BUILDING ACCESS POLICY

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Sharyl Carson
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1 Terms and Conditions RESERVING THE ROOM Please call to reserve a room. It is the customer's responsibility to reserve room/venue, as well as the tables, chairs, audio-visual equipment, garbage cans and any additional needs by contacting the appropriate University Building. Dining Services is not responsible for setting up or providing tables or chairs. Please make arrangements for tables and chairs prior to contacting Dining Services Catering Department. Dining Services will require a reservation number for all functions held at the University. BUILDING ACCESS POLICY Customer needs to contact the building supervisor to allow access to the campus buildings and event space. For example: early morning breakfast or weekend event. Providing safe access to the building and event space will ensure that your event is both on time and successful. ORDERING We ask that final menu selections be made two weeks prior to your event to ensure ample time for staffing, linen and china, etc. We do realize that events may arise unexpectedly and we will do our best to provide you service on short notice. Events made less than five business days before the event will have a 15% service surcharge added to the final bill or a $30.00 minimum charge. All menu prices are subject to change and unavailable menu items may be substituted with a comparable selection at the discretion of Dining Services. Please note some menu selections will require a minimum guest count. The Catering invoice will become an agreement between the Dining Services and the customer. Orders placed less than three business days may be subject to a limited menu and service offering. Please call with any dining questions. WEDDING AND SPECIALS EVENTS ORDERING A special events has a count of 100 guests or more. The events lasts more than 4 hours and may include the service of Alcohol. We ask that final menu selections be made 2 months prior to your event to ensure ample time for staffing, linen and china, etc. Please call with any dining questions. 1

2 CANCELLATIONS All cancellations are required to be made four business days prior to the event. Cancellations made le s than four business days prior to the event are subject to 50% of the estimated total bill. Events that are canceled less than one day prior to the event will be subject to 100% of the estimated total bill. In the event that the University closes due to natural causes, and the event is canceled, client will be subject to a 50% charge of the total bill. FINAL COUNTS For all events Dining Services requires a guaranteed guest count 5 business days prior to your event. If the final number is not received, the original number given at time of booking will be used. Billing is based on the final count. If the number of guests is higher than the final guaranteed count, you will be charged accordingly. Wedding and Special Occasions Final Counts We require a guarantee guest count thirty days prior to your event. Alcohol For all events that will serve alcohol, please refer to the alcohol policy, for more details. PAYMENT POLICY UNIVERSITY AFFILIATED EVENTS BILLING A University event is defined as one that is paid for and hosted by a department recognized by the University. Acceptable payment methods are department GL numbers or department credit card which must be provided at the time of order. NON-AFFILIATED UNIVERSITY EVENTS BILLING Events not affiliated with Valparaiso University will be subject to a 15% service fee on final bill. All events will incur a standard 7% Indiana sales tax. A non-refundable 50% payment is required at the time of ordering. The remaining balance is due 5 business days prior to the contracted event date. For Weddings and Specials Events, the remaining balance is due 10 days prior to day of event. If payment is not received, the event is subject to cancellation. We accept cash, check, Visa, MasterCard and Discover cards. Any returned check for insufficient funds is subject to a return fee for $50.00 and another form of payment will be required. 2

3 , OUTSIDE SERVICES Food service events scheduled within a University Building must be catered by Dining Services unless prior approval is made with the Associate Director of Dining and Catering Services. This includes completing a food release form, relieving the University of any liability. This also applies to groups hosting non-commercial functions. Please see Dining Services Release Agreement for all rules and regulations. The release agreement must be turned in two weeks prior to event date, and approved by the Associate Director of Dining and Catering Services. SPECIAL DIETS ACCOMMODATED UPON REQUEST. We must receive all dietary/allergen requests at the time final counts are given. All special requests need to be submitted via our online ordering system Catertrax. LABOR FEES To ensure that your event is a success, catering staff will be provided for all events as per the following: Served meals: one service worker will be provided for every two or three tables. Buffets: one service worker will be provided for every four tables. Receptions: one service worker will be provided for every four tables. A la carte: menus ordered that include hot food items, or a request for china, require a service worker to attend at an additional charge. Dessert that you wish to have cut and plated will require a service worker at an additional charge. It is recommended (for your best interest and your guest experience) that for any reception over 50 guests, a service worker be added to your event at an additional charge. ADDITIONAL LABOR Service workers are $20.00 an hour per 50 guests for any additional hours over the stated time in the contract (with a maximum of 3 hours). When requesting additional labor, you must follow the procedures for ordering. We request that you inform us of your labor needs two weeks prior to your event to ensure ample time for staffing. CAKE CUTTING SERVICE An additional $2 cutting fee per person will incur to cut, plate and serve any cake not purchased through University Dining Services. 3

