Catered Events UPPS
No. 05.03.02
Issue No. 4
Effective Date: 07/10/2008
Review: June 1 E4Y
01. POLICY
STATEMENT
01.01 This 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 (see Attachment
II). Small departmental events (fewer than 20 participants)
which serve food to university staff are exempted from the catering policy.
02.02 Individuals
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.
02.03 The official
food service contractor has the exclusive use of certain university facilities
as follows:
Jones Diner Jones
Cafeteria
The Lair (all kitchens) University
Club
JCK Lounge Lyndon’s
Commons Cafeteria The
Den
Harris Cafeteria (upper level)
11th Floor, J.C. Kellam Building (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 10 working days before the event.
02.04 Policies for the
sale, service and consumption of alcoholic beverages at events held on campus
will remain 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
attached contract (Attachment
I). 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.
c. Caterers who seek
inclusion on the University’s 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
04.01 Review
committee. Annually, a review committee, appointed by the Director of
Auxiliary Services, will select caterers authorized to use University
facilities. The Committee will make special efforts to identify Historically
Underutilized Business caterers.
The
Director of Auxiliary Services will distribute a list of approved caterers to
account managers by September 1 and it will be posted on the Auxiliary Services
website. 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.
04.02 Auxiliary
Services Office. 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 (see Attachment
I).
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.
04.03 The 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
05.01 Reviewers 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