Planning & Policies

Confirmation:

University Catering will email or fax you a confirmation for your event within 5 working days of receiving your order. Once you receive a confirmation, it is very important that you do one of the following:

  • Sign the contract and fax it back to University Catering,
    OR
  • Reply to the email with "APPROVED" in the subject line.

Please be sure you thoroughly read your BEO/Event Contract before approving.

Changes to Confirmed Contract:

To ensure the success of your event, only slight changes should be made to the catering contract once it has been confirmed. Any and all changes should be made no later than the final guarantee date. However, dramatic changes in count, style of service, location or date would necessitate immediate notification.

Menu, style of service and event times may not change less than five business days prior to your event. Changes in service that are made after the contract is confirmed will be subject to a processing fee of $25.00.

Exclusivity:

University Catering is the exclusive caterer on the Western Washington University campus. Outside food and beverages may not be brought to the WWU campus facilities without explicit permission from the Resident District Manager of University Dining Services. For more details and exceptions, please refer to the Catering Guidelines for WWU.

Menus:

Our menu offers a wide spectrum of palate pleasers sure to entice your guests! If you have any questions regarding the menu, special dietary needs, or children's meals, please feel free to contact the catering department at 360-650-3933. University Catering is happy to work with you to create a special menu for your event.

Please contact the Director of Catering to inquire about special items or menus that you are unable to find on our published menu selections. Special menus will be priced on an individual basis. Minimum attendance requirements for meals served by University Catering without incurring a service labor surcharge of $25.00, are:

  • SERVED MEALS: 20 person minimum
  • BUFFET MEALS: 35 person minimum

Due to product availability, quality, and unforeseen market price fluctuations, prices are subject to change without notice. Once an order has been received and confirmed the catering office prices are guaranteed. We will make every effort to provide the exact product ordered; however, product availability and/or quality may affect this at times. Our sales staff will notify the client in the event substitutions are necessary.

Sustainable Catering:
How can you make your catered event "sustainable?"

  • Use china and flatware instead of paper or plastic products
  • Schedule your event in the Viking Union to minimize the need for gas powered vehicles to deliver your product
  • Ask about locally grown or organic ingredients (this may affect the cost)
  • Encourage guests to carpool or use public transportation

Minimums:

The University Catering menus frequently quote a "minimum." The "minimum" is the fewest number of people for the published price. The "minimum" is not necessarily the smallest group size that can be served, but it is the minimum size relative to the price. To request service for a smaller number of people, please contact the catering office for relevant pricing.

Guarantees:

A guaranteed count must be given to University Catering no less than 3 business days prior to your scheduled event. This number will be your guarantee and is not subject to reduction. On your final bill, you will be charged for your guarantee or the actual attendance, whichever is greater.

Service Time:

It is our continuing desire to serve you promptly at the hour you select. To ensure the highest possible quality of food and service, your cooperation will be greatly appreciated. It is a necessity to ensure that your event locations are open and available to the University Catering staff at least 45 minutes prior to the selected start time of your event. Special circumstances and arrangements can be made on an individual, case by case basis.

An additional charge of $10.00 will be assessed for every half hour delay past your designated starting and ending times. Please be sure to use your Banquet Event Order to double check all start and ending times. For full service buffet or plated meals the charge will be $25.00 per each additional hour.

Cancellations:

There is no charge for cancellations made five business days before the event. Cancellations made less than 5 business days are subject to 25% of total event cost. Cancellations made 3 business days prior to event are subject to at least 50% of total event cost. Cancellations made within 24 hours of the event will be billed for 100% of the total event cost.

Should a cancellation be based on an extenuating circumstance, please call the University Catering office as soon as possible.

Security & Liability:

University Catering will not assume any responsibility for the loss or damage to any articles left at an event, prior to, during, or following an event. If valuable items are to be left in the banquet area, it is recommended that security be retained.

Leftover Food Policy:

According to the Washington State Health Code, leftover food may not be taken away from any event by the hosts or their guests without prior approval from the Director of Catering.

Bar Service/Alcohol Policy:

Should you have any questions regarding Washington State Alcohol Laws & Policies relative to your catered event, please contact the Director of Catering to discuss.

University Catering is not licensed by the State of Washington to sell alcohol. It is the responsibility of the event sponsor or host organization to obtain a Banquet/Event Permit or Special Event Permit, in advance, whenever alcohol will be present.

The form for the permit may be obtained at the Office of the Assistant VP of Student Affairs in Old Main 563 or by calling 360-650-7729. A copy of this permit must be given to University Catering three business days prior to the event. Any alcohol must be delivered to the University Catering Department at least 24 hours before your scheduled event for proper chilling.

Any leftover alcohol must be picked up from the University Catering office within 24 hours after the event. If you need to drop off or pick up alcohol at any other time (including immediately before or after the event) it must be pre-approved by the Director of University Catering.

Under Washington State Law, only those 21 years of age and over may legally consume alcoholic beverages. The host or sponsoring group will be responsible for enforcing state laws and campus policies. University Catering reserves the right to refuse service to anyone.

SUMMARY OF REQUIREMENTS for Bar/Bartender to be provided.
The following must be COMPLETED AT LEAST 3 BUSINESS DAYS BEFORE YOUR EVENT.

  1. 1. Proof to University Catering that you have received permission from the Office of the Assistant VP of Student Affairs (if your event is on WWU Campus).
  2. 2. Provide a copy of the Washington State Banquet Event Permit signed by a Liquor Control Board Representative. Note: All local liquor stores are authorized to sign these permits.

Fee Schedule:

  • Wine Attendant $20.00 per hour (2 hour minimum)
  • One Wine Attendant will be required per 50 – 75 people.
  • Bartender $25.00 per hour (3 hour minimum)
  • One Bartender will be required per 50 people.


Catering Equipment:

As the host of a catered event you are responsible for the service equipment provided by University Catering. Any missing or damaged catering equipment or supplies will be charged to the final event bill, at current replacement cost.

Service Charge:

All events booked with University Catering will be billed a 20% Service Charge.

For buffet and plated events booked in the Viking Union this will include set up labor, service labor and china.

For all events booked outside of the Viking Union this will include set-up labor, service labor, delivery of product, and disposables. (China may be requested by the Client for a fee of $2.50 per person.)

If the event requires a bartender or wine server, additional labor charges will be billed. Please see the Bar Service/Alcohol Policy for those fees.

Miscellaneous Charges:

China Service $2.50 per person (applies outside of the Viking Union building) Meat Carver $25.00 per hour (two hour minimum).

Billing/Payment:

All WWU catering orders require a Purchase Order (PO) number no less than 3 business days prior to your event. Please fax a signed copy of the PO to 360-650-3078. Any event using state funds must also fill out a Meal & Light Refreshments form.

Please forward the form to the WWU Accounting Office at MS 1420, along with the signed Purchase Order.

Any events not being charged to a Western Washington University Purchase Order will be subject to Washington State sales tax for all services.

University Catering accepts payment by purchase order, check, or the following credit cards: American Express, Visa, MasterCard, Discover, and Diners Club. Checks should be made payable to "Sodexho."