CA TE RIN G
ORDER
FORM
Catering Order Form Please provide us with the specific details of your meeting or event using this convenient form. If you have any questions, you can contact Mike Neal at 604-431-4981 or catering@bcitsa.ca. Thank you for your interest in hosting your corporate event with the BCIT Student Association.
Contact Information CONTACT NAME
COMPANY NAME
ADDRESS
ADDRESS #2
CITY
PROVINCE
POSTAL CODE
TELEPHONE
FAX NUMBER
Meeting Information TITLE OF MEETING
DATE
START TIME OF MEETING
END TIME OF MEETING
SERVING TIME
■ BREAKFAST TIME: ■ COFFEE BREAK TIME: *Some menus may require minimum number of guests
■ COFFEE BREAK ■ DINNER TIME:
TIME:
■ LUNCH ■ OTHER
TIME: TIME:
CATERING ORDER FORM 1
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Meeting Room Requirements
■ BOARDROOM
■ PROFESSOR MUGS-PARTIAL
GUARANTEED NUMBER OF PEOPLE Facilities & Capacity
Boardroom
■ PROFESSOR MUGS-FULL
PURPOSE OF EVENT Professor Mugs Pub & Grill (partial)
■ MEETING ROOMS SEATING STYLE
Professor Mugs Pub & Grill (full-weekends only)
Meeting Rooms
Licensed
44
300
300
n/a
Sq.Ft.
Approx. 880
Various
Approx. 7,140
Approx. 150
Hollow Square
16
20+
n/a
12
U-Shape
16
20+
n/a
12
Boardroom
16
20+
n/a
12
Classroom
30
44+
300
n/a
Theatre
50
44+
300
n/a
Reception
75
44+
300
n/a
Dinner/Dance
40
44+
300
n/a
ADDITIONAL COMMENTS:
2
S E A TIN G
STYLE
S E A TI NG
S TY LE 3
AUDIO VISUAL REQUIREMENTS Audio Visual Equipment
■ FLIPCHART
■ SCREEN
■ OVERHEAD PROJECTOR
■ SLIDE PROJECTOR
■ REGULAR TABLE
■ PA SYSTEM
■ PODIUM
Portable PA System with Sound Board
$200
Handheld Wireless Microphone
$40/Half Day
$75/Day
Portable Data Projector and Screen
$125/Half Day
$200/Day
Flip Chart Paper
$5 per chart
Additional tables
$10 per table
Wireless Internet access
FREE
A UD I O
V I S UA L 4
DRINKS, SNACKS, SOUPS, SALADS & SANDWICHES ITEM
TYPE
PRICE
Coffee
Regular or Decaf JJ Bean
$14.00 per pot/$8.00 per refill
Teas
Assorted (Earl Gray, Chamomile, $1.70 per person Peppermint, Green Tea, Orange Pekoe) (5 person minimum)
Juices, Pop, and Water
Assorted (Apple, Orange, Grapefruit, Pepsi, Diet Pepsi, 7-Up, Mugs Rootbeer, Aquafina Water)
$2.00 per bottle (5 person minimum)
Muffins
Assorted Muffins-Blueberry, Bran, Banana Chocolate Chip, Blackberry, Lemon Poppy Seed, Apple Cinnamon
$3.00 per person
Cookies
Assorted Cookies-Chocolate Chip, Oatmeal Raisin, Peanut Butter
$2.50 per person
Soups
• • • •
$12.00 per pot of soup (serves 7 people)
Salads
• Caesar • Mixed Greens • Pasta & Potatoes
$15.00 per bowl of salad (serves 7 people)
Sandwiches (Standard)
• Vegetable with Cheese (Cheddar, Swiss or Monterey Jack) • Ham & Swiss • Roast Beef & Cheese (Cheddar, Swiss or Monterey Jack) • Egg Salad • Tuna Salad
$6.00 per person
Sandwiches (Deluxe)
• • • •
$7.00 per person
New England Clam Chowder Beef Barley Minestrone (veggie) Tomato Basil (veggie)
Shrimp Salad Smoked Salmon & Cream Cheese Curry Chicken Grilled Vegetable
QUANTITY
CHOICES
DRINKS, SNACKS, SOUPS, SALADS & SANDWICHES 5
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ITEM
TYPE
PRICE
Baked Wild Salmon
• Roasted Potatoes OR Rice and one of: • Mixed Greens OR Caesar Salad
