{"id":1227,"date":"2024-11-07T16:32:22","date_gmt":"2024-11-07T16:32:22","guid":{"rendered":"https:\/\/sites.augsburg.edu\/events\/?page_id=1227"},"modified":"2024-12-02T21:38:58","modified_gmt":"2024-12-02T21:38:58","slug":"1227-2","status":"publish","type":"page","link":"https:\/\/sites.augsburg.edu\/events\/policies\/1227-2\/","title":{"rendered":"Food and Beverage Policies &#038; Procedures"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Each large event host should work closely with their event planner to develop a menu that is appropriate for your event.\u00a0\u00a0<\/span><\/p>\n<p><b>Catering for Groups Over 25 People<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Augsburg Dining Services is the Augsburg University caterer. Unless there are special circumstances, all catering in or on campus facilities for groups of more than 25 people must be provided by the on-campus caterer. If your event has a specific need to utilize an off-campus caterer, you should make your request in writing to the Director of University Events, who will review the request. <\/span><span style=\"font-weight: 400;\">Catering orders are subject to a minimum order of $125, or special approval.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Please note the following items regarding the use of an off-campus caterer\/food provider:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">To ensure the safety of you and your guests, you will be required to submit the following documents to the Director of University Events for us to keep on file:<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Proof that the catering company is licensed and bonded in the state of Minnesota. A copy of the license will be required.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">A copy of a certificate of liability insurance that meets Augsburg\u2019s minimum insurance requirements and names Augsburg University as an additional insured.\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unless otherwise arranged, off-campus caterers will NOT have access to the kitchen facilities in Oren Gateway or in the Christensen Center or any of the Augsburg Dining Services staff or equipment.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">You\/the caterer will be responsible for providing eating utensils, linen, service utensils and service staff.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If you will require set up of the materials or food and beverage for your event, there may be a set up fee (minimum $100) from the University Events department.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Food items or garbage left in rooms after an event where an off-campus caterer was used may result in a $100 clean up charge to your department.<\/span><\/li>\n<\/ul>\n<p><b>Catering for Groups Under 25 People<\/b><\/p>\n<p><span style=\"font-weight: 400;\">For groups of under 25, we encourage you to utilize Augsburg Dining Services whenever possible, but will allow food from off-campus for those types of events. If you choose to hire an off-campus caterer or provide your own food and\/or beverages to an event, it is the responsibility of your department to handle the set-up and tear-down of your event and to provide all of the necessary materials. Food items or garbage left in rooms after an event where an off-campus caterer was used may result in a $100 clean up charge to your department.<\/span><\/p>\n<p><b>Departmental Gatherings<\/b><\/p>\n<p><span style=\"font-weight: 400;\">We understand that many staff gatherings happen during celebratory times or for meetings that include food brought in from private homes or from restaurants, grocery stores or bakeries. Staff and faculty members are allowed to conduct departmental gatherings (i.e. potlucks, social gatherings, etc.) that utilize food brought in from outside vendors, provided that NO guests who are not university employees will be attending the event. For these events, the participating departments will be responsible for providing their own service needs, table wares and will handle all setup and cleanup needs. Food items or garbage left in rooms after an event may result in a $100 clean up charge to your department.<\/span><\/p>\n<p><b>Meal Service<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Before deciding upon your menu, you should work with your event planner to determine if you would like to do a plated (served) or buffet meal. The catering manager can provide price breakdowns for each option. It is important to determine this early so that the catering department can hire adequate staff for your event.<\/span><\/p>\n<p><b>Menu<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Catering has a full menu available upon request. However, if you work with your event planner, there are an endless number of options available. Please note that even if you have a \u201csmall\u201d budget for your event, we encourage you to contact Augsburg Dining Services and tell them your budget parameters. They want to work with you and will do whatever possible to find suitable options that are within your budget.<\/span><\/p>\n<p><b>Special Meals<\/b><\/p>\n<p><span style=\"font-weight: 400;\">When taking RSVPs or registrations for your event, be sure to include space for attendees to identify any dietary needs that will need to be accommodated. If ordered in advance, the chef can develop special meals to accommodate almost any requests. The ability to provide those meals without advance notice will be accommodated as available, but may be limited due to available ingredients or kitchen limitations (i.e. Kosher, etc.).\u00a0\u00a0<\/span><\/p>\n<p><b>Lead Time<\/b><\/p>\n<p><span style=\"font-weight: 400;\">In order to provide the best service to your event, food and beverage orders should be finalized a minimum two weeks before your event. Orders placed without the proper lead time or changed within two weeks of the event may be declined or result in additional charges (see Guarantees section, below).<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Orders requested within 72 hours of the start of the event will be filled on an as-available basis, are subject to approval, and late order fees will apply.<\/span><\/li>\n<\/ul>\n<p><b>Event Timing<\/b><\/p>\n<p><span style=\"font-weight: 400;\">In order to ensure that your event is set up and cleared in a timely manner, please supply the time you wish meals to be served, the food arrival time (usually 15-30 minutes prior to your meal start time), and the meal end time when you book your event. If you require the tables to be set at a different time than the food service, please provide a detailed itinerary so that set-up does not disturb your event.\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><b>Guarantees<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Final guarantees (total number of guests) for<\/b> <b>ALL catering orders MUST be submitted at least 7 days prior to the start of your event<\/b><span style=\"font-weight: 400;\">.