Catering Information
Please carefully review the OHIO Catering policy below when planning your next catered event:
OHIO Catering Information
Requests for catering services from OHIO Catering should be made online by using our web portal.
The OHIO Catering office, located in Baker University Center 125 is open to accept orders Monday - Friday from 8 AM to 5 PM, excluding holidays. The office can be contacted by calling 740.593.4035 or emailing catering@ohio.edu.
When planning for catered services, we ask that you plan as far in advance as possible. We would like you to contact our Catering office at least two (2) weeks prior to your event, and in no case fewer than five (5) business days. Two weeks gives us enough time to plan the best event for you, schedule our staff and order the foods, beverages and linens. OHIO Catering will make every effort to satisfy your requests for functions booked less than five (5) business days prior to the event date. Late fees will be assessed as follows:
- 25% charge for placing order within only 4 business days' lead time.
(Example: Placing order on Monday for Friday is only 4 days)
- 35% placing order within 2-3 business days' lead time.
- 45% charge for placing order within 1 day or same day.
Important Information for Planning Your Event
- Name of Department or Group.
- Account Number if charging to a Department, Billing Authorization, or Credit Card.
- Contact information with cell phone number preferred.
- Event Itinerary.
- Vegetarian or vegan meals needed.
- Special diet considerations.
- Special layout needs (reserved seating, head tables, skirting).
- Rain location if outdoor event is planned.
- China or disposable service.
- Style of service: Buffet; Served; Delivery/Setup; Delivery/Drop-off; Carryout.
- Program details – awards ceremonies, speakers, etc.
- Budget parameters.
Types of Services Offered
- Served – All courses are served to each person, at the dining table. Depending on the time constraints of your event, the salad and/or dessert courses can be pre-set. Pricing is based on a single-menu entrée selection, plus a gluten-free/vegan option.
- Buffet – This style of service offers a variety of menu choices. Quantities of food will be prepared to adequately to serve the number of guaranteed guests. This, however, does not imply the buffet will be all-you-can-eat. A buffet is suggested when the following may occur: guests arriving at different times; physical layout of the room; mixed crowd requiring a varied menu; lack of facilities to serve formally; or a more informal style of event.
- Delivery setup/pickup – Deliveries made on campus with a setup required. Please be sure to order adequate tables from Event Services for events in Baker University Center, Walter Rotunda, Templeton-Blackburn Alumni Memorial Auditorium and Moving and Surplus for outdoor spaces. Tables and chairs need to be set up at least 3 hours before the event start time. Catering setup will be approximately 30 minutes before your event is to begin unless instructed otherwise. If you need the event picked up promptly at the ending time, please be sure to indicate that when you arrange for catering service. A delivery fee will be added to any order outside of Baker University Center. Delivery times are available from 7 AM to 10 PM. Please make access arrangements for any buildings. Any delivery before or after these times may incur an additional charge dependent on time, guest count and location. Pricing includes the pickup of all equipment. All equipment is the sole property of OHIO Catering and must be secured by the customer until picked up by our staff. Any equipment not returned or returned damaged will be charged full replacement cost.
- Delivery drop-off – Deliveries made on campus with no setup required, as well as no return pickup/cleanup. A delivery fee will be added to any order outside of Baker University Center. A drop-off cannot occur if the menu requires reusable equipment. Delivery times are available between 7 AM to 10 PM. Any delivery before or after these times may incur an additional charge dependent on time, guest count and location.
- Pickup – Arrangements can be made for you to pick up your order at Baker University Center Room 125, Monday – Friday 8 AM – 4:30 PM. You are responsible for the prompt return of any equipment that has been used at your event. Your account will be charged for any equipment that has been damaged or is not returned within two (2) business days from the date of your event.
Service Charges
- A deposit of 50% of the total event price is required for all events scheduled by an off-campus entity.
- That deposit is 100% refundable at least thirty (30) days before the event, and refundable up to 50% at least eleven (11) business days prior to the event cancellation.
- The deposit is non-refundable if cancelling within ten (10) business days of the scheduled event.
