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 calculates all labor required to work an event into the overall cost estimate to the client unless contracted as a carry-out / to-go order. Any additional personnel requested by the client to be at the event will be charged according to the following scale (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 $70 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 $70.00 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 are subject to a larger fee.

Orders

All orders for catering need to be placed 14 days in advance and orders must finalized and confirmed at least 7 days prior to the event. Events requested and confirmed with less than a 7-day notice may result in an additional $50 service fee. There is a 12-person minimum on all buffets and plated meals. There is a $35.00 charge for any event that does not meet the minimum requirements.

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 work with all clients to keep cancellation charges to a minimum.

Changes

Significant changes or multiple changes to a confirmed event with less than a 3-day notice could be subject to an additional a $70.00 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 $70.00 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.

Event Delays

Events that begin or end later than the confirmed time will result in additional labor charges of $50 per hour.

 $50 Fee (Beginning of Event - When catering personnel can begin setting up the event. End of Event – When catering personnel can begin to take down the event).

Payment

For all clients that are not a department of Western Washington University, WWU Catering requires a 50% deposit on all confirmed events 3 days prior to the event and payment in full on the day of the event. Any additional charges incurred during the event will be due in full the following business day.

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.

Off Site Event Fee

There will be an automatic $50 charge for any event held off campus.

Service Ware and China

Compostable service ware is provided with your order but choosing to have China at your event will be an additional charge.

China Fee $3.50 per person.

Glassware $20 a rack (25 glasses per rack).

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 15-guest minimum.

Wine, Beer, and Liquor 

If you would like to have alcohol at your event please reach out to our Catering representatives through email (catering@wwu.edu) or call the phone line (360.650.3933).