Policies

Hours of Operation

• The UC Santa Cruz Catering Sales Office is open Monday through Friday, 8:00 am to 4:30 pm. We are closed on University and most national holidays.

• Our normal delivery and event pickup hours of operation are Monday through Sunday, between the hours of 7:00 am and 9:00 pm. Please contact the Sales Office at hospitality@ucsc.edu or (831)459-4600 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:

• • A 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.

• • Drop Off deliveries off of the main the UCSC Campus will incur a delivery fee $50 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 is included with a minimum $400 food & beverage order off of the main UCSC Campus (Scotts Valley, Coastal Biology Building, Seymour Center, & Center for Ocean Health Building) A delivery fee of $75 may apply for orders less than the minimum.

• A 2 hour service window is included. Should additional time be needed for the service of your event, an Event Extension Fee of $50 will be added per hour (rounded to the nearest hour) to cover the additional time. Work with the Sales Office ensure the timing and handling of your food may be extended past the 2 hour service window.

• If your order does not meet the service level minimum, it 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 setup 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.

Mail to:

UC Santa Cruz Catering

Attn: Catering Office

1156 High Street

Santa Cruz, California, 95064

• 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.

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 look forward to helping you make your special event unique and memorable. We are happy to discuss with you any special requests, equipment, services or additional details you may need our assistance coordinating. Additional service charges may apply. Please contact our Sales Office at (831)459-4600 or hospitality@ucsc.edu.