Catered Events††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† UPPS No. 05.03.02
Issue No. 5

Effective Date: 01/15/2013
Review: June 1 E4Y

 ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††

 

01. ††††† POLICY STATEMENT

 

01.01This UPPS establishes procedures for catered events in university facilities.

 

02. ††††† PROCEDURE FOR HOLDING CATERED EVENTS IN UNIVERSITY FACILITIES

 

02.01 Catering service for functions held in university facilities may be obtained from the food service contractor or from other catering services, if approved and included on the annual list of approved caterers. Small departmental events (fewer than 20 participants) that serve food to university staff are exempted from the catering policy.

 

02.02Individuals responsible for reserving a university facility will inform users who wish to serve food in these facilities of the university's catering policy and will insure compliance with established standards and conditions.††

 

02.03The official food service contractor has the exclusive use of certain university facilities as follows:

†††††††††

Jones Diner††††††††††††††††††††††††††††††††††††††††††††††††† UAC Cafe

The Lair (all kitchens)†††††††††††††††††††††††††††††††† Lyndonís UClub

JCK Lounge†††††††††††††††††††††††††††††††††††††††††††††††† Commons Cafeteria†††††††††††

The Den (all kitchens)††††††††††††††††††††††††††††††† Harris Cafeteria (upper level)†††††††

11th Floor, J.C. Kellam Bldg. (Reed Parr)

 

Under certain circumstances, university-sponsored organizations may serve food that they provide and set up themselves in these facilities. These organizations must submit requests for approval to the Auxiliary Services office at least ten working days before the event.

 

02.04Policies for the sale, service and consumption of alcoholic beverages at events held on campus are subject to UPPS No. 05.03.03, Alcoholic Beverage Policy and Procedure.

 

03. ††††† PROCEDURE FOR CATERERS USING UNIVERSITY FACILITIES

 

03.01 Caterers wishing to serve food on the campus must meet the standards

and conditions as established in the Catering Services Agreement for 2014-2015.Included in the standards are:

 

a.†† Proof of liability insurance in which the caterer, as well as the university, are covered;

 

b. Evidence of compliance with all public health service and food handling certification as required by state and federal laws; and

 

c.†† Caterers who seek inclusion on the universityís list of approved caterers must submit a list of their services and their costs. The list of costs should contain all related costs to the end user, including food, commissions, deliveries and other costs on a per-person basis.

 

03.02   The director of Auxiliary Services may remove caterers who fail to maintain these standards from the list of approved caterers.

04. ††††† RESPONSIBILITIES

 

04.01Auxiliary Services Office. Annually, the director of Auxiliary Services will solicit applications of caterers interested in serving food on campus and will assure that such services meet the conditions and standards referenced in Section 03.01. The list will automatically include the university's food service contractor. However, a caterer can be added to the approved list at any time during the year provided that university standards are met.

 

a. The director of Auxiliary Services will compile a list of caterers approved by the review committee by September 1 and distribute it to account managers.

 

b.†† The director of Auxiliary Services will notify caterers who apply for inclusion on the list of their acceptance or rejection.

 

04.03The director of Auxiliary Services will return a copy of the "Notification of Catered Event" to the sponsoring department so the department can attach it to a university purchase order if used as the method of payment.

 

05. ††††† REVIEWERS OF THIS UPPS

 

05.01Reviewers of this UPPS include the following:

 

Position†††††††††††††††††††††††††††††††††††††††††††††††††††††††† Date

 

Director, Auxiliary Services††††††††††††††††††††††† June 1 E4Y

 

Director, Special Projects†††††††††††††††††††††††††† June 1 E4Y

 

06. ††††† CERTIFICATION STATEMENT

 

This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

 

Director of Auxiliary Services; senior reviewer of this UPPS

 

Vice President for Finance and Support Services

 

President