Catering Guidelines


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Catering Guidelines

Thinking of having us cater your next event? Be sure to read the following guidelines for specific details regarding how to place an order, what is included with your order, and important payment information. Don't forget to check out the variety of menu options we offer! 

To place an order through UMD Catering, please email umdcater@d.umn.edu or call 218-726-7177. 

For more detailed information, please review the UMD Food Service Policy. 

Ordering:
catering staff
We're excited to cater your next event!

To place an order with us, please call 218-726-7177 or email umdcater@d.umn.edu. Advanced notification of at least three weeks for any event of fifty or more guests is required. Also a two weeks notice on luncheon, dinner and reception information is required. If shorter notice is given, we will do our very best to accommodate you, but your menu selections may be limited and additional service fees will be incurred. This charge will be at least 10 percent, with a minimum of $10.00.

For all “breaks” and “non-meals” requested, late charges will be incurred if orders are not received 72 business hours prior to the scheduled event. This charge will be an additional 10 percent, with a minimum of $10.00. To ensure service, orders needed for Monday must be received by Wednesday of the prior week.

Event Planning:

Room reservations and requests for media equipment, tables, etc. are handled by Kirby Student Center Reservations. Please contact Lesa Radtke (Kirby Assistant Director for Events & Conferences) at (218)-726-7166 or email her at lrradke@d.umn.edu or visit their website www.d.umn.edu/kirby.

The catering office (125 Kirby Student Center) can assist you with menu planning. Please feel free to contact us by E-Mail (this is the preferred method of ordering as it provides everyone with a written copy and confirmation of the order) or by telephone (218)-726-7177 or (218)-726-7955.

It is UMD Catering Services department policy that for the protection of students, staff, and the public attending a meeting, meal, conference or special event that all food will be provided by UMD Dining Service. The Catering department will be unable to assist any department or organization that wishes to use food items from other sources.

Wedding Reception Information:

UMD Catering takes pride in providing wedding reception services during the summer months & some dates during the academic school year. Please begin your planning by calling Kirby Student Center Reservations at (218)-726-7166. Then visit our Wedding Page & Call us at (218)-726-7177 to discuss details.

Outdoor Events:

The Catering department is happy to accommodate your on-campus, outdoor events. In an effort to make all aspects of your outdoor event run smoothly, we do require that you have reserved an adequate rain site and that the rain site selected be approved by the Catering Manager. In the event of inclimate weather, the decision to move the event indoors will be made at least four hours prior to the event by the Catering department and not the individual or department hosting the event. If you would like to have a Chef on site grilling there will be an additional $50.00 charge per Chef (one chef needed per every 250 guests).

Services and Fees:

Orders from Catering Services can be picked up or delivered. A ten percent delivery charge will be added to all orders delivered. The minimum charge is $10.00 for on campus deliveries based on the delivered amount with a maximum of$50.00. There are no delivery fees for any Kirby Student Center rooms or for our boxed lunch or sub, chips and pop orders on campus that do not require the use of a van or truck.

Any deliveries that require the use of a van or truck will accrue additional delivery charges of 25 percent added to all orders delivered. The minimum charge is $25.00 with a maximum charge of $50.00.

If you choose to pick up an order, you are responsible for returning the cart and other Dining Service equipment (trays, coffee pots, etc.). Equipment sent out is recorded. There will be a charge for any items not returned or returned damaged.

After Hours Service:

Because the University is closed during most holidays, service is unavailable. September through Spring Commencement, UMD Catering Service strives to provide service Monday through Sunday, with the exception of holidays. Any events requiring service after 6:00pm Monday-Friday, or on weekends, may incur additional services charges (minimum of 10 percent).During summer hours, UMD Catering strives to provide service Monday through Sunday, with the exception of holidays. Any events requiring service after 4:30pm Monday-Friday, or on weekends, may incur additional service charges (minimum of ten percent).

Additional Services:

For an additional fee, catering can supply a variety of special services (flowers, centerpiece items, votive candles, linens, etc.).

Final Guarantees:

To keep your costs as low as possible, it is very important to have an accurate count. For all events, a confirmed count is necessary 72 business hours (Monday-Friday 8:30am-4:00pm) prior to the scheduled event. Effective May, 2005, the confirmed count will be considered a minimum guarantee and not subject to reduction. In the event that you need to increase your guest count within the 72 hours prior to your event, UMD Catering will make every effort to accommodate the additional guests. Please note that additional meals may require substitution from the confirmed menu and service charges may be added for any costs incurred by Dining Services, with a minimum of $10.00.

During summer months a confirmed count is necessary one week prior to your scheduled event. You will be billed for 100 percent of the guarantee or the number of guests served-whichever is greater. If a confirmed count is not received, we will assume the original guest count to be the guarantee.

Cancellation:

To avoid any charges, Catering Services must be notified of a cancellation 72 business hours prior to the scheduled event. Cancellations after this deadline, or “no shows”, will be billed accordingly, with a minimum charge of $10.00.

***In the event that UMD has an emergency closing, ALL Catered events are CANCELLED. ***

Health Department Guidelines:

Health Department regulations do not permit taking left over food from any event. Any leftover food is the property of UMD Dining Services. Please contact the Office of Environmental Health and Safety with any questions. Please be aware that most food, due to Health Department regulations, can’t be left out at room temperature for any longer than two hours. See the following web site for more information www.d.umn.edu/ehso

Kirby Student Center Alcohol Policy:

The Regents of the University of Minnesota have approved an alcohol license for the Kirby Student Center building, the Kirby Terrace, and the plaza between Kirby Student Center and Kirby Drive (the licensed venue”). The license allows UMD Catering Services to serve alcohol at approved events in the licensed venue, rather that requiring customers to contract with a third-party vendor for alcohol service. 

For more details, please refer to the UMD Alcohol Policy. 

Note: 

  • Please Call Catering with Inquires, as special requests are available
  • Alcohol service requests must be submitted at least (2) weeks out prior to the event. Much Sooner for a Special Occasion Larger Event Please. 
  • NO Gratuity Fees, NO Glassware Fees, NO Server Fees, NO Set-Up Fees. 
  • A UMD Police officer will be required to staff the event.

*Any gratuities collected are put into a Dining/Catering Services scholarship fund for our wonderful student staff. We have NO extra charges for bar set-up, bartenders or bar glassware.