Policies and Procedures

Hours of Operation

The University Catering Events and Sales Office is open Monday through Friday from 8:00 a.m. to 5:00 p.m. University Catering services are available 7 days a week with the exception of official University holidays and severe weather closings.

Booking Your Event

For your convenience, events may be booked by phoning our events office at 573-882-9048 or 573-882-2188. If you would like to schedule a meeting, please phone our office to confirm a time. Our office is located in 109 Curtis Hall on the beautiful University of Missouri Campus. All University departments must have their MO Code and People Soft Account Codes at the time of booking the event. All event bookings are subject to availability. In order to insure University Catering for service of your event, it is best to call in with your menu and event information as soon as possible. Any event requesting service with less than 4 full prior business days notice, will be assessed a late fee if University Catering still has availability to accommodate the booking.

Deposits and Payments

All Non-University clients must submit 50 percent of their contract price upon receipt of their contract and all events must be paid in full one week prior to the event date. Deposits may be made payable to:

University Catering
107 Reynolds Alumni Center
Attn: Fiscal Office
University of Missouri, Columbia 65211

Clients are also welcome to make payment via credit card by phoning our Fiscal Office at (573)882-3709 or (573)882-5408.

Standard Event Deliveries

Due to a strict event schedule, events may be delivered up to 30 minutes prior to the scheduled service time. All events must insure doors to contracted delivery locations are unlocked at least one hour prior to event start time and that all tables required for food service are set up in the contracted event location. To insure proper delivery and set-up, please confirm your scheduled service time on your contract. All contracts specify a scheduled start time and end time. If our staff is not permitted to set-up or pick up at the scheduled contracted times, additional fees will be applied. If our staff is unable to access a location due to locked facilities or vacant table set-ups, additional fees will be assessed.

Minimum Delivery Order Amounts

  • All events (Monday through Friday) — your food and beverage order must reach a minimum of $50.00 per delivery (this does not include service charges, tax, etc.).
  • All weekend deliveries must reach a minimum food and beverage order of $200.00 per delivery (this does not include service charges, tax, etc.).
  • Minimum delivery requirements are on the food and beverage total only. They are not based on the inclusion of service charge, delivery fee or tax. These fees are added once the delivery minimums have been met.
  • In cases of adverse weather conditions, University Catering reserves the right to adjust scheduled delivery times.

Delivery Charges

  • All events on the immediate campus will be assessed a $6.00 delivery charge.
  • Events held off-campus will be assessed a $25.00 delivery charge.

Tables, Chairs & Special Equipment

University Catering does not supply tables, chairs, podiums, microphones, risers, etc. Clients are responsible for securing proper table requirements for food service and guest seating. If you require additional tables and chairs, please contact your specific building coordinator or phone Building Services regarding table and chair rental at (573)882-5573.

University Catering does not supply AV equipment. Should you require AV equipment or AV set-up needs, please consult with the facility where your event is confirmed or please contact Academic Support at (573)882-3608.

Alcoholic Beverage Service

For events requesting alcohol service held on University property, a special permit is required. Application paperwork may be obtained through our Events Office. All documentation for alcohol permits must be completed 30 Full Business Days PRIOR to your event date. We want your event to be successful. Therefore, if at anytime it is in the best interest of the University and/or our client and guests, we reserve the right to restrict, refuse or terminate the service of alcoholic beverage. Cash or Host bars are available.

Fees

Deposits are non-refundable. Cancellation fees are assessed as follows:

  • 60-30 Prior Business Days Notice: 25 + of event total or remaining contract total will be billed.
  • 29-20 Prior Business Days Notice: 40 + of event total or remaining contract total will be billed.
  • 9-15 Prior Business Days Notice: 50+ of event total or remaining contract total will be billed.
  • 14-0 Prior Business Days Notice: 100+ of event total or remaining contract total will be billed.

All events are assessed with a standard 22% service charge. Any events requiring set-up and services beyond the standard event set-up will be assessed service charges as applicable depending on set-up and service requirements.

Guest Count, Menu and Contract Guarantees

An estimated guest count is required at the time of booking your event as well as a firm menu decision. All final guest count guarantees are required no later than four (4) Full Business Days prior to your event date. If the number of guests attending your event exceeds your guaranteed guest count, you will be charged for each additional guest. Please note that additional meals over the guaranteed guest count may require substitution from the confirmed menu, should University Catering be able to accommodate the additional guests. If a final guarantee is not provided, University Catering will use the most recent guest count as the final guest count confirmation for the contract and event preparation.

Any significant menu changes are due in no later than 3 full business weeks prior to your event date. If your final guest count guarantee falls below 75% of your original guest count or original food and beverage contract total, additional fees will be assessed.

Confirmations and Contracts

After your event has been booked, you will receive a contract either by e-mail, fax or postal mail. This and any other applicable paperwork is to be signed and returned to the University Catering Events Office. Failure to sign and return your contract DOES NOT CANCEL your event. University Catering will assume the event will be held as originally planned unless you call to cancel. Upon calling in your cancellation, you will receive a confirmation cancellation sheet verifying your cancellation and any fees assessed. You must sign and return the cancellation confirmation along with payment of any fees, to verify cancellation of your event.

China and Linen

Unless otherwise specified, all events include plasticware and linen for the food table.

All events may request china and linen service for an additional fee. Please note: You must specifically request linen service for additional tables such as registration tables, nametag tables, specialty tables, etc. Those linen charges will be added to your contract.

Weather

During times of severe or dangerous weather conditions, University Catering reserves the right to adjust service times or cancel events should a weather advisory or conditions deem such action necessary. The safety of our guests and employees is of top priority.

Reminder: all final guest counts are due in to University Catering four (4) full business days prior to your contracted event date. No perishable food items may be taken from events. All perishable food items will be removed after a 2 hour time period in accordance with health regulations.


Copyright © 2008 The Curators of the University of Missouri
An equal opportunity/ADA institution • Revised October 3, 2008