- Breakfast/Lunch buffets and receptions do not include the cost of wait staff.
- Full-service dinners include the cost of appropriate wait staff. Full-service dinner staffing is scheduled for a 2-hour event (1 hour dinner/1 hour program).
- Additional staffing charges will be added to events that exceed 2 hours in length (i.e. Weddings, Award Ceremonies, Gala events, etc.)
- Following are the costs of additional staffing:
- Server/Attendant – $18 per hour
- Bartender – $18 per hour (5 hour bar maximum bar service)
- Delivery Charges
- Delivery drop off: $25 on campus
- Delivery setup/pickup $60 on campus
- Linen fee: A charge for table skirt(s) will be added to orders below $150.
- A $3.00 per person fee to move china outside Baker University Center.
- Mileage at the IRS Standard Mileage Rate for off-campus events will be added for off-campus events in addition to the standard delivery fees.
Pricing
We reserve the right to adjust or change our advertised pricing based on location, seasonal product availability and the current market price of products. Once your contract is signed, your prices are guaranteed. Sales tax will be added to the bill for all non-OHIO University events unless proof of exemption is provided.
Order Catering
Guaranteed Count
- Once you approve your quote, you will receive a final order confirmation. Final order confirmations requiring any changes can be made within 24 hours. An estimated count must be communicated at the time the event is scheduled. At this point, OHIO Catering will plan and schedule for all the guests that you indicate will attend.
- A Guaranteed Count must be given to the OHIO Catering office by 4 PM no later than five (5) business days prior to the event (Monday is the deadline in the case of an event for the following Monday). The Guaranteed Count is the number that we will schedule, prepare and bill for (unless your actual attendance is higher than the guarantee). A late fee will be added to any order placed or changed with fewer than five (5) business days’ notice.
Event Space and Equipment
Please reserve most non-food related equipment and arrangements by contacting OHIO University Event Services at 740.593.4000. Please place reservations requests for spaces in Culinary Services and Housing online at https://www.ohio.edu/housing/reservations. All non-food related equipment and arrangements include the room reservation, the setup and room configuration, technology and audio visual needs, and other facility related information.
Please be advised that any linens, china, cutlery and décor items rented from an entity other than OHIO Catering is the responsibility of the person/group/department who ordered them. OHIO Catering can assist with these items on events, but will not be responsible for the receipt or return of these items to an outside vendor. Please make arrangements to have these items, delivered, picked up, and accounted for in advance of your event.
Food Safety
OHIO University takes exceptional care to follow recommended proper food handling procedures in the best interests of our clients and guests to help reduce the risk of foodborne illness. As such, we have certain service guidelines designed to help us maintain this high level of food safety practice. These guidelines include not serving or making available for service any food or beverage that was not produced or supplied by OHIO University Culinary Services or one of our approved vendors; adhering to time limits that food may be held safely for service; limiting the service of certain foods to certain locations and conditions under which food safety guidelines can be upheld; and keeping customers from removing perishable foods from functions for later consumption. These and other guidelines have been put in place to help protect you and the University from the risks of foodborne illness.
Important Information
- OHIO Catering reserves the right to substitute items based on product availability. We will make every attempt to inform you of this change as far in advance as possible.
- OHIO Catering reserves the right to adjust prices at any time in response to fluctuations in food and labor costs.
- Please discuss any special dietary requirements with the Senior Catering Manager at catering@ohio.edu or 740.593.4035.
- All events planned to be served outdoors, must have an emergency plan in case of inclement weather.
- Catering orders need to be placed at least 5 business days prior to the date of the event. If you experience time constraints or an unexpected event arises, please call the catering office for assistance.
- Final counts need to be called or emailed to the catering office at least five business days prior to the date of the event.
- We automatically prepare for 5% above your count. If your actual count is above your guaranteed count, you will be charged for the actual number of guests. If your actual count is lower than the guaranteed count, you will be charged for the guaranteed count given.
- Please make an appointment to discuss your event at 740.593.4035 or catering@ohio.edu.
- If you feel your event should be exempt, please refer to the Catering Policy.