Catering - Policies and Procedures

Cancellation Policy

University Catering is committed to the success of a scheduled and confirmed event. In the event of a situation beyond human control, not induced by negligence, University Catering will not be held responsible. Inclement weather is not a valid cause for cancellation of an event under contract.

Non University & University User Cancellation
Should it be necessary for you to cancel your event, University Catering reserves the right to impose a cancellation fee based on the following scale. Written notice to cancel an event is required.

Greater than 90 days prior to the event: No charge or penalty.
90 days to 61 days prior to your event: An amount equal to 33% of the food and beverage revenue based on the minimum estimate stated on the Confirmation Agreement.
60 days to 31 days prior to your event: An amount equal to 50% of the food and beverage revenue based on the minimum estimate stated on the Confirmation Agreement.
30 days or less prior to your event: An amount equal to 100% of the food and beverage revenue based on the minimum estimate stated on the Confirmation Agreement.
15 day or less prior to your event: An amount equal to 100% of the food and beverage revenue, equipment rental, and labor expenses based on the minimum estimate state on the Confirmation Agreement.

Registered Student Organization Cancellation Policy
Should it be necessary for you to cancel your event, University Catering reserves the right to impose a cancellation fee based on the following scale. Written notice to cancel an event is required.

60 days to 16 days prior to your event: An amount equal to 50% of the food and beverage revenue based on the minimum estimate stated on the Confirmation Agreement.
15 day or less prior to your event: An amount equal to 100% of the food and beverage revenue, equipment rental, and labor expenses based on the minimum estimate state on the Confirmation Agreement.

Menus and Ordering

Ordering and Guarantees – Plan to meet with your Event Coordinator or Sales Manager to discuss menus (6-8) weeks in advance. Menus for most events must be finalized with University Catering no later than four (4) weeks prior to the scheduled event. For groups of 150 or more guests, the planned menu(s) based on the expected guest count will represent the client’s minimum commitment for billing and cannot be reduced further. For groups less than 150 guests, no less than 10% attrition can be given with the final guarantee.

The final guarantee is due fourteen (14) calendar days prior to the scheduled event. Your guarantee is not subject to reduction. If no guarantee is received, University Catering will consider the expected number of guests on the client confirmation to be the correct guaranteed number. All charges will be based on the guarantee or upon the actual number of persons served, whichever is greater. All food and beverage items must be purchased through University Catering to comply with state and local regulations.

Late Requests and Changes – Ideally, catering details should be confirmed on the timeline provided above to ensure quality food and service preparations and availability. We understand, however, this will not always be possible and while every effort will be made to accommodate short notice requests and changes, we may need to assess a 15% administrative fee for changes made within (10) ten business days of an event.

Menu Pricing – All prices are subject to change and substitutions may be necessary based on uncertain market circumstances. University Catering will provide the client with advanced notice of an increase and the right to decide between the price and reasonable substitutions. Food and beverage pricing can be confirmed a maximum of two months in advance with menu selection.

Service Times – Buffet and food station menu quantities and perishable items are limited to a two-hour service period unless noted otherwise; food items will be removed at the end of the contracted service period to ensure food quality. Event services greater than 2 hours may incur additional staffing fees which will be reflected on the clients Confirmation and final billing.

Buffet Food Quantities – Adequate menu items will be provided for all guests to pass through the buffet or food station one time. If multiple proteins, sides, or desserts are offered and one selection runs out, but the other selection(s) are available, we are not obligated to make more of the missing item. Example: There is cherry pie and apple pie offered on a buffet and the majority of the first guests through the line all took apple pie, but there is still plenty of cherry pie for the remaining guests, additional apple pie may not be provided.

Beverage and Bar Service

Visit the resource page for Beverage and Bar Service for policies and proceedures surrounding alcohol.