1.

Housing and Food Services is available to assist with planning your catered event and can provide detailed information useful in that planning.  Feel free to contact an HFS manager even during initial planning stages of your event for assistance with menu ideas and Heritage Room reservations.  We do ask that an approximate number of attendees be given and that a campus event registration form be completed for all events held outside of the Mill (and even some events within The Mill if outside persons will be attending and need parking).

2.

We ask that catered events be scheduled at least two weeks in advance in order that we can procure items and schedule staff appropriately.  For any event that is scheduled with less than one week prior to the date and time of the event but more than 3 days prior, a 10% surcharge will be added to the total bill.  For any event with less than 72 hours notice prior to the date and time of the event, a 25% surcharge will be added.

3.

A final count is needed 48 hours prior to all catered events.  Any additions to that count with less than 48 hours notice will have a 20% surcharge added.

4.

In the event of a cancellation less than 48 hours before a scheduled event, 50% of the non-recoverable costs incurred by Food Services will be charged to the appropriate group or organization.

5

There will be a $25 minimum for all catered events.

6.

There will be a 10% service charge added for any catered event outside of the Mil

7.

For catered events that are NOT held on the Penn State Mont Alto campus, a service charge of $75 will be incurred.

8.

Per Board of Health regulations, no food may be taken from a catering site.

9.

We ask that no equipment, utensils or serving ware be taken from a catering site.  In the event that any of these items are taken from the site, a $35 charge or the cost of replacement, whichever is greater, will be added to the final bill.

10.

The linens for any serving tables are included in the price of the items.  Linens for tables for any other reason, for dining, registration, etc., will be $6 per dining table.  This includes tablecloths, skirting and napkins.  Disposable paper tablecloths and napkins can be used at the same cost.  Fresh flowers can be added to any set up for market price, plus 15%.  We must have two weeks’ notice for floral arrangements.

11.

Student organizations that request catering services must submit a written authorization approval from their staff or faculty advisor, and must include the appropriate budget number that will be charged for the catering event.  HFS must receive approval before any services are rendered.

12.

In the event an unusual or uncontrollable circumstance arises, Food Services may make substitutions to the menu of a planned catered event.  Any changes will attempt to be of comparable quality.  HFS will attempt to contact the client planning the event in advance.

13.

If an event starts more than 30 minutes after the scheduled start time, Food Services cannot be held responsible for the quality of the meal.

14.

The client will be billed for any additional labor costs incurred by an event running later than scheduled.