Policies & Procedures
All cancellations and/or changes referring to the menu, guest count, and event arrangements must be confirmed three business days prior to your event. Any event that is not canceled within three business days prior to the event date will result in a 50% payment due. If you do not contact us with the final count three business days prior to the event, we will prepare for the estimated number and charge accordingly. All UM events exceeding $30.00 require a UM Entertainment Approval form be completed.
We serve all plated meals, hot buffets, indoor hors d’oeuvre receptions, continental breakfasts, and sandwich buffets on china with linen unless otherwise instructed. For outdoor events, breaks, and coffee services, we use high-quality, biodegradable “green” service ware. You may choose to have china service for these events for an additional $1.75 per person. China may also be rented by the piece at a cost of $0.30 per item plus security deposit.
Our standard is to provide one white tablecloth on each guest table, and white linen with skirting on food and beverage tables. Some table arrangements may require additional linen and will be charged accordingly. If you would like linen placed on non-food tables (such as registration tables), there will be an additional $3.50 charge per tablecloth. If you require linen and skirting, there will be an additional $15.00 charge per set. Special-order linen is available with appropriate notice for an additional charge.
Once your final guest count has been confirmed we will prepare food and table settings for 5% above your guest count. If additional tables and settings are requested at the event there will be a charge of $20.00 per table, or $2.50 per guest.
As the host of the catered event, you are responsible for the equipment we have provided for the service of your event. Any missing or damaged equipment or supplies will be charged to your account at replacement cost.
Floral and Decorating Charges
We will be happy to order, receive, and handle specific floral and decorative requests for an additional fee determined in accordance with your event needs. Deliveries which arrive prior to two hours of your event will accrue a handling charge of $50.00 unless prior arrangements have been made.
Standard Full Service
Our standard full service includes one entrée per person with accommodations for vegetarians and other special dietary needs. Prices are established by the Catering Manager for events involving two or more entrée selections. Guarantees must specify the exact amount of each entrée selected for all full service events; meal cards can be provided by the Catering Office for the stated guarantees.
Outside Food and Beverage / Leftover Food
To ensure food safety, UM Catering does not allow outside food or beverages to be brought into an event. Leftover food items remain the property of UM Catering and may not be taken from any event.
Normal service for all events is three hours from start to finish (not including set-up or clean-up time). If additional time is required, service staff costs will be calculated accordingly. An additional charge will be assessed for events that occur on holidays. We will calculate the exact changes in advance based on your event needs.
A service charge of 11% will be applied to the food and beverage changes on your final bill. Should you opt to pick up your order, this fee is waived. The service charge is a supplemental wage distributedto the UM Catering students who take part in preparing and serving your event.
We offer five levels of service to best fit your needs:
1. Pick-up: Simply pick up your items at the location specified by UM Catering. If catering equipment is used, all items must be returned at the conclusion of your event or a pick-up fee will be assessed. No service charge will be applied for this service option.
2. Delivery: Delivery fee for off-campus events within five miles of UM Catering is $15.00 per event. This fee includes delivery and pick-up of your catering. If your event has multiple delivery times, an additional $15.00 will be assessed for each delivery time.
3. Reception: A reception differs from a buffet or served meal in that it can range from food displayed on one or more buffet tables which may be refreshed throughout your event, to tray-passed hors d' ouevres served by UM Catering staff. Sometimes, events will have a combination of both passed and buffet items.
4. Buffets: A budget minded conscious option to hosting a lovely event. Your menu choices and service ware are delivered, set up, and monitored by our staff.
5. Served: A served meal is the highest level of service provided. We will work with you to determine if you prefer traditional table service, or a different style of service.
UM Catering staff are provided for most events as part of your overall cost. Our minimum staffing requirements are as follows:
- Served Meals – 1 wait staff per 15 guests
- Buffet Meals – 1 wait staff per 30 guests
- Receptions – 1 wait staff per 30 guests
In the event that your service preferences differ from our standard, UM Catering may assign additional staff. Additional labor charges will be edwith you as we plan your event.
Vegan and Vegetarian Guests
Our policy is to provide labeled, vegetarian-friendly meals for 5% of your meal count. It is helpful as the host to let your guests know this option will be available. If more vegetarian meals are needed, please let us know when booking your event.
Special Dietary Concerns
Our chefs are happy to work with you to meet any dietary needs you may have. From vegan and vegetarian to gluten or dairy-free, we can create a delicious menu for all of your guests.
Non-UM Department Payment Methods
All catered functions must have a secured payment prior the event via either a credit card, check, or cash payment; a deposit of 75% is required at the time of booking. Final payment is due three (3) business days prior to the event. We understand there may be last minute additions for your event, when this occurs, a final bill will be sent to you.
UM Department Payment Methods
UM Catering offers all UM departments a 10% discount by:
- Using your banner index code when placing your order.
- Order items directly from our catering menu.
- Book final menu choices ten days or more prior the event date.
- Provide final guest count three days prior the event.
