SIUE Catering Policies & Guidelines

These policies are designed to ensure exceptional service, food safety, and a consistent experience for all clients and guests. By placing a catering order, clients agree to the following terms and conditions.

Ordering Deadlines & Late Orders

• All catering orders must be finalized no later than 12:00 p.m. (noon), two (2) weeks prior to the event date.
• Orders received within two weeks of the event date may be accepted based on availability and, if the order is accepted, will be subject to a 15% late order fee.
• Approval to use a third-party food vendor will not be granted if SIUE Catering is unable to accommodate a last-minute catering request.

Guaranteed Guest Counts

• A final guaranteed guest count is required no later than 12:00 p.m. (noon), five (5) business days prior to the event.
• SIUE Catering will prepare food for up to 5% over the final guarantee, when possible.
• Billing will be based on the final guaranteed guest count or the actual number served, whichever is greater.
• Any increase to the guaranteed guest count within five (5) business days of the event, if SIUE Catering is able to accommodate the change, will incur a 15% late adjustment fee.
• If a final guarantee is not received by the deadline, the most recent estimated count on file will be used as the guarantee.

   

Cancellations & Inclement Weather

Cancellations

• Cancellations must be submitted in writing.
• Events canceled five (5) business days or fewer prior to the event will be billed 50% of the total catering charges.
• Events canceled three (3) business days or fewer prior to the event will be billed 75% of the total catering charges.
• Events canceled one (1) business day or fewer, including same-day cancellations, will be billed 100% of the total catering charges.

   

Inclement Weather & Campus Closures

• In the event of inclement weather resulting in a University closure, the Morris University Center is considered an essential service and may operate with adjusted hours.
• Event Services, Catering Services, and Technical Services will not be operational.
• Events requiring these services will be canceled, and services suspended until the University officially reopens.
• Cancellation charges may still apply for food and services already prepared or procured, in accordance with University policy.

Event Setups & Client Responsibilities

For events held outside of the Morris University Center, clients are responsible for the following:

• Ordering and arranging tables and chairs. Catering setups require six-foot banquet tables. If alternative table sizes are provided (such as four-foot or eight-foot tables), additional linens may be required and are not included in standard linen pricing.
• Ensuring the event space is available a minimum of two (2) hours prior to the event start time and two (2) hours following the event end time for setup and cleanup.
• Providing adequate trash receptacles and coordinating trash removal.
• Providing, for larger events, a staging or storage space outside of guest view for backup food, equipment, and service supplies.
• If SIUE Catering staff are required to remove trash at the conclusion of an event, additional labor fees will apply.

   

Location Changes After Setup

• Once an event has been fully or partially set up, any last-minute location changes will result in an additional fee.
• Fees will be determined by the Catering Department based on the extent of the setup, labor required to relocate food and equipment, and overall impact to staffing and service timing.

   

Leftovers & Food Removal

• In accordance with Health Department regulations, all perishable food must be removed from the event space by SIUE Catering staff at the conclusion of the event.
• This policy is non-negotiable and applies to all catered events.
• Guests may not remove buffet food, plated meals, or display food from the venue.
• Non-perishable, unopened items such as bottled beverages or pre-packaged snacks may be taken if approved by Catering.
• SIUE Catering does not provide to-go containers, boxes, platters, or bags for buffets or receptions.

   

Minimum Order Requirements

• Monday–Friday: $75 minimum food order.
• Saturday & Sunday meals: $600 minimum food and beverage order.
• Saturday & Sunday refreshments: $200 minimum food and beverage order (beverages, appetizers, or snacks only).
• Orders under $75 are available as carryout only.
• Minimums apply before taxes, service charges, and delivery fees.

   

Service Charges & Labor Fees

• A 6% service charge applies to all events requiring setup.
• Events exceeding the scheduled 90-minute service window will incur additional labor charges of $25 per hour, per staff member.
• Additional service staff may be requested at $25 per hour, per staff member, with a four-hour minimum.
• Events with start times before 7:00 a.m. or after 8:00 p.m. will incur a 10% off-hours service charge.
• Service charges are not gratuities.

   

Payment

• A deposit equal to 50% of the total estimated catering charges is required no later than ten (10) business days prior to the event date.
• The remaining balance is due no later than five (5) business days prior to the event date.
• Events may be subject to cancellation if required payments are not received by the stated deadlines.
• A 7.6% sales tax will be applied to all orders for organizations that are not tax exempt.
• Proof of tax-exempt status must be provided at the time the order is placed to avoid tax charges.

   

Linens & Rentals

• Standard table linens are available at $6.50 per tablecloth and must be ordered at least 14 days prior to the event.
• Standard linen colors include red, white, and black.
• Specialty linen colors are available for $8.50 per tablecloth, subject to availability.

   

Eco-Friendly Serviceware & China Service

• SIUE Catering offers compostable, eco-friendly serviceware as an enhanced alternative to traditional disposable products.
• Eco-friendly serviceware is available for $2.00 per guest and provides a more elevated presentation while supporting sustainability efforts.
• China service is available for select events and locations.
• $2.25 per guest for events held within the Morris University Center.
• $4.50 per guest for events held at other campus locations.
• Fees for locations outside of the main SIUE campus will vary based on logistics and labor requirements.

   

Delivery Outside the Morris University Center

• A 20% out-of-building service charge applies to all food orders delivered outside of the Morris University Center.

   

Product Availability

• Menu items and ingredients are subject to availability and may change due to supplier shortages or market conditions.
• SIUE Catering will make every effort to notify clients of any necessary changes in advance.
• We avoid making changes to confirmed menus whenever possible and will only make substitutions when required to ensure product quality and service continuity.

   

Dietary Restrictions & Allergens

• SIUE Catering offers menu options that accommodate vegetarian, vegan, dairy-free, and gluten-sensitive preferences with advance notice.
• Requests must be submitted no later than five (5) business days prior to the event.
• It is the client’s responsibility to gather dietary and allergen information from guests in advance. Requests communicated during the event cannot be guaranteed.
• SIUE Catering is not a gluten-free facility. While gluten-sensitive options are available, cross-contact may occur, and we cannot guarantee that any menu item is completely gluten-free.
• Due to shared equipment, preparation areas, and fryer oil, SIUE Catering cannot guarantee that food will be free from allergens.
• Guests with severe food allergies should consult with their Catering Specialist prior to the event.

   

Custom Menus

• If a suitable menu option is not available, SIUE Catering is happy to collaborate on a custom menu.
• Custom menus require additional lead time.
• Pricing is based on ingredients, preparation, and service requirements.
• All custom menus are subject to Catering Department approval.

   

Equipment & Decor Responsibility

• Clients are responsible for all SIUE Catering equipment, serviceware, and décor used during their event.
• Charges will apply for any items that are damaged, broken, or missing following the event.
• Responsibility applies regardless of whether damage is caused by guests, vendors, or other third parties.

   

Health, Safety & Professional Standards

• SIUE Catering adheres to all local and state food safety regulations, including HACCP standards and University health policies.
• The Catering Department reserves the right to modify or discontinue service if conditions are deemed unsafe or if these policies are not followed.