ASUCLA Catering Policies & Procedures

Placing Your Order

Orders and inquiries for catering may be placed by phone at 310-206-0730, our website, 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, and 25%, of total order (excluding tax), if made day of event.

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.

An email confirmation of your event order must be submitted to the ASUCLA Catering Office four (4) business days prior
to your event. Electronic approval will confirm;

  • 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 advanced must be confirmed within two (2) hours of catering confirmation receipt, unless otherwise stated by your sales representative. (or your order will not be placed)

Same day orders must be confirmed immediately.

All catering orders will be cancelled if electronic approval has not been received two (2) business days prior to the event. Any re-instated orders will be subject to all applicable fees.

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.

Registered Student Groups

Payment made by UCLA LVO/PO/PAC should be sent in two (2) business days prior to their event. Payment 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 the credit card on file.

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 $350
  • SUNDAY: Hot Food subtotal minimum of $500

Holidays

Catering requests held on UCLA recognized Holidays are subject to approval from ASUCLA Catering, and will be assessed the following fees.

  • A $250 staffing fee per delivery will be added to all holiday orders.
  • Hot food must meet a $1000 minimum for 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 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 , location of equipment has been changed) or any other reason our equipment is not readily available for pick-up or delivery 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, food prepared.

Delivery / Service Policies

To ensure a successful execution of your catering order, we ask that you provide building access and/or an unlocked building/room location 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 adequate counter space to be made 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 be present to receive the delivery and provide supervision prior to, during, and end of the event (up to one (1) hour).

In compliance with Food Health and Safety code regulations, perishable food items can only be presented for a maximum of four (4) 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 reception and/or any à la carte meal. Service attendants are required for any buffet for 100 guests or more and all served meals.

Alcoholic Beverage Service

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

Bartender – ASUCLA Service Attendant “Bartender” – who can provide alcoholic beverage service (beer and wine only). 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 linen
  • Receiving, chilling, and storage of alcoholic beverages no more than 48 hours prior to event
  • Post-event storage of alcohol 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, thus ASUCLA Catering is prohibited from any purchasing or selling of alcoholic beverages. Your Sales Manager/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 direct you to an off-campus vendor. Please ask your ASUCLA Catering Sales Manager/Sales Representative for details.
  • 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.
  • Two Drink maximum per event.
  • 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. All trays and lids that are used for your event will be reused, and need to be returned at the end of your event. 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 into 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- ASUCLA Catering cannot produce
  • Desired Menu is being donated directly from a licensed and bonded restaurant/company

The following documents are required for any food that is not pre-packaged must be accompanied by:

  • 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 required 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.

*The following policies are intended as guidelines only and are subject to change at the sole discretion of ASUCLA Catering