UD-AFFILIATED GROUPS ONLY-UD groups are defined as those having a campus account with the Office of the Bursar, or student groups that are recognized by the Office of Student Activities.

In order to ensure that each event is given the appropriate level of attention, Catering Services must have you menu arrangements completed 10 working days before the event for meals, receptions, and large deliveries, and 5 working days before the event for coffee breaks and small deliveries. To encourage UD customers to make catering arrangements early, we will offer a 15% discount on your final bill (exclusive of the delivery charge) if your order is placed within the above time guidelines. Please note that this will not include any bar services or wine sales.

“Last minute” orders called in with 3 days or less notice will be given a choice of anything being offered in the Kennedy Union Food Court, a deli buffet or a menu being used by another group that day. This will be at the discretion of the Catering Services management. We provide catering for many events all over campus; sometimes as many as 30 in one day! We will always try to accommodate last-minute orders, but please understand that by 48 hours out, both the Catering Services staff and the kitchen staff have everything ordered, staffed and organized. There may be some days that we absolutely cannot take any new orders, including pick-ups.

Delivered Events

Any event held outside of Kennedy Union or Boesch Lounge (UD Arena) will have a delivery charge of 20% of the total bill added onto the final invoice. There is a minimum order of $50.00 (exclusive for the delivery charge) for all delivered events.

For pickups or delivered events not requiring retrieval of any Catering Services equipment (coffee pots, urns, china, etc.) there will be no “Billed by Consumption” on sodas, bottled juices, bottled water, whole fruit, etc. You will be charged for what is actually delivered. If you would like credit on any of these unused items, you may return them within 24 hours to the Catering Services Office, Kennedy Union 236, Monday-Friday, 8:30 am – 4:00 pm.

Persons hosting an unstaffed drop-off only event will assume responsibility for all Catering Services equipment. Charges for missing equipment will be billed to the sponsoring department or group. Catering Services will pick-up equipment only. We are not responsible for clean-up of the event area.

When placing your order for a delivered event, you will be asked for an event end time so that the Catering Services staff may retrieve any equipment. If the event is not over at the specific time, resulting in a return trip by our staff, a $5.00 charge will be added to your final invoice. This charge can be avoided by calling the Catering Services Kitchen at 229-2232 at least 30 minutes before the previously given end time.

CATERING SERVICES IS NOT RESPONSIBLE FOR PROVIDING OR SETTING UP TABLES FOR DELIVERED EVENTS. It is the responsibility of the customer to provide adequate table space to accommodate the order. Due to the large number of events that are serviced by our department, WE ARE UNABLE TO LEAVE ANY CARTS WITH DELIVERIES

Catering Services does not have key access to rooms or buildings on campus, except in Kennedy Union, Virginia W. Kettering Residence Hall, and Boesch Lounge. It is the group’s responsibility to make sure that facilities are open at least 15 minutes prior to the order time for efficient set-up of the event.

Pick-up Orders

All orders that will be picked up by the customer will be discounted 15% off the menu prices. Depending on the specific order, you will be instructed to pick items up in either the Catering Services kitchen on the second floor of Kennedy Union, or in the main kitchen on the ground floor of Kennedy Union. To avoid missing equipment charges, all equipment must be returned within 24 hours of the event to the Catering Services Office, Kennedy Union 236, Monday – Friday, 8:30 am – 4:00 pm. At the time of pick-up, the customer will be given a form listing any equipment being sent. The customer will be responsible for returning all equipment in its proper working condition. Pick-up orders will ordinarily consist of disposable service (Styrofoam cups, plastic plates, plastic tumblers, etc.) See page 32 for information on rentals of equipment and china.

Discounts

UD-affiliated groups can qualify for either (not both) the 15% discount for early orders, or the 15% discount for orders being picked up at Kennedy Union. Non-UD-affiliated groups will be able to receive the 15% pick-up discount only. Discounts do not apply to any of the following: delivery charges, alcoholic beverages, glass and china service, bartender charges, or labor charges.

Billing

Due to the expense of billing for each event, the minimum Catering Services invoice charge is $10.00. If the total of your invoice, before the discount (if applicable), is less than $10.00, a charge will be added to bring the total up to $10.00.

Payments

All groups without a campus account will be required to pay an estimated bill by personal check or money order five working days in advance. This will be handled by the Catering Services Office, Kennedy Union 236, Monday-Friday, 8:30am – 4:00pm. A final bill will be sent after the event with either a balance or a credit.

