Millersville University Catering Services - 2024 Policies

Catering Services

POLICIES 2024

Welcome!Thank you for choosing Millersville University Catering for your event. We are a full-service catering company dedicated to providing the best level of service to our customers.

The information below is for you to use as a reference while planning an event in the Bolger Conference Center. If you have any questions or are looking for something special that is not on our menu, please don’t hesitate to reach out to one of our catering personnel. We’d love to create a custom menu for you.

We look forward to hosting your event!

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BOOKING YOUR EVENT

 To ensure availability, please contact MU Catering by phone, email or order form at least two weeks in advance of your event. We will do our best to accommodate events with less than two weeks’ notice; however, we cannot guarantee the availability of all products. MU Catering reserves the right to make substitutions if a product is not available.

 If you are planning a large event, we recommend booking at least one month in advance to ensure food and staff availability.

FACILITY/FOOD POLICIES

 Your booking includes only the room(s) reserved. Access to other event rooms within the facility is strictly prohibited. Other prohibitions include:

◊ Flower cutting and arrangement assembly

◊ Open flames

◊ Attachment or adhesion of materials to the walls

 All food items, except for a specialty event cake, will be supplied by Millersville University Catering.

 MU Catering follows all recommended proper food handling procedures to help reduce the risk of foodborne illness. This includes, but is not limited to, only holding food for up to four hours and only providing service in food-safe locations.

 Event hosts are welcome to tour the Bolger Conference Center or come in early to set up for their event. However, it is required that you book an appointment with MU Catering to ensure that rooms are unlocked and events are not in progress.

 In the event where we cannot accept your request, a waiver can be filled out to purchase food off campus.

 For more information on how to book our services, check out our informational sheets that go over how to book an in-house event or how to book a delivery/pickup.

 MU Catering must abide by all local health codes and regulations; therefore, we cannot allow any catered event food to leave the premises or any food to be brought into any catered event. Please do not bring in any coolers, lunchboxes, to-go containers, etc. All leftover food becomes the property of MU Catering. Safe food handling procedures restrict MU Catering from packaging any leftover food.

 Items purchased for pickup should be properly stored prior to and during the event and disposed of by the host at the end of the event.

Catering Services

DIETARY RESTRICTIONS/FOOD ALLERGIES

 Please inform us of any food restrictions as soon as possible (vegetarian, vegan, GF, etc.) so we can ensure the availability of products.

COUNTS AND CANCELLATIONS

 An estimated count of expected guests attending is required at the time the reservation is made. Updated counts are required 10 business days prior to the event. The final count is due 5 business days prior to the event to avoid excess food and cost.

 MU Catering will prepare all food based on the estimated count for your event if no final count is provided.

DEPOSITS/BILLING

 A deposit is only required to hold a date for wedding receptions. In that case, the deposit is credited towards your account.

 To secure your date, a deposit may be required to reserve Bolger Conference Center rooms, so please check with MU Catering. The deposit will be equal to the room rental charge and is due when the reservation for the room(s) is made. Deposits are nonrefundable and will go on the host’s account as a credit towards the final billing. No room rental fees will be incurred for events utilizing served or buffet service meals.

CONFIRMATIONS

 After all the details for your event have been finalized, you will receive an email confirmation with your contract attached.

 It is the host’s responsibility to verify all information in the catering contract and to contact MU Catering as soon as possible if any changes need to be made.

 Our kitchen is not an allergen-free environment. Products prepared in our kitchen may encounter common food allergens. These allergens include peanuts, tree nuts, fish, soy, wheat, eggs, milk, shellfish, and sesame. If you have any questions about food ingredients, please contact MU Catering.

 Cancellations must be received and acknowledged by MU Catering at least 24 hours prior to your event.

 Reservations canceled within 48 hours of the scheduled event will be charged for any special food purchases or foods in phases of preparation.

 Reservations canceled within 24 hours of the scheduled event will be charged for the entire amount, as expenses already incurred will need to be billed.

 MU Catering will bill for the estimated count if no final count is provided. Your minimum charges will be based on the service count or the final count, whichever is greater.

 If the additional meal count exceeds 5% of the final count, a 20% surcharge will be incurred for each additional meal.

 Billing is typically done once a month at the end of the month, so you may not receive a bill until a month after your event. If you require expedited billing, please contact us.

 We ask that you review this contract immediately to verify that you understand the charges and respond with “Approved” if there are no changes.

 By approving this contract, you agree to the terms and policies herein.

Catering Services

PARKING

 Millersville University requires a parking permit to be displayed when parking on campus, M-F 8 a m -4 p m.

 Guests may park in the McComsey parking lot, conveniently located across from Gordinier Hall. MU Catering has signage available upon request to direct guests. Please inform your event coordinator if these will be required.

EQUIPMENT

 MU Catering is responsible for providing all equipment needed, including but not limited to, serving utensils, eating utensils, and hot-holding equipment.

