Policies
Policies
Planning an event with UC Santa Cruz Catering? We’ve gathered everything you need to know about our service policies and procedures in one place. From delivery minimums and staffing requirements to payment timelines and food safety practices, these guidelines are here to help you prepare. Please review carefully so we can ensure a smooth, successful event together. If you have questions or special requests, our team is happy to assist.
Hours of operation
- The UCSC Catering Sales Office is open Monday–Friday, 8 a.m.–4:30 p.m. We are closed on university holidays and most national holidays.
- Our normal delivery and event pickup hours of operation are Monday–Sunday, between the hours of 7:00 a.m. and 9:00 p.m. Please contact the Sales Office for special deliveries service times outside our normal hours of operation. Additional fees may apply.
- Sunday orders may require a $500 minimum order. Please contact the Sales Office to discuss availability.
Delivery minimums
Drop-off/take-out services:
- Drop-off deliveries outside the main UCSC campus will incur a $50 delivery fee and are subject to availability.
- Required minimum order of $100. Our standard disposable service ware, cups, and accessories are either 100% recyclable or compostable and are included with your drop off order. These require no return pickup of disposable items or equipment to return.
- Orders of less than $100 may be picked up from the Catering Sales Office located at Stevenson College during business hours or will incur a minimum delivery fee of $25 on the main Campus and are based upon availability.
Full delivery:
- Events requiring full service delivery, setup and a return pickup, with use of Catering supplies and equipment (ie chaffers, air voids, platters, etc.) must meet a $250 food and beverage minimum order for delivery on the main campus. A delivery fee of $50 may apply for orders less than the minimum.
- Delivery to locations outside the main UCSC campus (including Scotts Valley, Coastal Biology Building, Seymour Center, and Center for Ocean Health Building) is included with a minimum $400 food & beverage order. For orders under $400, a $75 delivery fee may apply.
- A 2-hour service window is included with your event. If additional time is needed, a $50 event extension fee per hour (rounded to the nearest hour) will apply. To plan for extended service, please coordinate with the Sales Office to ensure proper timing and food handling beyond the included 2-hour window.
- If your order does not meet the service level minimum, service may still be available for an additional delivery fee.
Delivery service
- Catering does not include food and beverage tables with delivery of your order. Equipment and table rentals may be arranged through our Sales Office and added to your order for an additional fee.
- To better ensure a successful delivery, we ask that you provide building and room access a minimum of (45) minutes prior to the Start Time (listed as Room Available Time on contract), as shown on the order. Additional time may be necessary for large events and will be indicated on your order.
- For any deliveries to outdoor or public areas, ensure that a department representative will be present to receive the delivery and provide supervision prior to and during the event.
- Adequate loading and/or parking must be available for all deliveries.
- Additional labor charge may be assessed for any delivery without loading, parking or elevator accessibility to ensure a timely and safe delivery.
- For any large deliveries or setups, additional staff assistance may be required as determined by UC Santa Cruz Catering for an additional fee.
Unscheduled or additional trips will incur an extra $25/per round trip fee, including delivery or pickup due to inaccessibility (e.g., locked rooms, meetings running late, or any other reason our equipment is not readily available for retrieval at the agreed upon time).
- Clients must ensure the safeguarding of all UC Santa Cruz’s property and equipment dropped off at their event/delivery site.
- Do not remove platters, baskets or other equipment from the delivery site.
- Any missing, lost or damaged equipment is subject to replacement cost and will be charged to the client’s invoice.
- Catering is not responsible for client-provided equipment that may be set up in conjunction with your order.
- It is our goal to pick up any equipment on loan within a thirty (30) minute window following the catering pickup time, as selected when order was placed. This does not include full event setups with custom rentals and equipment. This time appears on your contract as Event End Time.
- Catering is not responsible for any additional cleanup of an event unless otherwise noted and we will only pick up the equipment previously delivered.
Staffing requirements
Some events may require staffing based on guest count and type of menu.
- Servers start at $35/per hour with a two (2) hour minimum booking.
- Servers may be added to assist with your service needs including responsibility for special event setup, replenishing food and beverage stations, as well as dressing the seated guest table with linens and appropriate service ware and cleanup of event. One Event Manager is included with the addition of service staff.
- Buffet Attendants may be necessary for all buffets with over seventy-five (75) guests.
- We will include the minimum staff necessary to replenish buffet platter/pans for the first 30 minutes of your event service if we deem necessary.
- Additional Buffet Attendants or time may be added at a rate of $25/per hour with a two (2) hour minimum. Buffet Attendants are responsible for setting up and replenishing food and beverage stations during the service of an event. No Event Manager is included with Buffet Attendants.
- Delivery/setup assistance may be required as determined by Catering for an additional fee.
- Delivery assistance will be required for any large delivery setup or inadequate facility access time. Our Sales Office will work with you to determine the appropriate amount, and finalize these requirements prior to the execution of your event contract.
- Beer & Wine Servers may be requested and start at a rate of $50/per hr with a two (2) hour minimum for up to 75 guests.
- Additional services equipment and glassware are available to add to your order.
Booking confirmation
We recommend booking as early as possible and placing your orders at least ten (10) business days prior to your event.
- Last minute or late orders may be accepted, subject to availability, with the following surcharges:
- Within five (5) Business Days of the event, an additional 10% of the Food & Beverage total will be charged.
- Within three (3) Business Days of the event, an additional 20% of the Food & Beverage total will be charged.
- All prices are subject to change.
- Pricing is considered finalized thirty (30) days prior to your event.
- Due to seasonality, certain items may not be available.
Payment
Clients paying by cash, check or credit card
- UC Santa Cruz Catering requires payment in full at least ten (10) business days prior to your event. We accept Visa, MasterCard, Discover, American Express, cashier’s check or money orders.
- If you are paying by credit card, complete the credit card authorization form attached to your contract.
- If you are paying by cashier’s check / money order, make it payable to: “UC Regents” and include the Event ID on the check.
Payment with department FOAPAL:
- You must first receive an event order from Catering with your Event ID which becomes your catalog number in Cruzbuy. To better ensure proper billing, we strongly request that you line item your different event agreements within the same requisition, and create different requisitions for events falling on different days.
- Your Cruzbuy Requisition number must be returned with your signed event agreement.
- The completed Requisition pending Catering’s Approval, must be received by Catering ten (10) business days prior to your event.
Mail to:
UC Santa Cruz Catering
Attn: Catering Office
156 High Street
Santa Cruz, California, 95064
Guarantee of
attendance
Final guaranteed guest count, along with necessary dietary accommodations, must be submitted no later than five (5) business days prior to your event. Reduction after this point will result in a cancellation fee. Cancellations made within five (5) business days of the event will be charged the full invoice amount.
Last minute order increases may be accepted, subject to availability, with the following surcharges:
- Within five (5) Business Days of the event, a 10% addition of the increased Food & Beverage total will be charged.
- Within three (3) Business Days of the event, a 20% addition of the increased Food.
Health and
food safety
Catering is unable to assist with or authorize the removal of perishable leftovers from any event due to food safety precautions
- Catering will not provide packaging or other materials for leftovers.
- The removal of platters, baskets, or other Casual Dining equipment will result in additional charges.
- In compliance with health code regulations, perishable food items can only be presented for a maximum of two hours.
Special requests
We’re here to help make your event truly special and memorable. Our team is happy to discuss any special requests, equipment needs, or additional services you may require. Please note that some requests may incur additional service charges.
Please contact our Sales Office:
(831) 459-4600 or hospitality@ucsc.edu