University Catering Policies, Procedures, & Fees

Start Early

We at University Catering (UC) are excited about your upcoming event and how we will work with you. Many successes begin in the details, and this event will have a great start with the information you provide us.

• Venue and room number
• Room set-up (table size)
• Start and end times of your event
• Estimated guest count
• Itinerary of the day’s activities
• Allergens (if known)
• Billing information

Additional charges may be applied.

• Local sales tax
• State sales tax
• Labor
• Floral
• Linen fees
• Disposable ware
• China charge
• Rental of decorations

Labor charge

• 20% for University-sponsored buffet meals
• 25% for University-sponsored served meals
• 20% for reception services
• 30% on non-university sponsored events
• Extra Labor Fees
  Applies to meal when extra service is desired over and above that which is normally provided
  
  • Extra Server $20 / hour
  • Extra Bartender $30 / hour
• Charge of $20 / hour applied when University Catering staff are needed and utilized for non-food or -beverage events (e.g., dropping off items, delivering box meals, and adding linens to tables)

Other fees

• Small group fee
  • Served meal or buffet with 20 or fewer guests: $35
• Delivery transport fees
  • On-campus event: Included
  • Off-campus/Muncie area: Included
  • Off-campus outside Muncie area: $175
• Children’s meals
  When served with adult meals
  
  • Age 3 & under: No charge
  • Age 4 – 8: $7.95 per child

Pricing quotes subject to change due to fluctuating costs.

Any adjustments made to the contract with fewer than 72 hours until your event are subject to additional fees. It is UC’s policy to prepare food for the guaranteed number of guests only. Guaranteed number of guests will be required three business days* prior to the event. If additional guests are at the event, we will do our best to accommodate with the product that is available, plus an additional 25% event fee.

*please see the Ball State calendar for standard university office hours

A 7% state sales tax and 1% food & beverage tax will be applied to all food and beverage sales. Tax-exempt organizations are subject to be charged tax on prepared food.

It is the responsibility of the client to provide the appropriate documentation prior to invoicing of the tax-exempt status. A copy of the Indiana Gross Retail and Use Tax Certificate is required.

On-premise includes Student Center, Alumni Center and E.B. & Bertha Ball Center. These locations have an in-house kitchen and equipment.

Off-premise includes all other locations on- and off-campus.

• On-premise served meal:
  • China included
• On- or off-premise buffet meals:
  • Standard Disposables included
  • $1.75 per person high-end disposables
  • $2.50 per person on-premise china fee
  • $3.50 per person off-premise china fee
• Off-premise served meal:
  • $3.50 per person china fee
• Silverware only
  • $1.25 person on buffet meals
• Receptions
  • $1.25 per person on-premise china fee
  • $2.25 per person off-premise china fee
  • $0.08 per piece for standard disposables
    • Maximum of $0.32 per person
  • $1 per person high-end disposable plates

University Catering provides linens for all buffet and dining tables when a full meal is ordered. These prices are based on 8-person tables. Additional linens will be charged accordingly. Linens can be provided, at charge, for non-meal needs. Please notify your Catering Representative for linen requests.

The client is responsible for arranging, and setting up all tables, chairs, and special equipment needed for the event. Additional charges will be applied to your invoice for set-up of equipment and/or tables (at $25 per person).

University Catering understands that last-minute requests may sometimes be impossible to avoid. Because we take pride in the quality of our food and service, it is possible that a request made fewer than three full business days in advance, not including the day of the event, may not be able to be fulfilled. If UC approves, orders placed fewer than three business days in advance are subject to an additional 25–30% labor charge, a limited menu, and/or service based on availability.

Events or menu items cancelled or changed after order confirmation will be subject to the following charges:

• Cancellations 10 business days or more prior to the event incurs no additional charge.
• Cancellations/changes fewer than 10 business days from the event may result in additional charges or may not be accommodated.
• Changes within 48 hours of the event will incur (e.g., labor charges, food expense, additional service expenses) an additional charge or may not be accommodated.
• Cancellation within 24 hours of the event will result in a charge of the full cost of the event.

UC offers a large variety of beverages for your enjoyment. Alcoholic beverages may not be brought in to any venue on campus. We reserve the right to refuse alcohol services to any patron that appears to be intoxicated or underage. All guests must have a state-issued identification card on them to be served alcohol. We adhere to all regulations set forth by the State of Indiana Liquor Laws.

Bars with food will accrue an $125 set-up fee for a three-hour allotted time with one bartender provided. Bars without food will accrue a $250 set-up fee for a three-hour allotted time with one bartender provided. This fee includes set-up and tear-down of the bar. Additional bartenders or extended hours will be charged an additional $30 per bartender per hour.

All on-campus events must have the approval from the Office of Risk Management in order to have alcohol service.

• Host Bar
  • Client will pay for all beverages and will be billed following the event.
  • Premium wine and house wine will be charged the current rate per opened bottle.
  • Premium beers and domestic beers will be charged the current rate.
  • All items are charged per usage.
  • Disposables are included with bar fee.
  • Glassware can be provided for an additional $0.50 per person.
• Cash Bar
  • Your guest will pay at the event for their beverage of choice.
  • Cash only accepted at the bar

University Catering can provide wine service at dinner for $30 per bartender per hour in addition to cost of each opened bottle of wine.

Please ask a University Catering representative for a current beverage and price list.

Student organizations with a valid Ball State University account number will be billed the week following the event. An account number must be provided prior to the event. A student group without a valid BSU account number will be required to provide full payment three business days prior to their event. All contracts must be returned to UC by 4 p.m. three business days prior to your event (this does not include your event date) with an authorized signature.

If you have made arrangements with UC and received a contract, you must contact UC to cancel the event even if you have not returned a signed contract. If the event is not canceled, you will be billed the full amount on the contract regardless if it is signed or not.

Off-campus clients are required to prepay for all catered services. Any additional charges will be invoiced following the event, at which point you will have thirty days from the invoice date to fulfill your payment. You will have thirty days from the date of invoice to pay.

• A non-refundable $200 consultation deposit is required at the time of booking the date of the event.
  • This deposit will be applied to the total bill.
• 50% of the total estimated charges are due and payable four weeks in advance with the balance due three business days prior.
• Tastings are available for a fee of $100 for up to three entrees.
  • If you book your event with UC, the $100 will be applied to the deposit.

If additional action is necessary to collect the total amount due, the university’s court costs, legal fees, and collection costs will be added to the outstanding balance of the account. Additional fees may apply.

UC will make every effort possible to accommodate all special dietary requests. All dietary needs must be presented to UC at least three business days prior to the start of an event (not including the day of the event). Because special preparation is incurred to prepare these special dietary needs, an additional fee may apply.

An additional labor fee will be assessed if the serving time is delayed more than thirty minutes through no fault of University Catering. This will be figured on a per-hour fee for the total number of servers covering the event. Service extensions are defined as those exceeding the following time limits for service:

• Breakfast—1.5 Hours
• Luncheon—2 Hours
• Dinner—2 Hours
• Receptions—2 Hours

The university does not assume responsibility for damage or loss of any merchandise or articles left on the premises. Loss or damage to University Catering property during an event will be added to the final cost at time of billing

University Catering follows the Indiana Department of Health Food Code for all perishable food items. Nonperishable food items can be packaged if requested.