4 LEFTOVER FOOD In accordance with federal and state food safety guidelines, individuals may not leave the premises with food products of any kind. This policy is standard for the catering industry. This policy is in effect for the following reason with the only exception being for bakery products: Liability: Dining Services is responsible for the safety of all the food it prepares and serves. Food that is mishandled is very susceptible to foodborne illness. Food items must be properly handled, chilled, stored, heated and served. LINEN AND SKIRTING Standard white linen and skirting are provided for food and beverage tables for functions that are buffet or plated meals. Linen and skirting for any additional tables will be the responsibility of the customer to order. Please refer to the specific section regarding more options. Specialty skirting and linens are available upon request. Please allow a minimum of two weeks for ordering specialty linens. If you prefer colored linen other than our standard white, please contact the Catering Department at to discuss the available options and pricing. Colored linens are subject to availability. CHINA CHARGES $2.00 per person for china in all locations on or off campus except the Harre Union and the Christopher Center. Additional glassware (example barware) is available at $.75 per glass. If rental costs for additional equipment incur customer will be billed accordingly. DECORATIONS Dining Services will provide a single bud vase with non floral decoration on your dining tables for your buffet and plated meals. You may also provide your own table decorations. Set up and removal is the responsibility of the customer. Please note per the University Open Flame Safety policy, no open flames are allowed. Any exception to this policy needs to be addressed with the University Safety manager and building supervisor. DELIVERY FEES There is no delivery fee for catering services held on campus (unless the total bill is under $50.00, which will then incur a $30.00 delivery fee). All off-campus events will be subject to a minimum $75.00 delivery fee, depending on the circumstances of the event. 4

5 ,. TAX EXEMPT POLICY Clients are required to fax tax-exempt forms to our office at , or to seven business days prior to the contracted event date. We also ask that you provide a letter written on company letterhead which states that the function is a fundraising event and is to be tax exempt. EXEMPTION FROM SALES TAX-NONPROFIT ORGANIZATIONS-PER INDIANA STATE LAW Meals purchased, prepared, and/or sold by a qualified nonprofit organization as a fundraising activity are exempt from sales tax when purchased and sold if: 1) The proceeds from the sales are used to raise funds for the purpose for which such organization is granted exemption from sales tax; AND 2) such organization does not conduct selling activities of any nature on more than 30 days in a calendar year. For more information concerning non-profit organizations, please see the Department's Sales Tax Information Bulletin #10, available online at ADDITIONAL SERVICES For the purpose of deciding your group's menu for a Valparaiso University catered event, Dining Services can provide a tasting for the group's planning committee. For this service, there will be an additional minimum charge of $12.50 per person added to your event contract. Contact the Dining Office at to schedule a date and time for the tasting. Final menu decisions should be made two week prior to event date, so please plan your tasting accordingly. Valparaiso University Alcohol Policies and Procedures 2017 Alcohol Policy: Alcohol-Policy pdf Valparaiso University Liquor License falls within the responsibilities of the Valparaiso University Dining and Catering Department. The use of Alcohol on Campus must first be requested through the Office of Dining Services and then approved by several appropriate administration departments. The University Catering Department will execute all alcohol related catering events as approved by University Policy and in compliance with the State of Indiana. 5

