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UT Catering Policies

OVERVIEW

Thank you for considering UT Catering by Sodexo Campus Services for your function. Our catering staff will work closely with you to provide quality, professional service, and ensure that your event is a success. This guide is intended to serve as a beginning to your planning process. We welcome the opportunity to work with you to develop a customized menu that is just right for your special occasion.

RESERVATIONS

Please contact the catering department (813-257-3121) at least 14 business days prior to your event. We will need the general details of the event, include the date, time, location, number of people, menu selections and type of service. Note: Items not published in our menu must be confirmed a minimum of 3 weeks in advance and are subject to availability. Prices listed are subject to change when ordered less than two weeks prior to event.

LAST MINUTE?

We will do everything possible to accommodate requests for catering that you may have forgotten about or if the need for catering pops up at the last minute. Orders placed less than 3 business days prior to the event WILL NOT BE Guaranteed Service or will be subject to an additional labor fee. Event provided by an off campus caterer must get a waiver form for insurance liability from UT Catering 20 days prior to the event. Please email Catering@ut.edu or call to 257-3121 as soon as possible, this will allow us to confirm what is available.

CONFIRMATION

Once the details of your event have been finalized, you will receive a confirmation sheet to be signed and returned at least three business days prior to the event. This process helps ensure the successful completion of the event according to your individual specifications.

GUARANTEE

To ensure proper service; we must have the final guarantee of the number of guests to be served no later than 3 business days prior to the event and by noon on Wednesday for all weekend functions. Additional charges may be incurred for increases to the guaranteed number made with less than 3 business days notice. We are always prepared to serve 5 percent over the guaranteed number, and will bill whichever is greater...actual number served or guaranteed number of people.

CANCELLATION

Cancellations of any function should be made 3 business days prior to the event to ensure that no extracharges will be levied. Cancellation after this period will result in a charge of no less than 50% of your total bill. Cancellation within 2 business days of any scheduled function will be billed at 100%.

BILLING

Billings to The University of Tampa must be submitted to Financial Management for payment upon receipt of the bill. *Please Note: Bottled/Canned beverages sold on consumption must be sold with an attendant present or any remaining product returned by the client to the catering office the next business day for credit to be applied.

LINEN

A variety of colored napkins and white tablecloths are included in the cost of your dinner or buffet. Tablecloths for buffet tables and ONE registration table is included. Please check and confirm early as to color availability. Floor length tablecloths are available at an additional charge of $ 22.00 each. White 54” x 120” (rectangular table) cloths or white 85” round (6’diameter round tables) cloth for meetings, displays, career fairs, etc. are available at an additional charge of $ 5.00 per cloth. We are pleased to offer an additional selection of colors, styles and fabrics, including chair covers $ 4.50, to further enhance your event at an additional charge.

SERVICE PERSONNEL

To ensure the smooth progression of your function, waiter/waitress service must be provided for all receptions. Attendants must be provided for all receptions held on the 9th floor of the Vaughn Center with an additional charge. An additional Administrative Fee of $ 20.00 per hour per server will be charged for any served meal or buffet exceeding 2 hours.

ANCILLARY SERVICES

We will be happy to assist with any arrangements you might need, from music to flowers to photographers. We work with several industry professionals, keeping in mind any budgetary concerns.

MISCELLANEOUS

  • All published prices are for events held on The University of Tampa campus. There may be individual charges for other venues.
  • There is a minimum charge of $ 50 for all events.
  • Served meals for fewer than twenty guests, which require an attendant to remain with guests, will incur an additional charge of $ 20.00 per hour per server for labor.
  • Catered events are provided with disposable service ware. China and glassware are available at an additional charge.

  • CATERING FEES

  • Delivery/Clean up Fees (with a $ 50 minimum order for delivery only)
  • Deliveries made during business hours (7am-7pm) No Charge

  • Deliveries made after business hours (7pm):

  • $15 fee for event up to $ 200 $ 30 fee for event of $ 201 -$ 500
  • $60 fee for event of $ 501 -$ 999 $ 85 fee for event of $ 1,000 and up
  • Clean Ups made before 7:00pm No Charge/ Clean Ups after 7:00pm $ 30
  • Client Pick Up orders during business hours (returned by client) No minimum charge
  • Client Pick Up orders during business hours (cleaned by catering) $ 30

  • Late Charges

    Catering booked less than 3 business days is subject to a charge of $ 50 or 25%, whichever is greater will apply. Changes made to a confirmed catering within 3 business days to the event is also subject to a charge of $ 50 or 25%, whichever is greater will apply.

