Planning Your Event

The following policies have been developed to help you host a successful event at Cal Poly. For questions, contact your University Catering sales representatives at 805-756-1177.

Placing Your Order

When placing your catering order, allow enough time for us to assist you in planning a successful event.

We need the following lead times:
• Place the initial order at least one week before the event.
• Final guest count must be received at least three business days before the event. The final quest count should not be more than +/-10% from the original count. Major shifts in the guest count may incur an additional fee.

University Catering provides linens for buffet and beverage tables. Additional linens may be reserved through University Catering for an added cost.

Changes made after these deadlines will include a $35 fee to cover the cost of last-minute sourcing and scheduling. If the actual guest count is greater than the amount confirmed, the higher guest count will be the total amount billed. Catering will make every attempt to provide food for all your unexpected guests.

Payment information is required by University Catering at least three business days (Monday-Friday) prior to the event. If the payment information is not received, we have assumed you have decided against having your event.

Attendant Staffing & Set-Up

University Catering provides professional and friendly attendants for your events. The University Catering staff will arrive before the designated start time in order to allow adequate time to set up the event. Unlock the doors and the room/area set up with the necessary tables and furniture. This will ensure a successful event start time.

University Catering will provide additional staff at the request of the client for a fee of $30 per attendant per hour with a two-hour minimum. Our talented chefs would be more than happy to attend your event for $50 per hour with a two-hour minimum.

Food Safety

Providing quality, safe food is our highest priority. University Catering makes sure that hot and cold foods are kept within safe temperature ranges. If you anticipate that the event may go longer than the specified time frame, please make special arrangements with the catering sales representative prior to the event.

Leftovers

To protect your health and prevent foodborne illness from occurring, the catering staff is required to remove all perishable foods from the event. Any nonperishable items (i.e., baked goods) may be taken at your discretion. University Catering does not provide to-go containers.

Cancellations & Fees

Orders canceled within three business days of your event will incur a processing fee of 10 percent of your total bill. Orders canceled within 24 hours of your event will be charged a 20 percent restocking fee and 100 percent of any special orders for your event.

University Catering understands that last-minute events arise from time to time, which is why we do all we can to accommodate your needs. Call the sales office with the event details so we can begin the process as soon as possible. Last-minute events may be subject to additional fees based on staffing and product availability.

Clean Up

The appropriate attendants are scheduled to clean up after the event, which is based on the time specified by the client.

If a client asks University Catering to come back later than the scheduled event end time, there will be an additional fee of $30 per employee for every hour that staff are required for late pick up.

Bar Service

Bar service needs to be ordered at least four weeks In advance of the event date to allow for adequate time to submit a Cal Poly State University alcohol waiver to the appropriate department
for approval prior to the event.

The client may choose to secure all the alcohol themselves or ask the sales representative for suggested pairings. University Catering is happy to purchase alcohol through our suppliers. If alcohol is purchased independently, you should bring it to the event one hour and a half prior to the event start time so we can successfully set up your bar. Alcohol is only served to guests 21 years of age and older.

Bar service purchase is a minimum of two hours with one bartender for every 50 guests. For any time after two hours, there will be an additional charge of $30 per hour. If you would like to add an additional bartender for your event, we would be happy to accommodate your request. Our professional bartenders are $30 per hour with a two-hour minimum.

Missing Equipment Fees

Equipment may not be taken from the event. Missing equipment will be billed to the client hosting the event.

Delivery Charges

If you order from the Bulk Menu and choose to pick it up from University Catering, there is no charge. If you need it to be delivered to your location, there is an additional charge of 10% of the order total. If the order is under $250, the delivery charge is $25.

Billing

All payment information is required by University Catering at least three business days (Monday-Friday) prior to the event. If payment information is not received, then we have assumed you have decided against having your event. Non-university affiliated customers and student groups must submit a purchase order from ASI or the State, depending on where your account is located. All customers will receive an invoice via email.

For billing questions, contact the University Catering sales office at 805-756-1177.