$15.00 per person (12 person minimum)
Roast Quarter Chicken with Roasted Potatoes
• BBQ OR Oriental and one of: • Rice, Mixed Greens OR Caesar Salad
$13.00 per person (12 person minimum)
BBQ Pork Ribs
• Roasted Potatoes OR Rice and one of: • Mixed Greens OR Caesar Salad
$15.00 per person (12 person minimum)
Beef Wellington
• Roasted Potatoes OR Rice and one of: • Mixed Greens OR Caesar Salad
$18.00 per person (12 person minimum)
Pizza (16 inch)
• • • •
$21.00 per pizza
Lasagna (with Garlic Bread)
• Meat, Seafood OR Vegetarian and one of: • Mixed Greens OR Caesar Salad
$15.00 per person (12 person minimum)
Cheese Tortellini with Chicken and Mushroom
• Primavera, Bolognaise OR Cream Sauce and one of: • Mixed Greens OR Caesar Salad
$13.00 per person (12 person minimum)
Souvlaki
• Beef OR Chicken also includes: Greek Salad, Rice, Tzatziki Sauce &Pita Bread
$15.00 per person (12 person minimum)
Pepperoni Ham & Pineapple Mediterranean (veggie) Mugs (pepperoni, chorizo sausage, sweet pepper, caramelized onions & tomatoes)
QUANTITY
CHOICES
E N TRÉ E S 6
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ITEM
TYPE
PRICE
QUANTITY
Platter
Assorted Fresh Fruit
Small $30.00 (serves 6-8 people) Medium $45.00 (serves 8-12 people) Large $60.00 (serves 20-30 people)
Platter
Assorted Fresh Vegetable
Small $30.00 (serves 6-8 people) Medium $45.00 (serves 8-12 people) Large $60.00 (serves 20-30 people)
Platter
Assorted Antipasto
Small $40.00 (serves 6-8 people) Medium $55.00 (serves 8-12 people) Large $75.00 (serves 20-30 people)
Chicken Wings
Hot, Honey Garlic, Teriyaki, Sweet Chili OR Salt & Pepper
$11.00 per pound
Dessert Platter
Assorted Cookies
$15.00 (serves 6-8 people)
Dessert Platter
Assorted Muffins
$18.00 (serves 6-8 people)
Dessert Platter
Premium Dessert (New York style cheese $5.00 per person (6 person minimum) cake with a strawberry topping)
Platter Standard Variety Sandwich
Choices: (pick three) • Vegetable with Cheese (Cheddar, Swiss or Monterey Jack), • Ham & Swiss, Roast Beef & Cheese (Cheddar, Swiss or Monterey Jack), Egg Salad OR Tuna Salad
$6.00 per person (10 person minimum)
Platter Deluxe Variety Sandwich
Choices: (pick three) • Shrimp Salad, Smoked Salmon & Cream Cheese, Curry Chicken OR Grilled Vegetable
$7.00 per person (10 person minimum)
Platter Assorted Finger Foods
Choices: (pick four) $7.00 per person • Shrimp & Tropical Fruit Ceviche, (12 person minimum) Mini Samosas, Mini Quiches, Prawns with Cocktail Sauce, Mini Meatballs, Baby Boccocini with Tomato and Basil Skewers OR Greek Rolls
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PLATTERS, BAR & FACILITIES ITEM
TYPE
PRICE
Platter
Assorted Imported & Domestic Cheese
Small $40.00 (serves 6-8 people) Medium $55.00 (serves 8-12 people) Large $75.00 (serves 20-30 people)
Platter Assorted Vegetarian
Choices: (pick four) • Humus & Pita, Tzatziki & Pita, Deviled Eggs with a Mexican Twist, Tomato Basil Bruschetta OR Tortilla Spirals with Cream Cheese
$6.00 per person (12 person minimum)
Bar Service
Host Bar
$15.00 per hour/per staff (3 hour min.)
Bar Service
Cash Bar
$15.00 per hour/per staff (3 hour min.)
