIENDLY DISPOSABLE

All items set on disposable platters, bowls, serving utensils and guest disposables. This gives you the ability to move your leftover food to your team’s area. Once it is taken from the original delivery area, the contact for the order is responsible for disposing the leftover items.

IN-HOUSE VESSELS

All items are set on the SCJ in-house melamine platters for display. This includes high end disposable eco-friendly vessels for guests. Any vessels that are taken from these services and not returned will be subject to a charge to replace the equipment.

RENTAL ITEMS

Your meeting will be considered a Special Event. Please contact our team to begin your planning!

WHEN IS YOUR CATERING A SPECIAL EVENT?

When you start planning your gathering and you know that you are going to require more service than our standard catering service…. we get to plan a Special Event with you!

Whether it is a VIP Meeting or Full Event in the SCJ Spaces, our team can give your Special Event the service and details to set it aside from a daily catering. We understand that we are a partner in business with Horizon and our team is dedicated to making your Special Event one that Horizon can be proud of.

From Vendor Relationships to creative details…our team is here to make your Special Event a success!

STEPS TO SUCCESSFUL PLANNING

Book your SCJ space with corporate facilities using the same name for all services.

Fill out the event inquiry email Lisa.Legath@compass-usa.com or Melissa.Miller2@compass-usa.com directly to get the planning started!

SCJ Catering will reach out to discuss your special event.

If needed, SCJ Catering Team will schedule a walk-thru with you, Corporate Facilities, and our team to finalize set-up details for success.

An email will be sent to inform you that your proposal is available to view under your CaterTrax account. Details are not finalized until we receive final approval on menu, beverage service, outside vendor orders and set-up.

Sit back and enjoy your special event!

EVENT STAFFING SUPPORT

Special Events require event support staff to execute the additional and/or after-hours services to support your event. All events will receive a breakdown of labor and pricing on their proposal when sent for approval. The pricing is based on the hourly rate per staff member 

Here is a basic breakdown of labor needed for an average event:

1 - Captain -Required for All Special Events to Manage Services

1 - Bartender  –Required for All Special Events with Bar Service Up To 50 Guests (supported by third party vendor) 1 Bartender for Every Additional 50 Guests

Wait Staff  – 1 Additional Wait Staff for Every 50 Guests Added to Your Special Event

THIS BREAKDOWN IS JUST A STARTING POINT & WILL BE ADJUSTED BASED ON SPECIAL EVENT NEEDS

OUTSIDE VENDORS TO COMPLETE YOUR EVENT

If you would like to enhance your event with custom linen, décor, DJ and more…. we have a vendor for you! We have created a list of preferred vendors that know the SCJ space, execute to SCJ standards and great to work with.

Reach out to the SCJ Catering Team to start the conversation!

SPECIAL EVENT PLANNING

INVOICING & PAYMENTS 

BUILDING YOUR CATERTRAX WALLET FOR PAYMENTS

Payments are accessible in the CaterTrax System by building your online wallet. All you must do is sign into your account, click on update online wallet, and enter the credit card number(s) you would like to use for your future orders. Users can enter a number of credit cards or your corporate and personal expenses. Customer can name them for your reference to eliminate any confusion with your corporate and personal cards. To add credit cards to your on-line wallet, you go to the same location to manage add. All the credit cards are listed in the CaterTrax System, so you can locate the credit card your team uses the most and easy reference when you check out. 

CREDIT CARD PAYMENTS

SCJ Catering Credit Cards are processed daily through the CaterTrax System. Please be sure your pro-card has funding available to process any catering order.

Your invoices are available in your on-line account to settle your expensive payments. 

Here are quick steps to access your invoices:

     Ø  Sign Into Your CaterTrax Account

     Ø  Click on Your Account Details

     Ø  Click on the Invoices Tab Under Your Account

     Ø  All Past Invoices Will Be Listed for You to Access

COST CENTER PAYMENTS

SCJ requires all events to be processed with a pro card “Pro-Card;” unless approval to use a cost center through the facilities department if an event would exceed $5,000.

RETRIEVING PAST INVOICES

     Ø  SCJ requires all events to be processed with a pro card, which needs a matching invoice for processing.

     Ø  Sign Into Your CaterTrax Account

     Ø  Click On Your Account Details

     Ø  Click On Manage Orders

     Ø  Select any past order invoices