MSU Catering Policies and Procedures

To ensure our staff is able to meet your needs and expectations, we request at least one month notice for larger events, two weeks notice for smaller events and 48 hour notice for coffee breaks.

University Catering is the exclusive caterer on the Montana State University campus. If you have a discrepancy or special circumstance please contact the Food Service Director, Todd Jutila at 994-2661 to discuss the details of your event.

For any on-campus event located in the Strand Union Building, Fieldhouse and Stadium please contact the appropriate facility listed below. Indicate with them any specific requirements regarding room setup, band, head table or bar.

• Strand Union Building Conference Services Phone Number 994-3081.
• Fieldhouse and Stadium Sports Facilities. Phone Number 994-7117.

When making your room reservation please confirm the facility will be unlocked for our scheduled set- up, delivery and pick up times.

In order for us to safely accommodate the needs of you and your guests, please let your Event Coordinator know if there are any food allergies in your party that we need to be aware of.

When placing a reservation with University Catering, please have the following information on hand to help expedite the process:

• Type of event (Dinner, BBQ, Reception, etc.)
  • An additional $3.00 per person will be added to served dinners
• Date, reserved location, guests' arrival time, serving time
• Menu Ideas for discussion
• Vegetarian and special diets
• Estimated Number of Guests
• Style of service desired (buffet or served)
• Table centerpieces and decorations
• Napkin color(s)
• Contact person and daytime phone number
• Billing address

Due to changing food and labor costs, prices of menu items may change at any time and without prior notice. Once a menu is determined and ordered for a function, the price quoted by University Catering will be guaranteed. Student organizations may receive a 10% discount.  Please inquire with your catering manager for more details.

Orders that do not allow two working days notice will incur additional charges. A 25% additional charge will be added to orders placed with less than 48 hours notice. A 30% additional charge will be added to orders placed with less than 24 hours notice. Please note that last minute orders may result in limited menu options and/or services available.

We ask that you provide a final guest count by 10:00 a.m. two working days prior to the event (Wednesday by 10:00 a.m. for weekend and Monday events). The amount that will be charged for an event will be the actual number served or your guarantee, whichever is greater.

Non-disposable items. The equipment brought to your event is on loan to you for the duration of the event. Should any of these items be lost, damaged, or not available for pick-up within 3 business days, the cost of replacing these items will be charged to your department or organization. Labor charges. Our labor charge is $15.00 per hour per staff. Labor is charged from the start of an event to the end, set-up and clean up are included.

Tablecloths and table skirting are provided for all food and beverage tables. If you do require tablecloths for your smaller drop-offs and coffee breaks or if additional tablecloths are required for your event please inform your catering manager while placing your order. There is a $4.00 fee for each additional tablecloth.

The following is a list of possible delivery options available depending on your wants and needs.

Deliveries made outside of the Strand Union Building will incur one of the following service charges:

• Use of paper products: $7.50 for orders under $100 or 7.5% of total
• Use of disposable china: $12.00 for orders under $100 or 12% of total
• Use of china: $15.00 for orders under $100 or 15% of total
• Off-campus with paper products 15%, with disposable china 18%, and with china 25% of total
• For all events/deliveries off-campus, a mileage fee of $0.95 per mile will be added
• Use of China in the Strand Union Building will incur a service charge: 5% of total

Office Pick Ups. You may pick-up your order in the Catering Office (Strand Union, Room 267) between 8:00 a.m. and 5:00 p.m. Please be aware that you are responsible for returning any non-disposable items to the Catering office within three days. If these items are not returned, you will be billed accordingly.

University Catering does not provide tables and/or chairs for events out of the Strand Union Building. Tables and chairs can be rented through a local rental shop. If you prefer, we will gladly make the rental arrangements for you (billed accordingly).

Gratuities are not included in the quoted price, no matter how large an event. Gratuities are optional but greatly appreciated by our student staff. If you would like to add a gratuity, there is a place to do so on your invoice.

We understand that cancellations of events are sometimes unavoidable. The following catering charges will be applied based upon time, labor and non-returnable food already purchased.

• Cancellations with less than 48 hours notice: 25% of total bill will be charged.
• Cancellations with less than 24 hours notice: 50% of total bill will be charged.
• Cancellations on the event day: 100% of perishable food items will be charged.

In accordance with State Health Guidelines leftover food and beverages must remain the property of University Catering. University Catering will not be held responsible for any food items removed without our knowledge or prior consent.

You will receive a bill within one month after your event. We cannot accept individual payments or take responsibility for collecting money at the door.

If you would like to pay on the day of your event; please request a bill from your event coordinator and direct your payments to the Residence Life Office located in the Hedges Complex. The office is open Monday through Friday from 8am to 4:30pm. Methods of payment accepted are cash, check, BPA, or credit card (everything except American Express).

If you are mailing your payments, please send checks to Residence Life, P.O. Box 172080, Hedges Complex, Bozeman, MT 59717-2080. If you have questions regarding payments, please contact Martha Wheeler at 994-4961 or by email (martha.wheeler@montana.edu).

Alcoholic beverages served on campus must have prior approval before the event. Alcohol request forms are available to be filled out online at www.montana.edu/ufs/catering/request. Please plan ahead with your alcohol request, as the forms take one to two weeks to process. Once University Catering receives your Alcohol Request Form they will coordinate and arrange your alcohol request through our licensed alcohol provider.