Facility Half Day Rental Fee Boardroom *Required unless minimum Professor Mugs Pub & Grill (partial) order met Meeting Room
$75.00 150.00 $30.00
Facility Full Day Rental Fee *Required unless minimum order met
$150.00 $500.00
Boardroom Professor Mugs Pub & Grill (full on weekends only) Meeting Room
QUANTITY
CHOICES
$60.00
SIGNATURE FOR ORDER _____________________________________ CUSTOMER SIGNATURE
_________________________________ TITLE
(*In order to secure an order/event a credit card deposit must be secured)
______________________ DATE
CREDIT CARD INFORMATION #_______________________________ TYPE (VISA OR MC)________________________ AMOUNT $___________________ SIGNATURE __________________________________ NAME ON THE CARD ______________________________ If you approve to have your final invoice to be charged against the above noted credit card, please sign and date below.
_____________________________________ CUSTOMER SIGNATURE
___________________ DATE
PLATTE RS , B A R & F ACI L I TI E S 8
CO N TRACT
TERM S
BCIT Student Association Catering Contract Terms The following policies govern all catered and group events run by the BCIT Student Association (BCITSA). I. Menu Selection a. Please provide our Catering Department with your food and beverage choices two weeks in advance. b. Final selection must be submitted to the Catering Department of the BCITSA at least seventy-two (72) hours in advance; otherwise items can not be guaranteed. c. No food or beverage of any kind from an outside source will be permitted to be brought into any events at the BCITSA facilities. Il. Deposits and Payments a. The BCITSA requires an initial deposit of $250.00 as well as may require subsequent deposits (up to 50%) to secure the function space. These deposits will be applied to your final balance. All deposits are NON-REFUNDABLE. b. Deposits can be paid to: BCIT Student Association, 3700 Willingdon Avenue, Burnaby, BC V5G 3H2 or faxed in to 604-434-3809. c. Full payment for the function must be received within forty-eight (48) hours following the event. Payments must be in the form of credit card (VISA or MasterCard) or company cheque (made payable to the “BCIT Student Association”) unless you are approved for direct bill privileges. Ill. Guarantees and Cancellations a. It is imperative that the catering department of the BCITSA be notified of the exact number of guests attending at least seventy-two (72) hours prior to the scheduled date of the function. Functions will be billed at a minimums noted on the contract or actual number of guests in attendance, whichever is greater. The number of guests given will serve as the guarantee for which we will prepare the agreed upon menus and for which you will be charged. b. If a guarantee of attendance is not received at the time outlined, the minimum attendance indicated on the order form will become the guaranteed attendance. c. All changes to the initial order form will be noted at the completion of each function. Any discrepancies in counts or charges should be identified at that time. d. All cancellations must be submitted in writing prior to the cancellation deadline with a minimum notice of seventy-two (72) hours prior to the event. e. If the event is cancelled after the cancellation deadline, the initial and subsequent deposits will be non-refundable. lV. Room Arrangements a. Within seventy-two (72) hours prior to the event, the client must make any changes to the room set-up, otherwise there will be a $200.00 fee for changing set-up. b. The function guests will be admitted to the facilities and are expected to depart at the time stated on the order form. c. The BCITSA is not responsible for damage to or loss of any items left in the facilities prior to or following any function. d. The BCITSA may require the customer to obtain and pay for bonded security personnel based on the size or nature of certain functions. e. Any shipments made to the BCITSA must be labelled with the recipient’s name, group affiliation, and event date to the attention of the Catering Department. In addition, arrangements must be made by the client with the carrier of their choice to remove all empty crates, cases, or containers from the BCITSA after the use of the facilities. f. Any special connectors, adapters, etc that are needed are the responsibility of the client. g. Any items required on any meeting room doors or walls must be approved by BCITSA. h. To ensure proper execution of your event, all room diagrams used for set-up must be submitted a minimum of seventy-two (72) hours before the event. If a change from the original room setup is requested on the day of the function, a labour charge will be added to the catering cheque. i. The designed facility will be ready at the designated start time noted on the order form. If it is necessary to occupy the room prior to that, BCITSA must be notified in advance. This includes the setup of materials and/or equipment. Please note that there may be an additional charge for changing the layout of the room if it is within seventy-two (72) hours of the event. Additionally, if the room is occupied beyond the designated time, BCITSA will prorate the rental fee and charges will be incurred for the extended time. j. Any audio visual equipment and/or high speed internet access must be cancelled at least twenty-four (24) hours prior to the start of your function through the Catering Department. Otherwise, the entire rental/access charges will apply. k. Provisions for high speed internet access must be made in advance of the function with the Catering Department.