    Additional Linen Service

  • Napkins $1.25
  • Standard Linen $5
  • Floor Length Linen $22

  • Flowers

  • Bud Vases $ 25 and up Table Centerpieces (for seating tables) $ 45 and up
  • Buffet Centerpieces $ 125 and up Specialty Arrangements upon request

  • Attendants

  • Served Meals & Buffets (after first two hours) $ 20 per attendant per hour
  • Receptions and Breaks $ 20 per attendant per hour
  • Bartenders $ 28 per hour/ 2 hour minimum
  • Carving Station Attendant $ 28 per hour/ 2 hour minimum
  • Specialty Station Attendant $ 30 per hour/ 2 hour minimum

  • Recommended Service Staffing

  • Waited Service (served meals) Reception Buffet *average 1 per 20 guests 3 attendants per 100
  • Passed style *2 attendants per 40 –60 guests Upgrade 1 per 15 guests 1 attendants per 75
  • Station style 3 attendants per 75 –100 guests Premium 1 per 10 guests (excluding carver or station attendant) 4 attendants per 150– 275 guests
  • Bar Service 1 bartender per 100 guests if beer, wine, soda/water service only
  • Bar Service 1 bartender per 50 guests for full bar service

  • ALCOHOL POLICY FOR UT EVENTS

    All events wishing to have a bar of any kind will be subject to the following alcohol policy:

    1.) Whether beer and wine or full service bar, UT Catering services can accommodate any taste, and we will work to customize a beverage selection to fit your needs, by supplying recommended purchase quantities. However, please note that we do not provide a cash bar under any circumstance.
    2.) At the time of booking an event with alcohol, client must provide the department account number to the catering representative.
    3.) 48 hours after the event, Catering will supply the final consumption sheet with the total cost of the alcohol usage for client review and signature. The consumption sheet must include the department account number.
    4.) Client approves, sign, and will send back the consumption sheet within 24 hours of business day.
    5.) The consumption sheet with the approval signature will be mailed out to the UT Financial Management for billing. The following other charges will be applied per event:

    Bartender charged at $ 28.00 per hour with the minimum of 2 hours if above 50 people. For under 50 people, there will be no minimum and charge according to hours use at the bar.

    A corkage fee of $ 4.00 per person for the first hour and $ 3.00 per person for each additional hour---will include ice, clear plastic cups, all mixers, garnishes and cocktail napkins.

    Standard Offerings Include:

  • Smirnoff Vodka
  • Bacardi Rum
  • Canadian Club
  • Dewar’s Scotch
  • Beefeater Gin
  • Jack Daniels
  • Budweiser
  • Bud Light
  • Michelob Ultra
  • Merlot
  • Chardonnay
  • White Zinfandel
  • Champagne
  • Bottled Water and Soda


  • Other Premium selections are available and can be arranged with our Catering Representative.

     

    Non UT Catering Policies

    OVERVIEW

    Thank you for considering UT Catering by Sodexo Campus Services for your function. Our catering staff will work closely with you to provide quality, professional service, and ensure that your event is a success. This guide is intended to serve as a beginning to your planning process. We welcome the opportunity to work with you to develop a customized menu that is just right for your special occasion.

    RESERVATIONS

    Please contact the catering department (813-257-3121) at least 14 business days prior to your event. We will need the general details of the event, include the date, time, location, number of people, menu selections and type of service. Organizations from off-campus desiring to hold an event on The University of Tampa campus must first contact the Facilities Rental department (813-253-6238) to reserve a room/venue, then contact UT Catering to plan your catering.

    Note: Items not published in our menu must be confirmed a minimum of 3 weeks in advance and are subject to availability. Prices listed are subject to change when ordered less than two weeks prior to event.

    LAST MINUTE?

    We will do everything possible to accommodate requests for catering that you may have forgotten about or if the need for catering pops up at the last minute. Orders placed less than 3 business days prior to the event WILL NOT BE Guaranteed Service or will be subject to an additional labor fee. Event provided by an off campus caterer must get a waiver form for insurance liability from UT Catering 20 days prior to the event. Please email Catering@ut.edu or call to 257-3121 as soon as possible, this will allow us to confirm what is available.

    CONFIRMATION

    Once the details of your event have been finalized, you will receive a confirmation sheet to be signed and returned at least three business days prior to the event. This process helps ensure the successful completion of the event according to your individual specifications.

    GUARANTEE

    To ensure proper service, we must have the final guarantee of the number of guests to be served no later than 3 business days prior to the event and by noon on Wednesday for all weekend functions. Additional charges may be incurred for increases to the guaranteed number made with less than 3 business days notice. We are always prepared to serve 5 percent over the guaranteed number, and will bill whichever is greater...actual number served or guaranteed number of people.

    CANCELLATION

    Cancellations of any function should be made 3 business days prior to the event to ensure that no extra charges will be levied. Cancellation after this period will result in a charge of no less than 50% of your total bill. Cancellation within 2 business days of any scheduled function will be billed at 100%.

    BILLING

    A twenty-five percent (25% of the estimated total cost) non-refundable deposit is due at the time of confirmation in order to hold the date. One half the total remaining estimated amounts are due thirty days prior to the event. Final payment in full is due three days prior to the event. Payments can be made by check or major credit card. Checks should be made payable to Sodexo Campus Services. Payments made by check must be guaranteed by a major credit card. There will be a $35 charge for returned checks and your guaranteed credit card will be charged for the remaining balance.

