AUX 2.10 - University Catering Services

Responsible Office(s):   Auxiliary Services                                                                          Effective: July 2, 1997

A.    Purpose.

To describe catering services and the use of alcoholic beverages for university-related activities and events.

B.    Scope.

Applies to all university departments, organizations, and affiliated groups hosting university activities.

C.    Policy.

1.    General Policy Statements.
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 Alcoholic Beverages.
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:

• Arrangements for serving and purchasing alcoholic beverages must be made through University Catering Services. All beer, wine, and mixed beverages must be purchased through Catering Services and served by Catering Services staff.
• Payment for alcoholic beverages must be received three days prior to the event.
• Wagoner Hall is the only campus location where a cash bar is permitted; this cash bar can be set up for mixed beverages only.
• State law, General Statute 18B-1006(a), prohibits the sale of beer and wine by the glass on campus.

D.    Procedures.

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.
Requirements for advance notice for specific services are as follows:


SERVICE REQUESTED	REQUIRED NOTICE
Meals or Receptions     (1) Less than 100 people     (2) More than 100 people	One week advance notice Two weeks advance notice
Specialty Items     When hors d'oeuvres, relish trays, etc. are     to be picked up by the requesting group or     department	Three working days advance notice
Catered Coffee or Refreshments	Three working days advance notice
Catered Events Involving Alcoholic Beverages     Arrangements must be made with Catering     Services     A university alcohol use permit (furnished     to the department or activity by Catering     Services) must be approved by the Dean     of Students Office.	At least two weeks in advance of the event. Seven days prior to the event.

3.    Clean-Up.
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.