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Guidelines & PoliciesReservationsMaking Your ReservationsWe encourage as much lead time as possible in booking your reservation. Events can be scheduled up to a year in advance. Food selection may be limited for a reservation made less than five working days prior to the function. Lead Times To ensure your preference in menu selection, location, and availability of service personnel, please follow the reservation and guest count lead time according to the chart below:
Guaranteed Count A guaranteed attendance for all banquets, dinners, luncheons, and receptions must be submitted no later than 5-business days prior to the event. If a final guarantee is not submitted, the actual number served or the original estimate, whichever is greater, will be used for billing purposes. Campus Catering will prepare food for 5% above the guarantee for groups over 200 and 10% above for groups under 200. We understand that many times the number of guests fluctuates by the time the actual event takes place. Requests to change the guarantee ± 10% after the guarantee due date will be accommodated wherever possible; however, additional charges may apply. Cancellation Charges Cancellation of an event, 24 hours or less prior to the event, can result in the following charges:
Event ServicesService TimesSince delays in services of a meal effect the quality of the food, our continuing desire is to serve you promptly at the scheduled time of your event. Therefore, if your event start or end time is delayed, additional labor may be assessed according to the size of your event. Delivery Campus Catering will work with you to schedule delivery, set-up, and pick-up times. Delivery Charges
Campus delivery charge will be waived if contract exceeds $150.00. There is a $25 delivery fee for off-campus deliveries. (The off-campus charge is waived if the event catering contract meets or exceeds $500.) Event Staffing
Catering orders may be picked up at a pre-arranged time from a university dining facility with no delivery fee. UND Food Purchase PoliciesRate Per PersonPer UND Food Purchase Approval Policy, meal rates per person cannot exceed the current GSA North Dakota Rate. October 2005 GSA rates: Breakfast: 20% $ 7.80, Lunch: 30% $ 11.70, Dinner: 50% $ 19.50. The total costs used to calculate the rate per person includes charges for food and beverage, delivery, and any miscellaneous charges. The rate per person does NOT include room rental charges, tent rental, linen charges, and equipment rental charges. Please note that changes made to this contract may increase the rate per person, which then may exceed the amount allowed per person. Allowable expenses The catering contact is responsible for ensuring that the function is allowable and that the meal rates do not exceed the allowable GSA rates. If a function held is determined to be unallowable from the selected source of funding, it is the department's responsibility to find an alternate source of funding. If a department is unsure whether a particular function is allowable, Accounting Services should be contacted for clarification prior to making arrangements for the function. Please refer to the Summary of Allowable Food and Beverage Purchases Attendance List: An invitation list, specifying university and non-university guests, equal to the number of guaranteed guests must be received with the event contract approval. Non-university guests must be approved by your funding source. Food Carry-Out The State Board of Health regulations do not permit taking leftover food from the premises after the catered event. Billing and Payments If your event is not covered by university funding, then you will be issued an invoice through the Business Office. Payment should be made by check payable to the "University of North Dakota" and sent to:
Stop 8373 Grand Forks, ND 58202 Rental/FeesEquipment, linens, centerpieces and trays/utensils are picked up within 24 hrs of the event at the drop off site for deliveries or unattended events. Equipment held beyond 24 hours is subject to an additional rental charge. For equipment not returned, the fee will be assessed at a replacement cost. Discuss any special requests you have with the Catering Coordinator to find the items that will make your event special.Rental Charges (for events outside the Memorial Union): Linen
An additional charge of $20 will be incurred for events requiring catering services between 8:00 a.m. - 6:00 a.m. Monday through Friday, or anytime on the weekend when the contract does not exceed $250. The menu price does not include the use of equipment and service wares for the catering function. For your convenience, Campus Catering provides a rental service for these items. Ticket Mark-Up If you are hosting a catered event and are marking up the price, CampusCatering reserves the right for the information to noted on the ticket or publicly.
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