Policy and Procedure

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NOTE -  POLICY HAS BEEN SUPERSEDED SEE NEW POLICY AT:
Catering Policy 91.355 (PDF)

CATERING POLICY

CATERING

     It is the philosophy of Mississippi State University (MSU) Dining Services to treat each catered function as a special event and to make the host(s) and guests comfortable, The goal is to develop a reputation for excellent catering by (1) establishing high standards of rendering a service in planning the menu for the occasion, preparing and serving the food; and (2) making certain these standards are maintained by everyone employed in the Catering Unit.

Policy

     MSU Dining Services will cater all events for sponsoring University departments, organizations, or individuals cleared through the Facilities Use Office and scheduled in the Cafeteria Building, Colvard Student Union, A.B. McKay Food Enology Laboratory, Wise Center, McArthur Hall, and the Leo Seal M Club/University Club Building. Events scheduled at all other locations on University property, or in off-campus building where University departments are permanently housed, may be catered by MSU Dining Services or other sources.

     The MSU Dining Services may cater official events off campus with the approval of the Vice President for Finance and Administration. However, official events that take place at private residences must be limited to the University's Vice Presidents and Athletic Director with the approval of the President. Any exceptions to this policy must be authorized by the President.

Procedures

Arranging Catered Events

  A.  On Campus: MSU Catering

  1. First, clear reservations for a facility through the Facilities Use Office, (325-3228). Obtain location (room number and name of building).

  2. Place catering order two weeks (10 business days) in advance if possible with the Catering Office, Perry Cafeteria (325-3663). Business days are from 8:00 a.m. to 5:00 p.m., Monday through Friday.

  3. Make final confirmation of catering order with the Catering Office no later than three business days prior to the scheduled event.

  4. Note: Individuals may bring their own cakes to catered wedding and/or retirement receptions. Clear this matter with the Catering Manager.

B.  Off-Campus: MSU Catering

  1. Complete the Entertainment Form and obtain appropriate approval signatures (See Exhibit 1).

  2. Submit a written memo to the Vice President for Finance and Administration requesting approval for MSU Dining Services to cater an official University event off campus. Attach a copy of the approved Entertainment Form to this request.

  3. Upon approval, follow Steps 2-3 under A.

  C.  Private Residence: MSU Catering

  1. Submit a written request to the President's Office indicating:

    a.) Purpose of the event
    b.) Reason for the event to be held at a private residence
    c.) Number of non university guests invited
    d.) Number of university employees invited

  2. Upon approval, follow steps 2-3 under A.

  D.  On Campus: Off Campus Caterers 

  1. First, clear through the Facilities Use Office for reserving a facility and determining its cost, if any (See A (l)). Off campus catering services may not be used in the following buildings: Perry Cafeteria, Colvard Student Union, A.B. McKay Food Enology Laboratory, Wise Center, McArthur Hall, and the Leo Seal M Club/University Club Building.

  2. Follow the guidelines established for the facility reserved. Guidelines are available from the specific building Facility Supervisor. The Facilities Use Office will provide the name of the person to contact.

  3. Confirm facility reservation with the Facilities Use Office.

Requesting Change in Catering Order

  A.  On and Off Campus: MSU Catering

  1. Contact the Catering Office as soon as possible concerning any change in the order and, if possible, no less than three business days prior to the scheduled event.

  2. A fee is charged for each change made less than three business days preceding the scheduled event. A fee schedule is available upon request from the Caters Sales Representative.

  B.   Other Catering Sources

Follow the guidelines of the outside catering source.

Rules

On and Off Campus: MSU Catering

  1. Catering Fee

    Catering fee guidelines are available at the Administrative Offices of Dining Services in the Cafeteria Building.

  2. Late or Early Events

    Events starting before 7:00 a.m. or after 6:30 p.m. may incur additional charges for labor.

  3. Setup Time

    Six-hour setup time is required for all catered functions outside the Colvard Student Union private dining rooms One, Two, and Three. If a shorter time frame is requested, the additional labor cost for the setup is passed on to the customer.

  4. Event Canceled

    For catered events canceled less than three days in advance, the Director of Dining Services will determine the cost incurred at that point in time and bill the customer for this amount.

  5. Orders Placed Less Than Three Days in Advance

    For catered orders placed less than three days in advance, the increased cost incurred for purchasing food products required is passed on to the customer. Every effort will be made to meet the customer's needs, however, menu selection and service style may be limited. The catering department may not be able to accept late orders during busy periods. Every effort should be made to book functions well in advance to assure availability of services.

  6. Buffets and Seated Banquets

    Buffets and seated banquets are prepared for the number guaranteed. Last minute add-on guests to the list will be served although Catering Services is unable to guarantee the same menu. The charge for each added person is dependent upon the menus served. Every effort will be made to keep the cost per person in line with the cost quoted for the guaranteed number.

  7. Event Scheduled Off Campus

    A mileage fee per vehicle used and a minimum delivery fee of $20 is made for a catered event scheduled off campus. (A current fee schedule can be obtained from the Catering Office).

  8. Equipment

    The sponsoring department, organization, or person for the catered event is responsible for all returnable equipment once delivered and until picked up by Catering personnel. Pickups are guaranteed to be within a reasonable time period (24 hours or less). If returnable equipment is missing at the time of pickup, the sponsoring organization or person will be charged the replacement cost of each missing item.

  9. Identification of Caterer

    The food service representative for all catered events is to be properly identified. Identification may be through recognizable uniforms or proper signature.

Other Catering Sources

  1. Guidelines governing use of University facilities are available at the Facilities Use 0ffice.

  2. The sponsoring department, organization, or individual is responsible for seeing that the catering source is informed about the policy/procedures/rules outlined in this document.

  3. All outside caterers providing food service on campus must be permitted by the Mississippi State Board of Health.

02/07/97
OP 64.2

For information about this policy, contact the reviewing department.

MSU Main Telephone: 1-662-325-2323
Office of Internal Audit Telephone:  1-662-325-7353  Fax:  1-662-325-5016
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