CONTRACT TERMS 9
V. Liability a. The customer is responsible and will reimburse the BCITSA for any damage, loss, or liability incurred by the BCITSA by any of the customer’s guests or any persons or organization contracted by the customer to provide any service or goods before, during, and after the function. b. BCITSA will not be liable for non-performance of the order form when such non-performance is attributable to labour troubles, disputes or strikes, accidents, government (federal, provincial, and municipal) regulations of or restrictions upon travel or transportation, non-availability of food, beverages or supplies, riots, national emergencies, acts of God, and other causes whether enumerated herein or not, which are beyond the reasonable control of the BCITSA preventing or interfering with the BCITSA’s performance. c. Any changes, additions, stipulations, or deletions, including corrective lining out by either BCITSA or the client will not be considered agreed to or binding on the other unless such modifications have been initialled or otherwise approved in writing by the other. d. The order form is subject to all applicable federal, provincial, and municipal laws, including health and safety codes, alcoholic beverages control laws, disability laws and the like. BCITSA and the client agree to cooperate with each other to ensure compliance with such laws. e. The use of any type of open flame material including pyrotechnics, fog machines, space heaters, candles or any other fire hazard must be approved in writing by the Catering Department fourteen (14) days prior to the event. Upon approval, the designated BCITSA member, only, will supervise the use of any flame item or smoke item on the BCITSA premises and will have an appropriate fire extinguisher readily at hand. f. If the client wishes to hire outside vendors to provide any goods or services at the BCITSA during the event, BCITSA may, in its sole discretion, require that such vendor provide BCITSA, in form and amount reasonably satisfactory to BCITSA, an indemnification agreement and proof of adequate insurance. g. BCITSA reserves the right to charge for any missing items or damaged tablecloths attributed to individuals attending the catered event. h. The parties agree that, in the event litigation relating to this work order and contract is filed by either party, the nonprevailing party in such litigation will pay the prevailing parties costs resulting form litigation, including reasonable attorney’s fees. i. It is the policy of the BCITSA to not permit food or beverages to be taken outside of BCITSA facilities. j. The BCITSA is not responsible for interruption of high speed internet access service. VI. Service Charges and Taxes a. All federal, provincial, and municipal taxes (including HST) which may be imposed or be applicable to this order and to the services rendered by the BCITSA are in addition to the prices herein agreed upon, and the patron agrees to pay them separately. b. The service charge of fifteen (15) percent is applied to all orders. This service charge may be taxable, subject to provincial and local tax laws. Vll. Alcohol a. The sale and service of alcoholic beverages are regulated by the province. As a licensee, the BCITSA is responsible for the administration of these regulations. Functions involving the service of alcoholic beverages will comply with the provincial and the BCITSA policies governing such service as stipulated on the face of this order. The person designated by the group as in charge of the function will accept responsibility to ensure the group complies with all BCITSA policies and provincial laws. b. The BCITSA has the right to refuse alcohol service to minors and intoxicated guests. For your safety and enjoyment, the Laws of British Columbia regarding the service of alcoholic beverages will be strictly upheld. c. Alcoholic beverages cannot be brought into or taken out of the BCITSA facilities. d. Minors (those under the age of 19), by law, are not permitted to consume alcoholic beverages. e. The BCITSA asks that you drink responsibly! VIII. Food Safety & Allergy Awareness a. Cold and hot food items displayed for your event will be removed in a timely manner to prevent the potential risk of jeopardizing food safety. b. Should you or any of your guests have an allergy to any food item, please ensure you inform the Catering Department upon placing your order. This will allow us to take the utmost precautions in serving you and your guests. c. Due to health and insurance regulations, any leftover food or beverage remains the property of the BCITSA. IX. Acceptance The person whose signature appears on the face of this order and by whose signature acceptance for the group is made, acknowledges that the above catering contract term and conditions along with the service and arrangements as described on the face of this order are fully acceptable herein, and the compliance by the group of all conditions both written and stated. _______________________________________ Customer Signature
_______________________________________ Title
_______________________________________ Date
CONTRACT TERMS 10