05.720 University Catering Services

Business Affairs

Updated December 2, 2025 (Previously AUX 2.10); July 2, 1997,

UNC Code Section 502

UNCW Catering

Auxiliary Services

Policy Details:

1. Purpose

   To outline the procedures and requirements for catering services and the use of alcoholic beverages at university-related activities and events.

2. Scope

   This policy applies to all university departments, organizations, and affiliated groups hosting university activities.

3. Policy

   1. Exclusive Catering Rights:

      The University Dining Service Contractor holds exclusive rights for all food and/or alcohol-related events on university property. Therefore, all catered events must be provided by University Catering Services. Any exceptions require approval from the AVC of Business Services.

   2. Off-Campus Catering Events:

      University-related activities held off university property where food and/or alcoholic beverages are served must email catering@uncw.edu to inform them of the event.

4. Procedures

   1. Catering Threshold:

      The following rules are implemented to enhance service flexibility and fiscal sustainability:

   2. Small Event Fee:

      Events under $500 are no longer required to go through Aramark Catering. However, a “Small Event Fee” of 18% will apply to all events booked with Aramark Catering under this threshold for more information on these updates, please contact catering@uncw.edu.

   3. Alcohol Service Policy:

      1. Approval Process:

         The university's policy on alcohol is administered by Auxiliary Services (in consultation with the Chancellor's Committee on Substance Abuse). When alcoholic beverages have been approved for an event that involves catering, the following requirements must be met:

      2. Arrangements:

         All arrangements for serving and purchasing alcoholic beverages must be made through University Catering Services.

      3. Payment:

         Payment for alcoholic beverages must be received three days prior to the event.

      4. Alcohol Packages via CaterTrax:

         All alcohol packages will now be available through the CaterTrax website, along with a direct link to the required alcohol permit form.

      5. Alcohol Permit Requirement:

         Events without an approved alcohol permit in advance will not be permitted to serve alcohol under any circumstances.

   4. Procedures for Catering Services:

      1. Events Held on University Property:

         1. Contact the Catering Office at 910-962-3600 to initiate the catering request.

         2. Provide the six-digit university account number to be charged. (Note: State-appropriated funds generally cannot be used for food purchases.)

         3. Review prices, finalize plans, and complete a catering contract.

         4. Sign and return the catering contract before the event.

         5. After the event, the Catering Office will send invoices to the department and Auxiliary Services for billing.

   5. Events Held off University Property:

      Contact catering@uncw.edu to inform them of the event.

   6. Advance Notice Requirements for Catering Services:

      To ensure optimal planning and service for your event, please adhere to the following advance notice guidelines:

   7. Service Requested:

      1. Meals or Receptions

         1. Fewer than 100 attendees: Submit your catering request at least one week in advance.

         2. 100 or more attendees: Submit your catering request at least two weeks in advance.

      2. Other

         1. Guests Through the Line “GTLs”: Please complete DocuSign approval for Business Entertainment for groups eating at a dining hall at least three days prior to the event (recommended for small or medium-sized groups during peak times).

         2. UNCW Card: The UNCW Card can be used to pick up food at any of our retail locations for Business Entertainment purposes. Please specify to the cashier that the order is tax-exempt. Advanced notice is appreciated for large orders (1-2 business days).

      3. Specialty Items (e.g., hors d'oeuvres, passed appetizers, etc.):

         Pick-up by the requesting group or department: Place your order at least three working days in advance.

      4. Catered Coffee or Refreshments

         Place your order at least three working days in advance.

      5. Catered Events Involving Alcoholic Beverages

         1. General arrangements: Coordinate with University Catering Services at least two weeks in advance.

         2. Alcohol permit approval: Obtain approval from the Auxiliary Services at least seven days prior to the event.

         3. Please note: Events without an approved alcohol permit in advance will not be permitted to serve alcohol under any circumstances.

   8. Clean-Up Responsibilities:

      1. Catered Events: University Catering Services is responsible for clean-up.

      2. Non-Catered Events:The hosting department or group is responsible for clean-up and the return of all small wares and equipment to Dining Services.

      3. Additional Charges:

         The Catering Director reserves the right to levy additional food or labor charges for services or clean-up not covered by the contractual agreement. The departmental representative will be notified in writing if additional charges apply.