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Changes made to orders WITHIN 7 days will adhere to the following scale:<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Decreases in the final count between 3 &#8211; 7 days are not to exceed 10% of your initial guarantee. (you will be responsible for 90% of the total count)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Decreases in the final count within 72 hours of the event are not allowed (you will be responsible for 100% of the total count)\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Increases in the final count within 72 hours of the event will be filled as product and labor is available, and are subject to approval from Dining Services.\u00a0\u00a0<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">It is your responsibility to identify the total number and types of special meals that will be required and to notify catering of dietary restrictions at least 72 hours prior to the start of the event.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The client will be billed for the amount guaranteed, or the actual number in attendance, whichever is greater.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Once your final guarantee has been placed, you will be required to sign the final order\/menu stipulating that all information on your order is correct.<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><b>Cancellations<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Orders canceled AT LEAST 5 DAYS prior to the event date will not be charged.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Events canceled WITHIN 5 days will be billed using the following scale:<\/span><\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">3-5 days: 50% of the total guarantee<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">48-72 hours: 75% of the total guarantee<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><span style=\"font-weight: 400;\">Within 48 hours: 100% of the total guarantee<\/span><\/li>\n<\/ul>\n<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><i><span style=\"font-weight: 400;\">All cancellation charges will be assessed based on the ability to cancel food and\/or labor.<\/span><\/i><\/li>\n<\/ul>\n<p><b>Delivery Fees<\/b><\/p>\n<p><span style=\"font-weight: 400;\">A delivery fee of $15.00 will be applied to any event that takes place outside of the Christensen Center.<\/span><\/p>\n<p><b>Linen<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Standard white or black linens can be supplied from the on-campus caterer. These are included in the price of your order for the food\/buffet tables and bar set up.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Linens are charged at $3.75 per cloth for the guest seating tables, and any extra tables such as registration tables, etc.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If you require specialty linen other than white or black, please contact your event planner to discuss options available within your budget.<\/span><\/li>\n<\/ul>\n<p><b>China<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Events requiring the use of china outside of the Christensen Center or the Oren Gateway Center will be charged an additional fee.<\/span><\/p>\n<p><b>Leftovers<\/b><\/p>\n<p><span style=\"font-weight: 400;\">For food-illness safety reasons, we do not allow customers to remove ANY food from an event at the conclusion of the event.<\/span><\/p>\n<p><b>Alcohol Service at Events<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Alcohol is permitted in most meeting and event spaces, with the exception of the Oren Gateway Center. See Alcohol at Events Policies &amp; Procedures for complete policy information and guidelines.<\/span><\/p>\n<p>&nbsp;<\/p>\n<h2><b>Billing<\/b><\/h2>\n<p><i><span style=\"font-weight: 400;\">Internal Events<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">ALL internal orders must have a budget number at the time that the order is placed and all orders must be entered into Catertrax. Your event planner can and will assist with this process.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">A final invoice will be generated following your event and the supplied budget number will be charged for the final total. A final copy of your invoice can be viewed by logging into your account in Catertrax or by contacting your event planner.<\/span><\/p>\n<p><i><span style=\"font-weight: 400;\">External Events<\/span><\/i><\/p>\n<p><span style=\"font-weight: 400;\">All external events must be paid in full prior to the start of the event using the Credit Card Authorization form found below. Checks will only be accepted prior to the event and must be made out to Aladdin Food Management Services.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><b>Groups Eating in the Commons<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">If your group would like to eat in the Commons Cafeteria Service in our newly renovated cafeteria, please speak to your event planner. This will be charged at a per head rate depending on the meal provided. <\/span><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Each large event host should work closely with their event planner to develop a menu that is appropriate for your event.\u00a0\u00a0 Catering for Groups Over 25 People Augsburg Dining Services is the Augsburg University caterer. Unless there are special circumstances, all catering in or on campus facilities for groups of more than 25 people must &hellip; <a href=\"https:\/\/sites.augsburg.edu\/events\/policies\/1227-2\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Food and Beverage Policies &#038; Procedures&#8221;<\/span><\/a><\/p>\n","protected":false},"author":2758,"featured_media":0,"parent":139,"menu_order":3,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-1227","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/sites.augsburg.edu\/events\/wp-json\/wp\/v2\/pages\/1227","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/sites.augsburg.edu\/events\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/sites.augsburg.edu\/events\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/sites.augsburg.edu\/events\/wp-json\/wp\/v2\/users\/2758"}],"replies":[{"embeddable":true,"href":"https:\/\/sites.augsburg.edu\/events\/wp-json\/wp\/v2\/comments?post=1227"}],"version-history":[{"count":3,"href":"https:\/\/sites.augsburg.edu\/events\/wp-json\/wp\/v2\/pages\/1227\/revisions"}],"predecessor-version":[{"id":1230,"href":"https:\/\/sites.augsburg.edu\/events\/wp-json\/wp\/v2\/pages\/1227\/revisions\/1230"}],"up":[{"embeddable":true,"href":"https:\/\/sites.augsburg.edu\/events\/wp-json\/wp\/v2\/pages\/139"}],"wp:attachment":[{"href":"https:\/\/sites.augsburg.edu\/events\/wp-json\/wp\/v2\/media?parent=1227"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}