Policies & Procedures

PLACING YOUR ORDER 

Orders and inquiries for catering may be placed by phone at 310-206-0730, our website link www.asucla.ucla.edu/catering or via email at catering@asucla.ucla.edu. 

ASUCLA Catering requires a minimum notice of four (4) business days prior to an event to place a catering order. Orders placed after this time will incur additional fees. Catering PLACEHOLDERS can be made in advanced, and must be confirmed four (4) business days prior to the event date. 

Orders received or confirmed after 12:00 PM are dated the next business day. 

Additional Fees 

Any confirmations received less than four (4) business days prior to the event date are subject to the following fees: 

• Three (3) business days prior - 5%, of total order (excluding tax) 

• Two (2) business days prior - 10%, of total order (excluding tax) 

• Before 12pm one (1) business day 15%, of total order (excluding tax) 

• Day of event – 25%, of total order (excluding tax) 

Orders placed after 12pm one (1) day prior are considered same day orders. 

All catering orders should be finalized four (4) business days prior to the delivery date. Additions made to existing catering orders are subject to the above fee schedule. 

BOOKING CONFIRMATION and APPROVAL 

Once a catering order is placed with ASUCLA Catering, you will receive an email (preliminary invoice) outlining all the details of your order. Upon receiving the preliminary invoice, a response must be given to confirm, make revisions, or cancel the order. No response at least two (2) business days prior to your event will be taken as a CONFIRMATION and the order will be subject to our policies and procedures 

An order that has been confirmed indicates: 

• You have reviewed and approved the catering order 

e.g. times, location, date, quantities, contact information, etc. 

• You accept all terms, conditions, current policies and procedures 

Orders placed less than four (4) business days in advance must be confirmed within two (2) hours of catering confirmation receipt, unless otherwise stated by your sales representative. Same day orders must be confirmed immediately. 

PAYMENT 

University Affiliates 

ASUCLA Catering accepts UCLA POs/LVOs, Credit Cards, and Checks. Payment made by UCLA LVO/PO/PAC should be sent in two (2) business days prior to the event date. Clients not using UCLA POs/LVOs are required to pay the full balance four (4) business days prior to their event. 

*The following policies are intended as guidelines only and are subject to change at the sole discretion of ASUCLA Catering  catering@asucla.ucla.edu 

Registered Student Groups 

Payment made by UCLA LVO/PO/PAC should be sent in two (2) business days prior to their event. Payments made using Student Government Funding require proof of submitted requisition form two (2) business days prior to their event. Clients not using UCLA POs/LVOs are required to pay the full balance four (4) business days prior to their event. 

Non UCLA Affiliates 

Any non-university catering orders require a 50% deposit by credit card, due upon electronic approval of catering order no less than one (1) week prior to the event. The remaining balance will be due two (2) business days prior to the event, and can be made with cashier’s check, money order, or though online payment. 

Any non-university catering orders booked less than four (4) business days from the event date are required to pay with credit card, due upon electronic approval of catering order. 

ORDER GUIDELINES 

The following are ASUCLA Catering’s minimum requirements: 

• A minimum food subtotal of $75 per order is required for all orders. 

WEEKENDS 

All weekend orders are subject to approval from ASUCLA Catering. A minimum food subtotal of $75 per order is required for all orders. 

• SATURDAY: Hot Food subtotal minimum of $500 

• SUNDAY: Hot Food subtotal minimum of $1000 

EARLY MORNING AND LATE NIGHT

A surcharge of $50 will be applied to orders placed before 7:00 AM or after 7:30 PM.

HOLIDAYS 

Catering requests held on UCLA recognized holidays are subject to approval from ASUCLA Catering and will be subject to the following requirement and fees. 

• Hot food must meet a $1000 minimum for all holiday orders. 

• A $250 staffing fee per delivery will be added to all holiday orders. 

• A $500 chef fee will be added to all holiday orders for hot food. 

ADDITIONAL CHARGES 

• Orders that do not meet the $75 minimum requirement will assess a $25 surcharge. 

• Orders that do not meet the minimum requirements for specific menu items will assess a surcharge equal to at least 10% of the total of that menu item. 

• A $25 return trip fee will be assessed for any delivery or pick-up due to inaccessibility (e.g. locked rooms, extended meetings , changed location of equipment) or any other reason our equipment is not readily 

available for delivery or pick-up at the previously agreed upon time outlined on the catering order. 

CANCELLATIONS 

Any cancellation of catered events or ordered menu items will be subject to the following charges: 

• 25% of grand total (including rented equipment, floral arrangements) if cancelled three (3) business days prior to event 

• 50% of grand total (including rented equipment, floral arrangements) if cancelled two (2) business days prior to event 

• 75% of grand total (including rented equipment, floral arrangements) if cancelled after noon (12:00 PM) the day prior to event. 

