80.31 University Dining Catering, Beverage, and Vending Services March 11, 2010

80.31 -- University Dining Catering, Beverage, and Vending Services March 11, 2010

A. General. Auxiliary Services oversees the management of University Dining Services (UDS), catering, beverage, and vending service operation for the University of Idaho. [add. 3-10]

UDS has exclusive rights to the food and beverage service on the Moscow campus. Therefore all resident hall students are required to have a dining board plan as part of their housing agreement at the building appropriate minimum rate. UDS provides catering services to the university community. Reservations for any catered event should be made with UDS, at (208) 885- 2576. [rev. 3-10]

Idaho Beverages is currently providing 100% exclusive pouring and vending services for the University. [add. 3-10]

B. Procedures. The following procedures should be followed to ensure proper and timely planning for any catered event.

B-1. Guarantees. To ensure adequate planning for an event, a final count of attendees less than 100 requires three (3) working days prior to the event and attendees of 100 or greater requires five (5) working days prior to the event. This count becomes the guaranteed number. On the final billing, for meal service for more than 15 people, the billing is 95% of the guaranteed number, or the actual attendance, whichever is greater. For meal service of 15 or less, the billing is for the full guaranteed number. For receptions or break service, the billing is based on 100% of the count given. In order to ensure the success of youran event, menu selections and the count of expected guests must be confirmed seventy-two (72) business hours prior to the event. This number wil be considered a minimum guaranteed attendance figure and may not be reduced. Billing will reflect the guaranteed attendance or the actual attendance, whichever is greater.[[rev. 3-10]

B-2. Minimum Order. There will be a minimum order. Please contact catering at 885-2576. [rev. 3-10]

B-3. Late Reservations. Normally, reservations, menus, and service details should be finalized seven (7) days before the day of the event. There will be a 15% late fee added to all orders placed less than three (3) days before an event. Catered events must be contracted a minimum of TEN (10) business days prior to yourthe event. Any request or changes received less than TEN (10) business days prior to an event will be assessed a late booking fee of 15%. Late orders are subject to approval. Dining Services will always do their best to accommodate late requests. Orders are processed Monday- Friday from 8:30am-4:00pm; orders received after 4:00pm are dated the next business day.[rev. 3-10]

B-4. Cancellations. There is no charge for cancellations made at least two (2) working days before an event. For cancellations made with less than 24 hours notice, the customer may incur some food and labor charges for the cost of the event. Should it be necessary to cancel youran event, Dining Services requires three (3) business days’ notice preferable in writing. Cancelling an event after the deadline will result in a 50% charge of the estimated guarantee; to cover food and labor costs already incurred.

B-5. Delivery Charges. UDS does not charge a service or set-up fee for all events located in the Dining main buildings (Student Union Building, Commons, Albertson’s, and Wallace). All other buildings on campus will be charged a $25.00 delivery fee. [rev. 3-10]

B-6. Attendants. Services and customers that require attendants will be charged at the rate of $12.00 $15.00 per hour per attendant to include travel time to and from the event as well as service time. [rev. 3-10]

B-7. Pricing. Meal service prices are for groups of 15 20 and more. For events of 15 20 or less, please discuss the prices with the catering manager. Prices quoted are for events held during the regular school year calendar. Periods such as holidays and semester breaks are charged based on additional costs incurred.

B-8. Exclusivity. University of Idaho Dining Services caters food and beverages served at the university, and has the first right of refusal. Food and beverages may not be brought into University of Idaho campus facilities without permission of the dining services director.

B-9. Billings. An invoice will be sent the week following the event. Payment is required within 30 days of the invoice date. All events paid by University Budget Numbers, require a list of attendees, and meeting agenda and/ purpose of event. All events that qualify for tax exempt status need to have a tax form on file with University Dining Services. All third party caterings are required to pre-pay 75% before their event. The remainder of the payment will be due the day of the event. [rev. 3-10]

B-10. Additional Charges. Special room or table arrangements are subject to additional charges if not directly related to catered service of food or beverages. C. Information. Any questions regarding catering arrangements or pricing policy should be addressed to Catering Services, at (208) 885-2576. [ed. 3- 10]