FIRST RIGHT OF REFUSAL: The University of Montana and area hotels and caterers, in negotiation through the Missoula Chamber of Commerce, have established a "First Right of Refusal" agreement that states:
UM Catering will not compete with community businesses for non-University related business off campus and in return, community hotels and caterers will not provide service on the University of Montana – Missoula campus.
The University of Montana retains the sole right to provide food service or exercise its First Right of Refusal at all University properties. These properties include the University of Montana Missoula Main Campus, University of Montana Missoula College of Technology West Campus, Montana Tech, Main and College of Technology Campuses, University of Montana Golf Course, Center at Salmon Lake, Lubrecht Experimental Forest, Flathead Lake Biological Station at Yellow Bay, and University Village Community Center.
The above agreement is consistent with and is supported by the University of Montana Facilities Rental and Use Policy 80.0 which states, “UM Dining has the Right of First Refusal to provide all food and beverages on campus.”
Organizations or individuals requiring food or beverage service in any facility at the University of Montana may not sell or serve food or beverage that is provided by commercial or domestic sources without approval of the Catering Manager, Director of Environmental Health, and manager of the facility. Only if the event requires food or beverage service that cannot be reasonably provided by a UM Dining venue will consideration by given to an off-campus supplier.
Under some circumstances, a First Right of Refusal may be granted. Consideration will be given on a case by case basis. UM Dining will consider granting a First Right of Refusal only under the following circumstances:
- UM Dining reserves the right to mandate specific vendors to protect existing University third-party food contracts.
- In some instances, a client may request that UM Dining grant a Right of First Refusal allowing an outside vendor to provide food service on campus. In such cases, a flat Lost Revenue Fee will be negotiated and paid to UM Dining. Specific policies and regulations must be followed and UM Dining reserves the right to determine which cases fall into this category.
- Any food or beverage service must meet all applicable federal, state, and local codes pertaining to the service of food and beverages for public consumption.
- UM Dining will provide a signed First Right of Refusal form when it exercises the First Right of Refusal.
FOOD FOR RESALE:
BAKE SALES - Must be a University event or an ASUM recognized group:
- All bake sales must be scheduled through the Event Planning Office located in the University Center, (406) 243-4114. The sponsor must complete a “Request for Bake Sale Waiver Non-Profit Organization Temporary Food Service Establishment” form, available from the Missoula City-County Health Department and submit it to the Event Planning Office prior to the event.
- Food for public consumption must meet all Missoula City-County Health Department requirements.
- All displayed baked food items must be either individually pre-wrapped with clear plastic or covered throughout the bake sale. Tongs, plastic gloves, or other appropriate barrier must be used to dispense food.
- Approved bake sale items include cookies, cakes, breads, fruit pies, and pastries that are not filled with dairy products and that do not require refrigeration.
- The sale of any potentially hazardous food is prohibited at bake sales. Potentially hazardous foods include pie with dairy products or eggs (such as pumpkin or lemon meringue pies), cheesecakes, meat-filled pastries, or non-dairy cream fillings, and high-protein foods.
- Sandwiches are prohibited.
FOOD NOT FOR RESALE:
POTLUCKS - Potlucks held on campus must be for social gatherings and not for fundraising purposes, therefore potluck guests may not be charged a fee. If you intend to charge a fee, please refer to the Fundraiser portion of this policy. Must be a University-affiliated group such as students, faculty, or staff.
- Potlucks held in the University Center must be scheduled through the Event Planning Office and confined to a specific area.
- Potlucks may not be held in areas accessible to the public.
- Participation must be restricted to members, spouses, families, and/or guests of the University of Montana affiliated group.
- Alcoholic beverages are prohibited.
- Participants may furnish their own service ware (i.e., plates, silverware, utensils, paper goods, cups, napkins, etc.), or rent or purchase service ware from UM Catering at a very competitive price. Please call the UM Catering Office at (406) 243-4899 for details, pricing, and availability.
- Sponsoring groups may not advertise the potluck publicly. Notification is limited to word-of-mouth only.
- Sponsor is responsible for the safety and wholesomeness of the food served, subject to the published “Guidelines for a Safe Event Involving Food,” published by the Missoula City-County Health Department (available separately).
DONATED FOOD PRODUCT (Examples: Sample give aways, donated product or alcohol to a specific event planned in conjunction with UM Catering) Must be a University-related event.
- Food must be provided by a licensed vendor and delivered to the client without charge. Client must provide documentation of the donation from the licensed vendor. When event is scheduled, menu must be provided to the UM Catering Manager and the Facility Manager and a Right of First Refusal Form must be completed by UM Catering.
- UM Catering will charge appropriate fees for the service of donated product.
- Any food or beverage must meet all applicable federal, state, and local codes pertaining to the service of food and beverage for public consumption.
- A list of donated products must be provided to the UM Catering Office on the “Donated Food Product Form.”
- Client must prominently display a sign at the event which states that products have been donated and by whom.
- Client will be responsible for all handling, storage, delivery, service, and removal of any remaining product.