AUX 2.10 - University Catering
Responsible Office(s): Auxiliary Services Effective: July 2, 1997
To describe catering services and the use of alcoholic beverages for university-related activities and events.
Applies to all university departments, organizations, and affiliated groups hosting university activities.
1. General Policy
The University Dining Service Contractor has exclusive vending/catering rights for all food and/or alcohol-related events held on university property; therefore, all catered events held on university property must be provided by the University Catering Services. Any exceptions to this policy must be approved by the Director of Auxiliary Services.
All university-related activities held off university property where food and/or alcoholic beverages are served must be approved by the Director of Auxiliary Services.
2. Special Provisions Regarding
The university's policy on alcohol is administered by the Dean of Students Office (in consultation with the Chancellor's Substance Abuse Advisory Board). When alcoholic beverages have been approved for an event by the Dean of Students Office, alcohol may be served provided the following requirements are met:
1. Requests for Catering Services.
a. Events Held off University Property. Anyone wishing to host a university-related event off university property where food and/or alcoholic beverages are served should contact the Director of Auxiliary Services at 962-3178. The Director of Auxiliary Services will provide instructions on a case-by-case basis.
b. Events Held on University Property.
(1) Anyone wishing to host a catered event on university property (with or without alcoholic beverages) should contact the Catering Office at 962-3600.
(2) The Catering Office will assist the representative of the department hosting the event in contacting all necessary support departments and will supply all necessary forms for a catered event. The departmental representative must provide the Catering Office with the six-digit university account to be charged. (Note: State-appropriated funds generally cannot be used for food purchases. Contact the Director of Accounting for instructions.) Events to be charged to a university account cannot be scheduled without an account number to be charged.
(3) Once all details of the event have been determined, the Catering Office staff and the departmental representative will review prices, finalize plans, and complete a catering contract.
(4) Catering Services will send the catering contract to the requesting department to confirm the account number to be charged, the items ordered, the time and place of the event, the price per person, and other information relative to the event. The department head or director of the requesting department will sign the contract and return it to Catering Services before the event is to take place. Note: Contractual amendments should be requested by contacting Catering Services.
(5) After the event, Catering Services will forward one copy of the invoice to the department for departmental records and one copy to Auxiliary Services for decentralized billing. Auxiliary Services will deduct charges from departmental accounts within three working days of receipt of invoice. Questions regarding charges should be forwarded to the Catering Office. Any disputes that are not resolved with the Catering Office may be addressed to the Director of Auxiliary Services.
2. Advance Notice
Requirements for advance notice for specific services are as follows:
|SERVICE REQUESTED||REQUIRED NOTICE|
(1) Less than 100 people
than 100 people
One week advance notice
Two weeks advance notice
d'oeuvres, relish trays, etc. are
|Three working days advance notice|
|Catered Coffee or Refreshments
||Three working days advance notice|
|Catered Events Involving
Arrangements must be made with Catering
university alcohol use permit (furnished
|At least two weeks in advance of
Seven days prior to the event.
The responsibility for clean-up following the events will be as follows:
a. Catered Events. The clean-up for the meal, refreshments, etc. will be the responsibility of University Catering Services.
b. Non-catered Events. When food or beverage items are picked up by the department or group, the department or group is responsible for both the clean-up and the return of all small wares and equipment to Dining Services.
4. Additional Charges.
The Catering Director reserves the right to levy additional food or labor charges, when necessary, to provide services or clean-up of catered events not covered by the contractual agreement. The Catering Director will notify the departmental representative, in writing, following the close of an event if additional charges apply.