CATERING SERVICES: POLICIES
Planning Your Special Event
We pride ourselves in being able to meet everyone's catering needs. This guide incorporates menu items with an ethnic flair as well as light and healthy choices. Please remember these are merely suggestions and we would be happy to work with you to create a menu for your specific event. The following steps will help you through the process of organizing your special function.
Reserving the Room
Please contact Meeting and Conference Services at 660-543-4342 or on the web at www.ucmo.edu/meetings/ as early as possible to ensure the desired location. You will be booking your room as well as making the necessary arrangements for tables, chairs, technical equipment and special set-up needs.
Contacting the Catering Office
At least ten(10) business days before the event, contact the Catering Office at 660-543-4440. Some arrangements can be made by phone or email, others require an appointment with our catering staff. This is the time for a thorough discussion of all specifics and details. We can help make all the necessary decisions to determine which of the services that we offer would best fit your needs. The office hours are Monday through Friday 8 am - 5 pm, closed on some holidays. After we have finalized all the details of your special event, you will receive an event sheet to be signed and sent back to us. All cancellations and final changes, including the customer guarantee count must take place at least two (2) business days prior to your function. Charges will be incurred if you make a cancellation or changes after this time. If you do not contact us with a final count within two (2) business days, we will prepare for the estimated number and charge accordingly. The Catering Office is located in the University Union, room 108 or you may call at 660-543-4440.
Event Confirmation and Guarantee
The guarantee is the number of people attending your event. We must obtain a guaranteed number of attendance for functions by noon, two (2) working days prior to your event. You are responsible for payment of 100% of the guaranteed number or actual number served, whichever is greater. We will prepare to serve five (5) percent more than your guarantee. Slight increases in your guarantee can normally be accepted up to six hours prior to your event; however, a guaranteed number may not be decreased on the day of the event. In the event your catered function is cancelled, please notify us as soon as possible. We require at least two (2) working days notice or there will be a charge based on expenses incurred on your behalf.
It is our desire to serve your group promptly at the time you select. If your group starts it's event more than 15 minutes later than scheduled there will be a charge based on the number of service personnel involved.
All catered functions must have a secured payment before they occur. Visa, MasterCard, American Express, Discover, cash, check, and Departmental Accounts are all valid payment methods. All university events, please make payment of your invoice within 10 days of receipt. Non-University events are required to make a deposit of 75% of the estimated balance due ten (10) days prior to the event with the balance due at the conclusion of the event. All non-university events are subject to applicable taxes and gratuity. Late payments are subject to interest and service charges. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their event.
Linen tablecloths and napkins are available in a variety of colors. Special arrangements for these colors need to be made with the catering office a minimum of ten (10) working days in advance. Standard linens for all tables with meal service are provided at no extra charge for events with china service, additional linen charges will be added for special linens and for seating arrangements of less than eight per table. Additional linen can be furnished for special set-ups, registration tables, etc. at an additional charge.
Off Premise Charges
Set-ups are provided at no charge in the Elliott University Union. Meals delivered out of the Elliott Union will incur a charge totaling 15% of the total bill. Refreshments deliveries on campus will be charged a $10.00 per delivery fee. All off campus events will be subject to a minimum $50 fee plus possible additional charges depending on distance and special circumstances.
There will be a $15 service charge, based on actual attendance, for buffet meals for less than 30 people or served meals less than ten (10). Any food provided without the expressed written consent of Sodexo will be subject to service charges.
To ensure that your event is success, catering staff will be provide for all served meals and buffets during the first two hours of service. If additional time is needed at fee of $15.00 per attendant per hour will be applied. We recommend that you have an attendant for all receptions and breaks for every 50 guests, attendants or servers will be charged at the rate of $15.00 per hour per attendant. Charges for bar attendants will be charged at the rate of $25.00 per hour per attendant.
Full bars are available for most occasions. We can provide "well", "call" or premium bars for events. Alcohol service is only available with proper approval by the University. Contact the office of Meeting and Conference Services at (660) 543-4342 for information concerning the approval process. All alcohol service requires an attendant at the rate of $25.00 per hour. Bar service will have a $50.00 per bar charge and bars must close one hour prior to the end of your event and must meet all other state, county, and local handling policies. Alcohol service may be subject to a license fee and a 45 day application process period. Call (660) 543-4440 for details and pricing.
Food Removal Policy
Due to Board of Health regulations, it is our policy that excess food items from events cannot be removed from the event site. Items purchased for pick-up should be properly stored prior to the event and removed and disposed of by the host of the event. All deliveries are for immediate consumption and we assume responsibility for handling.
The person/group ordering catered events is responsible for the equipment we have provided for your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at replacement cost. Some request may require rental equipment which will result in an additional charge.
Our catering department provides china and linen service for all meal and refreshments in the Elliott University Union unless the customer specifically requests paper or the event is too large and makes china service not feasible. Standard out of the Elliott University Union campus coffee deliveries include disposables with a linen tablecloth.
* Out of the Elliott University Union meals with service on china $3.00 per person
Delivery charges would also apply to all set-ups outside the Elliott University Union.