Cancellations

To avoid cancellation charges, reservations for events requiring coffee or snack breaks must be cancelled at least two working days prior to the event. Receptions, socials and meals must be cancelled at least five working days in advance. Cancellations made without this advance notice will be billed for the actual cost incurred by Catering Services.

Service Staff

Our staff is made up of 95% student labor. We make every effort to train them in proper service procedures for all types of events. We will provide service staff for all meals, larger receptions and catered picnics at no additional charge. Any other event for which service staff is requested will be charged an additional $10.00 per hour per server (minimum 1 hour). An additional service charge of 20% of the total invoice will be charged during official UD holidays or closedown dates, due to the need to hire costly temporary labor. Please consult the Catering Services management regarding these policies when planning your event.

Buffet Service

A minimum of 25 guaranteed guests is required for all buffet events, unless otherwise stated in the menu planner. With the exception of the Grande Buffet and the Deluxe Buffet, all buffets will be set up self-serve. Buffets are priced as “one-time through”, not “all-you-can-eat”. We will provide enough food to ensure that everyone is served adequately. Any leftover food remains the property of Catering Services. Your group will be billed for the number of people served, or for your guarantee, whichever is greater, based upon final plate count.

Vegetarian/Special-Needs Meals

It is the responsibility of the event host to find out if any special menus are needed for their guests. We are able to accommodate most special meals with advance notice. Last minute meals do take time to prepare and the guest may have to wait for a meal.

Leftover Food

Food items must be properly chilled, stored, heated, and served. Food that is not handled correctly is very susceptible to food-borne illness. In compliance with state health regulations, we will only allow guests to take any leftover individually portioned food, such as cookies, donuts, fruit, etc. Any excess temperature –regulated food items, such as buffet food, deli meats, cheese, and hor d’oeuvres will remain the property of Catering Services, which is responsible for all prepared food. At the discretion of the Executive Chef, edible leftovers will be donated to The Gospel Mission of Dayton. Catering Services staff will be happy to wrap up any non-temperature-controlled leftovers---just ask!

Guaranteed Attendance

A guaranteed number of guests must be submitted to the Catering Services Office at least 48 hours in advance of the event. If the final guaranteed number is not received, the highest estimated attendance figures will be considered for your final guarantee. The customer is responsible for 100% of the guaranteed number, plus any additional portions served.

We understand that there may be last-minute changes, however, guaranteed numbers can not be lowered within 24 hours of an event. Additional guests may be added at the discretion of the Executive Chef.

Pricing

Luncheon prices will be in effect until 4:00pm. Dinner prices will be charged after this time. All prices listed in the brochure are per person unless otherwise specified.

Gratuities

Gratuities are not charged, nor does the Catering Services staff expect them.

Outside Vendors/Caterers

No outside beverages or food, with the exception of wedding cakes and hard liquor, may be brought into Kennedy Union, the Pub at Kennedy Union, the Kennedy Union Field and Pub Patio (adjacent to Kennedy Union), Virginia W. Kettering Residence Hall, or Boesch Lounge. Food and beverage items must be purchased through Catering Services, however, use of Catering Services staff is optional. An exception will be made for student groups using Virginia W. Kettering Residence Hall.

Tablecloths/Skirting

Tablecloths are included in the price of any meal. All refreshment and reception orders include tablecloths for the food and beverage tables. All other cloths (meeting tables, etc.) will be charged at $3.00 each.

Any tables for food service use that requires skirting will be done at no charge. All other tables requiring tablecloths and skirting will be charged at $10.00 each to cover the cost of labor and laundering. Due to a limited number of table skirts, it may be necessary to rent them for large orders (vendor and display tables). This charge will be passed on to the customer.

Water Service

Pitchers of ice water with glasses set –up every third person are available upon request for your meetings at no additional charge when catering is ordered for the same room. Water service for rooms with no other catering order will be charged at $1.00 per pitcher, or $5.00 per 6-gallon bucket. These charges include glassware and napkins.

Tableware

For all events in Kennedy Union, Virginia W. Kettering Residence Hall, and Boesch Lounge, prices include glassware and china service (where appropriate), set-up and clean-up. Disposable service will be used for delivered events. Glass and china service for delivered events is available at an additional charge of $.75 per person, to cover transportation and breakage.

Equipment Rental

Please see page 32 for a list of Catering Services equipment available for renal and our rental policies. Due to the large amount of catered events that we do, some equipment may not be available at all times.