Bendix Catering Administration Guideline

AVI Foodsystems, the Bendix cafeteria service provider, offers a full range of catering expertise from simple sandwich trays to gourmet dinners all prepared on-site.  There is a wide range of selections available that can be viewed and ordered using the AVI Catertrax Catering system.

The AVI General Manager is available to discuss special requests to personalize the services for an event, or if you have unique requirements that AVI can accommodate.  Requests may include menu items not in the catering system, special dietary or allergen-free requirements, or services not included in this guideline.

The General Manager can be reached at x9919 (440-326-9919 outside) or Bistro.ELY@Bendix.com to answer any questions you have about the catering services.

Catertrax Account Holders:

Bendix will assign a specific group of individuals to have access to the Catertrax system to place orders.  Administrative assistants will be the primary account holders with responsibility to arrange catering requests for the respective department members.  Additional account holders may be added with approval by the departmental BLC member.

Non account holders will have access to view menu selections, pricing, and nutrition information on-line for the purpose of submitting order requests to the department’s administrative assistant.

Standard Catering:

Standard Catering is for an informal group meeting that does not require any special set-up or service from the AVI staff other than preparing the meal. Standard catering meetings first require approval by the departmental BLC member.

1. Ordering:  All orders must be placed at least 48 hours in advance.  Special requests may not always be accommodated if an item or service is not available given the short notice time.  There is a 10% late fee for orders not making the required notice period.  Orders submitted less than 24 hours in advance will not be accepted.
   1. Each order must include contact information, date(s), time(s), number of guests, and payment information.
   2. Any changes to the number of guests must be confirmed at least 12 hours prior to the event.
   3. There is no minimum order amount for Standard catering.  Orders above $150.00 require prior approval by a BLC member.  Any order above $250 requires approval by the Company President.
 
2. Services:  All prices quoted include disposable service ware.
   1. Orders must be picked up in the Bendix cafeteria by a department representative.  AVI is not staffed to deliver orders for Standard catering.
   2. Bendix is responsible for clean-up and disposal of all food and service ware.
3. Hours:  The regular catering service hours are 7:00 a.m. – 1:30 p.m., Monday – Friday.  Service is available outside the regular hours but may be subject to additional charges.
4. Payment: All standard catering orders must be paid for at the time the order is placed on-line using a Bendix Purchasing card (P-card).  An invoice will be provided for recordkeeping purposes.  The T&E card will not be accepted as a form of payment for Standard catering.

Express Catering:

Express catering allows for meal service when less than 48 hours notice is available. Orders are not placed in Catertrax.

There are two Express catering options:

1. An administrative assistant goes directly to the cafeteria to select food from the food stations from the day’s menu.
2. Individual guests go directly to the cafeteria to make personal food selections from the day’s menu.

There is no minimum order amount for Express catering.  Orders above $75.00 require prior approval by a BLC member up to a $150.00 maximum.

No additional services are provided by AVI. Bendix is responsible for clean-up and disposal of all food and service ware.

Hours:  Express catering is only available during regular cafeteria hours.  Breakfast is 7:00 – 9:30 am, and Lunch is 11:00 a.m. – 1:30 p.m., Monday – Friday.  Service is not available outside the regular hours.

Payment: All express catering orders must be paid for at the cash register in the cafeteria using a Bendix Purchasing card (P-card).  A receipt will be provided for recordkeeping purposes.  The T&E card will not be accepted as a form of payment for Express catering events.

Event Catering:

Event Catering is a more formal arrangement for a group meeting that requires set-up such as a buffet, hot entrees, or table-side service.  The Event may also require multiple meal requests including breakfast, lunch, snacks, and coffee service.  Event catering meetings first require approval by the departmental BLC member.

Event catering should be coordinated with the Bendix Facilities staff, in addition to support from AVI.

1. Ordering:  All orders must be placed at least 7 days in advance using Catertrax.  This allows adequate time for planning and securing the necessary products.  There is a 10% late fee for orders not making the required notice period.
1. Each order must include contact information, date(s), time(s), number of guests, meeting location, and payment information.
2. Any changes to the number of guests must be confirmed at least 72 hours prior to the event.
3. There is a minimum order amount of $100.00 for Event catering.  Orders above $250.00 require prior approval by the Company President.
2. Services:  All prices quoted include set-up, disposable service ware and clean-up.
   1. Equipment used to service the event is the property of AVI.  Equipment should not be removed by anyone except AVI staff members.  Equipment that is not returned will be billed to the department.
   2. AVI does not recommend removing food from an event for food safety concerns.  If carry-out containers are needed, however, this should be arranged with AVI in advance.
   3. Table Linens and China Service are available for $2.50 per guest at the event.  Table Skirting is available at $10.00 per table.
   4. Wait Staff is available for the event at a rate of $20.00 per hour with a 4-hour minimum billing.
   5. Specialty party supplies are available through AVI suppliers.  AVI can make any necessary arrangements for the event.  The supplies will be added to the invoice at the supplier’s cost.
3. Hours:  The regular catering service hours are 7:00 a.m. – 1:30 p.m., Monday – Friday.  Service is available outside the regular hours but may be subject to additional charges.
4. Payment: All event catering orders must be paid for at the time the order is placed on-line using a Bendix Purchasing card (P-card).  An invoice will be provided for recordkeeping purposes. The T&E card will not be accepted as a form of payment for Event catering.

Off-Site Catering:

In situations where an off-site meeting is held at a local venue, Event Catering is available.  Follow the Event Catering guidelines above for requesting service.  An additional Delivery fee may apply.

Outdoor Catering:

AVI is able to accommodate Outdoor Catering on company property.  Follow the Event Catering guidelines above for requesting service.

Cancellations:

Cancellation of Event Catering and Standard Catering orders require direct contact with the General Manager.  Depending on how much cancellation notice is provided, and whether food has been specially ordered already or not, there may be cancellation fees.  To avoid fees, provide the General Manager with as much advanced notice as possible.

Substitutions:

AVI reserves the right to vary menu selections when necessary to meet market conditions.

Travel and Expense Purchases (T&E):

T&E purchases are limited to circumstances equivalent to a business meal, not part of a meeting arrangement, with outside visitors.  In lieu of going to an outside restaurant, a Bendix employee may host visitor(s) by purchasing food in the cafeteria and paying for the expense using a Bendix T&E card.  A receipt will be provided by the cashier for expense report purposes.

Visitors may include customers, suppliers, job applicants, non-Elyria Bendix employees, and other business-related guests.

Non-Elyria Bendix employees may also purchase food with a Bendix T&E card while traveling on business.