 The contracted group is responsible for all catering equipment, disposable or not, provided for a function. Removing any serving equipment from an event is strictly prohibited.

SERVICE CHARGES AND SURCHARGES

 All food charges are subject to an 18% service/ gratuity charge plus applicable tax (5% discount for nonprofit organizations may be deducted if a tax-exemption document is provided).

 Events or deliveries with meal service starting before 7 a.m. or after 6:30 p.m. will incur a 10% surcharge for labor costs, due to staff overtime.

PRICING

 Prices are effective as of August 31, 2022.

 The in-house event pricing includes linen, all utensils and plate/glassware, serving staff, setup, and cleanup.

 The delivery pricing includes disposable plastic ware, buffet table linens, setup, delivery and cleanup.

◊Linens for the eating tables are available at an additional charge.

 All buffets, with the exception of continental breakfasts, will incur a surcharge for fewer than 20 guests.

 Guests may create an account to request a free oneday parking pass using the link below. Guest passes are valid for one full day in white-lined spaces only. https://ctitt-millersville.cticloudhost.com/

 MU Catering is not responsible for improperly marked vehicles or other parking violations. Please visit the Parking Division website for more information.

https://www.millersville.edu/police/parking/index.php

 Any equipment damaged or not returned will be billed at its replacement cost on your invoice.

 Guests are welcome to decorate rooms reserved in the Bolger Conference Center. MU catering has carts, ladders, magnetic hooks, and easels available with advanced notice.

 Events extending past the scheduled, contracted time will incur a $100 charge per each one-half hour in the facility.

 If you only need an event room but don’t require any food, you will be charged the room fee.

 All deliveries have a minimum fee of $15. If the cost of your event is over $300, the delivery fee will be 5% of the total.

 Kids pricing (buffets only)

◊Kids 10 years and under: $5 off

◊Kids 5 and under: free

◊Kids meals of chicken tenders and mac & cheese are available at an additional charge; however, kids can also eat the food served at the event.

 Prices may be subject to change based on sourcing location, seasonal availability and current market pricing of ingredients.

 Staffing rates are as follows:

◊Chef – $50/hour

◊Carver – $30/hour

Catering Services

ALCOHOL SERVICE

 State, federal and local laws, as well as Millersville University policies, govern the service of alcohol on campus. Please discuss any alcohol requests with MU Catering at the time of booking. All alcoholic beverages must be served by Millersville University Catering TIPS-certified personnel.

 Types of Service

◊Wine, Beer and Soda Service – MU Catering charges a $3-per person service fee. This fee includes service of wine, beer, assorted sodas, and spring water. It also includes bar setup, bartender(s), and use of service ware and supplies.

◊Full-Service Bar – MU Catering charges a $6-perperson service fee. This fee includes assorted sodas, sour mix, tonic, water, juices, garnishes, supplies and setup for a full-service bar and bartender(s).

◊Punch with Alcohol – Fruit-based punches with choice of wine, liqueurs and alcohol may be selected and served by MU Catering personnel during the social hour. A nonalcoholic punch may be offered with a self-serve option.

 Alcohol Purchase and Delivery to Conference Center

◊All alcoholic beverages will be provided by the host in one delivery to the Gordinier Hall receiving dock (M-F 8 a.m. – 5 p.m.) as early as 48 hours before the event.

◊All items received will be signed in, tagged and locked until the event. MU Catering does not purchase or supply alcoholic beverages, and use of alcohol is limited to Bolger Conference Center rooms.

 Regulations for Alcohol Use – The following alcohol regulations will be followed precisely for the safety of our guests and in accordance with Pennsylvania Liquor Control Board regulations and the policies of Millersville University:

◊The event host will be required to sign a responsibility waiver - the Millersville University "Request to Purchase/Serve Alcoholic Beverages for University Functions" form.

◊ We reserve the right to request proper photo ID of a guest; refuse alcoholic beverage service without proper ID; or refuse further alcohol service to a guest who, in the judgment of MU Catering, appears intoxicated.

◊The maximum total amount of alcohol service will not extend beyond four hours. The four-hour period may be divided between a social hour/ reception and after-dinner service.

◊Alcohol service will cease during meal service, with the exception of wine or a champagne toast served with the meal.

◊All alcohol will be served by TIPS-trained MU Catering personnel. Self-service of alcohol is not permitted.

◊No one may bring alcohol into the event in progress, and alcohol may not leave the Bolger Conference Center during the event.

◊An MU Catering event planner will assist in plans for alcohol service, which may include bar service, passed drinks or table service. Tap and keg systems may not be utilized in the Bolger Conference Center.

◊At the conclusion of the event, all alcohol must leave the premises with the host.

MONDAY–FRIDAY, 8 A.M.–5 P.M.

*If you need help after hours or on the weekend, please call the Upper Deck Kitchen at 717-871-7579.*