Policies

Policy: Catering guidelines are created to enhance your expectations and dining needs.

Caterings levels are set up in three tiers.

Tier 1 is developed for employee functions with daily allowance of $5.00 to $8.00 per person per catering.

Tier 2 has been created for Physician Services, Board meetings and Medical Staff Services with meal allowance of $6.00 to $9.00 per person for lunch and $10.00 to $16.00 per person for dinner.

Physician Services Special Occasions for example Physician Holiday Meal and Open House functions will be allowable up to $20.00 per person depending on approval of event.

Tier 3 Retirement receptions of 10 years will be allotted $5.00 per person and will include cake, punch, nuts, and vegetable or fruit platter.

Procedures:

1. Set up CaterTrax account located on the Intranet on“In the Know” Catering.

2. Complete the Client training and guidelines.

3. Request a Catered Event. Catering request forms must be submitted 7 days prior to event. Late catering requests will be reviewed and accepted on department availability and as need basis.

4. All caterings must be approved by the Administrative Assistance. The catering request will then be reviewed and approved by your reporting Administrator prior to sending to Food & Nutrition Services. No catering will be accepted or provided without you Administrator’s approval.

5. Caterings with 50 or above attendees will be reviewed by the CFO.

6. Once a catering request has been approved and accepted the FNS team will provide your catering as requested. If additional attendees accept the invite the catering will need to be reentered and go through the approval process again. For example, the catering request is for 20 attendees and 10 more accept the invite. The catering must be reentered and requested again.

7. Caterings will have black out dates. Caterings requested on the black out dates will not be accepted.

BEFORE YOU START CONSIDER THIS:

• Date and location
• Set up time and clean up time. Please consider an additional 1-3 hours for set up and clean up.
• Type of event – you will need to consider time of day, day of week, and season
• Number of guests
• Time of Function
• China or disposables, Linens and if color is requested a additional week notice is needed.
• Room arrangements
• Rentals
• Menu
• Did you fill out the approved Catered Event Worksheet?
• Did you contact your Dining Service Catering Coordinator for help?

• Contact the Executive chef and or Director for meal selection and assistance.

  Executive chef *92454

  Director *92459

IMPORTANT BASIC INFORMATION

• This online ordering guide is designed to help you plan your next event. The choices in this online guide are merely a compilation of suggestions. The Chef and/or Director will gladly assist in custom designing any menu or function you desire.
• The Catered Event request must be completed and signed off before the event. NO APPROVED CATERED EVENT = NO EVENT!
• All prices may be subject to market change.
• Costs allocated to other departments must be approved by the VP of your department.
• All food and direct costs are charged at actual cost for all departmental catering functions.
• When an event is cancelled any food and direct cost that cannot be cancelled will be charged to that department.
• Function will be billed at final guaranteed number or number of attendees, whichever is greater.
• Guaranteed number of guests is required 48 hours prior to function.
• 48 hours notice is required for cancellations and/or changes.
• Any “special requests or special food items” must be ordered 14 days in advance for ordering and delivery of items timely.
• Depending upon seasonal and regional restrictions, some substitutes may be necessary. Please consult the Chef for details.
• Schedule a walk-through of the area when appropriate.
• All catered events are to be delivered 30 minutes prior to the client has requested.

MENU PLANNING

• Buffet service is not necessarily less expensive than sit down service.
• Develop a menu based on time of day and length of event.
• Are there any known food allergies or special diets your guests will require

• Inclement weather alternatives