• 100% of grand total (including rented equipment, floral arrangements) if cancelled the day of event, since 

food has been prepared. 

*The following policies are intended as guidelines only and are subject to change at the sole discretion of ASUCLA Catering  catering@asucla.ucla.edu 

DELIVERY / SERVICE POLICIES 

To ensure a successful execution of your catering order, we ask that you provide building access and/or an unlocked room/building at least 45 minutes prior to the event start time, or as shown on the banquet event order. 

Please note that ASUCLA Catering does not provide tables for delivery. Clients are asked to arrange for table setup or to make adequate counter space available 45 minutes prior to the event start time. 

We ask that our clients ensure the safeguarding of all ASUCLA property and equipment dropped off at the event/delivery site. Any lost, stolen, or damaged equipment is subject to the replacement value of the lost, stolen, or damaged item(s) and will be charged to the client’s master bill. 

For any deliveries to outdoor or public areas, please ensure that the client or a department representative is present to receive the delivery and provide supervision prior to, during, and up to one (1) hour after the event. 

In compliance with Food Health and Safety code regulations, perishable food items can only be presented for a maximum of four (6) hours. 

SERVED MEALS & BUFFETS 

We require that adequate staging facilities be made available to our catering staff. Please ensure that the event location and staging area is accessible a minimum of two (2) hours prior to event start time. 

In order to provide the best service possible, ASUCLA Catering will determine the appropriate level of staffing needed for your event. Service attendants are required for all served meals and any buffet for 100 guests or more. 

ALCOHOLIC BEVERAGE SERVICE 

ASUCLA Catering does not offer full bartending services. We can provide pourers and “bartenders” for beer and wine service only. ASUCLA Catering can provide the following bartending services: 

Bartender- ASUCLA Service Attendant “Bartender” – provides alcoholic beverage service (beer and wine only), and does not include any services offered in the Bar Setup. 

Bar Setup includes: 

• Portable sico bar w/ skirting (optional) and service equipment: corkscrew, beer/ wine glasses or plastic cups, cocktail napkins, and linens

• Receiving, chilling, and storage of alcoholic beverages no more than 48 hours prior to event. 

• Post-event storage of alcohol is not to exceed three business days after event 

• An ASUCLA Catering Bartender is required for the bar setup service 

If you plan to serve alcoholic beverages at one of your ASUCLA Catered events, please note the following: 

• ASUCLA Catering does not have an alcohol permit, so ASUCLA Catering is prohibited from purchasing or selling 

alcoholic beverages. If you would like to serve alcohol at your event, your Sales Representative will gladly refer you to a third-party provider. 

• If you would like a full bar set up with hard alcohol, either cash or hosted, we can also direct you to an off-campus vendor. Please ask your ASUCLA Catering Sales Representative for details. 

*The following policies are intended as guidelines only and are subject to change at the sole discretion of ASUCLA Catering  catering@asucla.ucla.edu 

ALCOHOLIC BEVERAGE SERVICE cont. 

• It is the client’s responsibility to ensure all guests are of legal drinking age and to provide either drink tickets or wrist bands to monitor alcohol consumption. 

• There is a two drink maximum per person at all events. 

• ASUCLA Bartenders reserve the right to refuse alcoholic beverage service to any person who, in 

ASUCLA Catering’s judgment, appears intoxicated. 

• Non-alcoholic beverages must be available at the event. 

SUSTAINABILITY 

In recognition of our responsibility to minimize our negative impact on the environment, ASUCLA has developed a sustainability policy that focuses on reducing waste and conserving resources. Please do not keep or throw away any equipment. An equipment fee will be added to your order for any equipment not returned. For more information regarding ASUCLA’s Target Zero Waste efforts, visit www.asucla.ucla.edu/about-asucla/core-values/. 

OUTSIDE FOOD & BEVERAGES / FOOD WAIVERS 

ASUCLA policy indicates that ASUCLA Catering is the exclusive caterer and food service provider and maintains first right of refusal to provide services to all ASUCLA Facilities, including Ackerman Union and Kerckhoff Hall. No outside food or beverages may be brought to these venues unless otherwise approved (via an approved Food Waiver Request Form) by ASUCLA Catering. 

Food waivers are determined on a case-by-case basis and may be granted under the following circumstances: 

• Desired menu consists of cultural cuisine that ASUCLA Catering cannot produce 

• Desired menu is being donated directly from a licensed and bonded restaurant or company 

The following documents are required for any food that is not pre-packaged: 

• Certificate of Insurance 

• Seller’s Permit 

• Current Health Permit 

Depending upon the nature of your event, ASUCLA Catering staff may be required to be present during your event. Any staff will be charged on an hourly basis. 

A per person fee will be charged for all catering orders by non UCLA clients. 

Food Waivers must be turned in with all proper documentation no later than 12PM, four (4) business days prior to your event. Please feel free to contact the catering office if you have any questions. 

 * All prices are subject to change without notice.