6 .. Valparaiso University complies with the use of alcoholic beverages as a social and interactive engagement, not to be abused or misused. The Valparaiso University Police Department, Dining and Catering Department will comply and enforce such set forth policies. Permission To Serve All events that request alcohol to be served must complete a "Permission To Serve" form, generated from the Dining Office. This application must be submitted 30 days prior to the event date. The applications needs to be completed and signed by the person who will be responsible for the event. Any deviation from this process may result in a delay or cancellation of the alcohol portion of your event. Please note, per Indiana Alcohol policy, any alcohol being served must be accompanied by a food order. Catering Authority: All events requesting the service of alcohol that are not held in the Valparaiso University Union Building will require a room diagram at time the Permission To Serve is generated. The room diagram must include all entrance and exits to the room and building site as well as the liquor (bar) location. This diagram is the responsibility of the customer. No changes to the alcohol location can be made after this application has been submitted for approval. A one day permit, subject to approval will then be requested from the State of Indiana from the information provided on the Permission to Serve Alcohol form. Insurance and Liability: Prior to all External Events, the non-university sponsoring organization(s) must provide the University a certificate of liability insurance for a minimum of $1,000,000 per occurrence and $2,000,000 in the aggregate; property damage limits should be at least $300,000 and medical payments at least $5,000. The Lutheran University Association., Inc., d/b/a Valparaiso University, must be named as an additional insured. If motor vehicles (trucks, vans and/or cars) are to be brought on campus, Valparaiso University must receive proof of vehicle insurance prior to the event. General Safety Policies and Procedures: All events must have an alternative beverage option for guests. All events must also have food options appropriate to the number of guests during the same time frame that all alcoholic beverages are being served. No event serving alcoholic beverages are generally limited to 5 hours or less. Valparaiso University Catering Department may regulate the start time and end time of any event beyond a reasonable time frame. 6

7 Valparaiso University Catering Department reserves the right to deny an application based on the inability to follow policy and procedure set forth by the University and the State Of Indiana Alcohol and Commission. Specific events may require police presence in place prior to event start time and until completion time of event as set forth by the Valparaiso University and State of Indiana policies. An event that will have minors in attendance must indicate as such on all forms for approval. Stanchions will need to be ordered by the customer to be placed around any and all bar areas. If for any reason an event, its host or its guest(s) refuse to comply with the Indiana Alcohol and Tobacco State laws and University Alcohol Policy, Valparaiso University has the right to discontinue the event. Should this happen no refunds will be issued At any time the State may deny approval for the serving of alcohol at an event. At which time the University will comply with any said policy or procedure set forth by the State of Indiana Alcohol and Tobacco Commission. Valparaiso University will follow and adhere to the Indiana Beverages and Tobacco Commission policies set forth by the State of Indiana. Set up fees and policies Valparaiso University has the right to request proof of age to any guest who is requesting alcohol. If proper ID can not be provided we will refuse the service of alcohol. Any guest providing a minor with an alcoholic beverage will be asked to leave the event. Outside alcoholic beverages are prohibited. One alcoholic drink per guest is requested, certain exceptions may be allowed, like disability. If for any reason an event, its host or its guest(s) refuse to comply with the Indiana Alcohol and Tobacco State laws, Valparaiso University has the right to discontinue the event. Should this happen no refunds will be issued. Valparaiso University reserves the right to refuse alcohol beverage service to anyone who appears intoxicated Valparaiso University will not serve "shots" at any event. We will not serve any compounded beverages with more than two different liquors 7

8 All alcoholic beverages made according to our beverage recipes and will be strictly regulated. Any changes will not be allowed. Hosted Bars will not incur a setup fee if located in the Harre Union. All other locations on campus will incur a $100 setup fee. This fee includes bar set up and take down, bar glassware. Cash bars will incur a setup fee of $100 per cash bar for all events. This fee includes bar set up and take down, bar glassware. An additional $20 per hour bartender fee is not included. Alcoholic beverages prices include the sales tax on a cash bar. Bar minimums are based on up to 2 hours of service and guest count guarantee. If the minimum sale is not met, then the customer will pay the difference of the expected sale. The minimum sale does not include fees, taxes, or service charges. o 0-50 guests $200 o guests$ 250 o 76 and above guest $300 o 100 guests and above require two bars. If you request a table side wine pour for dinner, an additional charge will incur per opened bottle and additional bartender service fee. 8

Procedures EASTERN MICHIGAN UNIVERSITY CATERING

Procedures EASTERN MICHIGAN UNIVERSITY CATERING Procedures Welcome Eastern Michigan University Catering is a full-service catering operation offering everything you could possibly need for your event. We cater across campus and many off-campus events,