Policies

WWU Policies

 https://policy.wwu.edu/POL-U5348.16-Purchasing-Food-and-Beverages

Room Reservations

Room reservations must be made through WWU

Linen, Tables, and Chairs

While table linens are included for all WWU Catering food and beverage tables, other linen usage such as: registration, gift, auction, or seating linens require an additional fee. Color specializations are available upon request of the client at the time the order is placed. It is the responsibility of the client to communicate the quantity, size, and color of linens to the catering department.

WWU Catering is not responsible for supplying tables or chairs. If you need assistance determining tables, please consult a catering representative.

Service

WWU Catering includes all standard labor required to work an event in the overall cost estimate provided to the client, unless the order is contracted as a carry-out/to-go service. If the client requests additional personnel to be present at the event, those staff members will be charged separately according to the following scale (calculated port-to-port):

Licensed Bartender $200.00 Flat rate up to 2 hours, $50.00 every hour after. Chef/Pastry Chef $85.00 per hour 2 hour minimum. Server FOH $50.00 per hour 2 hour minimum. Utility BOH $35.00 per hour 2 hour minimum.

WWU Catering charges a $50.00 service fee to cover the set-up and take-down costs associated with a staffed event. Events that require unscheduled service (due to client actions) to an event venue to set up or take down an event may result in an additional $50.00 Service Fee. A base Delivery Fee of $50.00 is added to all events outside the main campus that do not require University Catering personnel to serve at the event. Any off-campus events with a delivery of 15 or more miles from WWU Campus may be subject to a larger fee.

Orders

All catering orders must be placed at least 14 days in advance. Orders may be finalized and confirmed by the customer no later than 7 days prior to the event. Events requested and confirmed with less than 7 days’ notice may incur an additional $50 service fee. A 12-person minimum applies to all buffets and plated meals, and events that do not meet this minimum may be subject to a $50 charge. Orders may also be denied if advance notice requirements are not met, if requested menu items or staff are unavailable, or if the order conflicts with operational policies or safety standards.

Cancellation

Events must be cancelled 3 business days before the event. If a notice of cancellation is received after this, clients could be subject to a cancellation charge up to the full confirmed amount of the event. WWU Catering will do our best to keep cancellation charges as low as possible. Depending on the guest count, a cancellation fee of up to $100 may apply.

Changes

Significant changes or multiple changes to a confirmed event with less than a 3-day notice may be subject to an additional a $50.00 Change Fee. WWU Catering will work with clients to keep change charges to a minimum. Changes resulting in a significant reduction from the original scope of an event (guest count, food order) could be subject to a $50.00 Change Fee. Significant changes to a confirmed event may also result in an overall price adjustment. Please speak with your WWU Catering representative when making changes to an event.

Payment

For all non-WWU department clients, WWU Catering requires a 50% deposit at least 3 days prior to the event. Final payment is due the day after the event to account for any additional charges or adjustments.

Guarantees

When an event is priced per person, WWU Catering will charge the client the confirmed number of guests or the actual number of guests served whichever is greater.

Tastings

WWU Catering does tastings with clients to sample a proposed menu and to get feedback on the items sampled for a confirmed event. The costs of tastings are not built into the price of the confirmed event and need to take place at least 14 business days prior to the event. Tastings can be ordered for up to 10 people as a catered event. Booking a room for the tasting will be the responsibility of the client.

Menu Structure

WWU Catering accommodates guests with special dietary requirements upon request. Request for multiple entrees and sides to be produced for one single event that are in addition to a standard published menu will result in an additional fee.  

Equipment

Equipment used at catered events should not leave the premise where the event is being held. The cost of any equipment that cannot be located when the event is being picked up will be charged to the event invoice.

Food Safety

Unless specifically ordered and contracted as carry-out-items, no food or related products may be removed from the service area, except by authorized representatives of WWU Catering.

Safe food handling is a high priority for WWU Catering. Any leftover food will be handled with food safety guidelines. All prepared foods that are temperature sensitive will be disposed of properly.

Security

Neither WWU Catering nor Western Washington University is liable for any equipment, supplies, or personal belongings left in public function areas.

Service Ware and China

Compostable service ware is included with every order. If you prefer China service, fees are listed below:

China Fee: $3.50 per person. List includes - Plates, Glasses, Flatware, Coffee Cups. 

Glassware Fee: $20.00 for 25 glasses ($0.80 per glass) 

Minimum Guest Counts

Please note, the minimum order quantity is 12 guests for Breakfast, themed meals, and lunches, unless otherwise noted. For plated events, we will require a 12-guest minimum.

Wine, Beer, and Liquor 

If you would like to have alcohol at your event, please contact our Catering team at catering@wwu.edu
 or (360-650-3933)

Please review WWU Alcohol Policies.