Food and Beverage Policies & Procedures

Each large event host should work closely with their event planner to develop a menu that is appropriate for your event.  

Catering for Groups Over 25 People

Dining Services is the Augsburg University caterer.  Unless there are special circumstances, all catering in or on campus facilities for groups of more than 25 people must be provided by the on-campus caterer.  If your event has a specific need to utilize an off-campus caterer, you should make your request in writing to the Director of University Events, who will review the request.  

Please note the following items regarding the use of an off-campus caterer/food provider:

• To ensure the safety of you and your guests, you will be required to submit the following documents to the Director of University Events for us to keep on file:

• Proof that the catering company is licensed and bonded in the state of Minnesota.  A copy of the license will be required.
• A copy of a certificate of liability insurance (that meets Augsburg’s minimum insurance requirements) that lists Augsburg University as an additional insured.

• Unless otherwise arranged, off-campus caterers will NOT have access to the kitchen facilities in Oren Gateway or in the Christensen Center or any of the Dining Services service staff or equipment.
• You will also be responsible for providing your own eating utensils, linen, service utensils and service staff.
• If you will require set up of the materials or food and beverage for your event, there may be a $100 set up fee from the University Events department.
• Food items or garbage left in rooms after an event where an off-campus caterer was used may result in a $100 clean up charge to your department.

Catering for Groups Under 25 People

For groups of under 25, we encourage you to utilize Dining Services whenever possible, but will allow food from off-campus for those types of events.  If you choose to hire an off-campus caterer or provide your own food and/or beverages to an event, it is the responsibility of your department to handle the set-up and tear-down of your event and to provide all of the necessary materials.  Food items or garbage left in rooms after an event where an off-campus caterer was used may result in a $100 clean up charge to your department.

Departmental Gatherings

We understand that many staff gatherings happen during celebratory times or for meetings that include food brought in from private homes or from restaurants, grocery stores or bakeries.  Staff & Faculty members are allowed to conduct departmental gatherings (i.e. potlucks, social gatherings, etc.) that utilize food brought in from outside vendors, provided that NO guests that are not university employees will be attending the event.  For these events, the participating departments will be responsible for providing their own service needs, table wares and handle all setup and cleanup needs.  Food items or garbage left in rooms after an event where an off-campus caterer was used may result in a $100 clean up charge to your department.

Meal Service

Before deciding upon your menu, you should work with your event planner to determine if you would like to do a plated (served) or buffet meal.  The catering manager can provide price breakdowns for each option.  It is important to determine this early so that the catering department can hire adequate staff for your event.

Menu

Catering has a full menu available upon request.  However, if you work with your event planner, there are an endless amount of options available to you for your event.  Please note that even if you have a “small” budget for your event, we encourage you to work with your planner to be mindful of your budget parameters.  They want to work with you and will do whatever possible to find suitable options that are within your budget.

Special Meals

When taking RSVP’s or registrations for your event, be sure to include space for attendees to identify any dietary needs that will need to be accommodated.  If ordered in advance, the Chef can develop special meals to accommodate almost any requests.  The ability to provide those meals without advance notice will be accommodated as available, but may be limited due to available ingredients or kitchen limitations (i.e. Kosher, etc.).  

Event Timing

In order to ensure that your event is set up and cleared in a timely manner, please supply both the start time, set up time, AND the end time when you book your event.

Lead Time

In order to provide the best service to your event, a minimum lead-time of ten (10) business days (M-F) is required when ordering food and beverage.  Events ordered without the proper lead time may be charged a service fee of $25.00

Guarantees

• Final guarantees for ALL catering orders MUST be submitted at least 10 business days  prior to the start of your event.  
• Decreases in the final count within 10 business days of the event are not allowed
• Increases in the final count within 10 business days of the event will be filled as product and labor is available.  
• Orders placed within 10 business days of the start of the event will be filled on an as-available basis and late order fees will apply.
• It is your responsibility to identify the total number and types of special meals that will be required and notify catering at least 10 business days prior to the start of the event.  Requests beyond the number guaranteed may not be able to be accommodated during the event.
• The client will be billed for the amount guaranteed, or the actual number in attendance---whichever is greater.
• Once your final guarantee has been placed, you will be required to sign the final order/menu---stipulating that all information on your order is correct.

Cancellations

Orders cancelled AT LEAST 10 business days prior to the event date will not be charged.  

Events cancelled WITHIN 5 business days will be billed using the following scale:

• 72-48 hours:  50% of the total guarantee
• 48-24 hours:  75% of the total guarantee
• Within 24 hours:  100% of the total guarantee

Delivery Fees

A delivery fee of $15.00 will be applied to any event that takes place outside of the Christensen Center.

Linen

• Standard white or black linen can be supplied from the on-campus caterer.
• All linens used with the exception of the buffet tables will be $3.75 per linen.
• If you require specialty linen, please contact your event planner to discuss options available within your budget.

China

Events requiring the use of china outside of the Christensen Center or the Oren Gateway Center will be charged an additional fee.

Leftovers

For food-illness safety reasons, we do not allow customers to remove ANY food from an event at the conclusion of the event. Pre-made boxed meals are the only exception to this rule.

Alcohol Service at Events

Alcohol is permitted in most meeting and event spaces, with the exception of the Oren Gateway Center. See Alcohol at Events Policies & Procedures for complete policy information and guidelines.

Billing

Internal Events

ALL internal orders must have a budget number at the time that the order is placed and all orders must be entered into Catertrax.  Your event planner can and will assist with this process.

A final invoice will be generated following your event and the supplied budget number will be charged for the final total.  A final copy of your invoice can be viewed by logging into your account in Catertrax or by contacting your event planner.

External Events

All external cash or charge events must be paid in full prior to the start of the event.

Groups Eating in the Commons

Any groups looking to eat in the Commons should make arrangements directly with the Director of Dining Services.