    LINEN

    A variety of colored napkins and white tablecloths are included in the cost of your dinner or buffet. Tablecloths for buffet tables and ONE registration table are included. Please check and confirm early as to color availability. Floor length tablecloths are available at an additional charge of $ 22.00 each. White 54” x 120” (rectangular table) cloths or white 85” round (6’diameter round tables) cloth for meetings, displays, career fairs, etc. are available at an additional charge of $ 6.25 per cloth. We are pleased to offer an additional selection of colors, styles and fabrics, including chair covers $ 5.65, to further enhance your event at an additional charge.

    SERVICE PERSONNEL

    To ensure the smooth progression of your function, waiter/waitress service must be provided for all receptions. Attendants must be provided for all receptions held on the 9th floor of the Vaughn Center with an additional charge. An additional Administrative Fee of $ 25.00 per hour per server will be charged for any served meal or buffet exceeding 2 hours.

    ANCILLARY SERVICES

    We will be happy to assist with any arrangements you might need, from music to flowers to photographers. We work with several industry professionals, keeping in mind any budgetary concerns.

    MISCELLANEOUS

  • All published prices are for events held on The University of Tampa campus. There may be individual charges for other venues.
  • There is a minimum charge of $75 for all events.
  • Served meals for fewer than twenty guests, which require an attendant to remain with guests, will incur an additional charge of $ 25.00 per hour per server for labor.
  • Catered events are provided with disposable service ware. China and glassware are available at an additional charge.
  • Tax exempt organizations are required to submit a copy of their tax exemption certificate prior to the event.

  • All non-UT groups are subject to a 20% Administrative Fee and sales tax.

    CATERING FEES

  • Delivery/Clean up Fees (with a $ 75 minimum order for delivery only)
  • Deliveries made during business hours (7am-7pm) No Charge

  • Deliveries made after business hours (7pm):
  • $18.75 fee for event up to $200 $37.50 fee for event of $201 -$500
  • $75.00 fee for event of $501 - $999 $106.25 fee for event of $1,000 and up
  • Clean Ups made before 7:00pm No Charge/ Clean Ups after 7:00pm $37.50
  • Client Pick Up orders during business hours (returned by client) No minimum charge
  • Client Pick Up orders during business hours (cleaned by catering) $37.50

  • Late Charges

    Catering booked less than 3 business days is subject to a charge of $65.00 or 25%, whichever is greater will apply. Changes made to a confirmed catering within 3 business days of the event is also subject to a charge of $ 65.00 or 25%, whichever is greater will apply.

    Service Upgrade

  • Plastic Product Inclusive in price of event
  • China Service $2.50 China Service (Barware) $2.50 per person


  • Additional Linen Service

  • Napkins $1.60
  • Standard Linen $6.25
  • Standard Floor Length Linen $27.50


  • Flowers

  • Bud Vases $35.00 and up
  • Table Centerpieces (for seating tables) $60.00 and up
  • Buffet Centerpieces $150.00 and up
  • Specialty Arrangements upon request


  • Attendants

  • Served Meals & Buffets (after first two hours) $25 per attendant per hour
  • Receptions and Breaks $25 per attendant per hour
  • Bartenders $ 35 per hour/ 2 hour minimum
  • Carving Station Attendant $ 35 per hour/ 2 hour minimum
  • Specialty Station Attendant $ 37.50 per hour/ 2 hour minimum


  • Recommended Service Staffing

  • Waited Service (served meals) Reception Buffet *average 1 per 20 guests; 3 attendants per 100
  • Passed style requires 2 attendants per 40–60 guests. Upgrade 1 per 15 guests; 1 attendants per 75
  • Station style requires 3 attendants per 75–100 guests. Premium 1 per 10 guests (excluding carver or station attendant); 4 attendants per 150– 275 guests
  • Bar Service needs 1 bartender per 100 guests if beer, wine, soda/water service only
  • Bar Service needs 1 bartender per 50 guests for full bar service


  • ALCOHOL POLICY FOR NON-UT EVENTS

    All events wishing to have a bar of any kind will be subject to the following alcohol policy:

    1.) Whether beer and wine or full service bar, UT Catering services can accommodate any taste, and we will work to customize a beverage selection to fit your needs, by supplying recommended purchase quantities. However, please note that we do not provide a cash bar under any circumstance.
    2.) Alcohol quantities must be ordered a minimum of one week before the event and cannot be changed once ordered.
    3.) Clients must purchase desired amount through UT Catering services paying invoice price.
    4.) The invoice must be paid in full to Sodexo 72 hours before the event takes place.
    5.) At the end of your event we will supply the final consumption sheet for your review and signature.
    6.) All non consumed unopened bottled of alcohol listed on the consumption sheet must be pre-scheduled to be picked-up the next day after the event. Alcohol may not be picked up on the same day of the event. Alcohol may be picked up at the catering office on the 2nd floor of the Vaughn center between Monday and Friday 9-4 pm.
    7.) After 72 hours we are required by policy to dispose of the remaining alcohol that is not picked up.

    The following applicable charges will be applied per event:

  • Bartender charged at $35.00 per hour with the minimum of 2 hours to include 1 hour before and 1 hour after for set-up and clean-up purposes.
  • A corkage fee of $5.00 per person for the first hours and $3.50 per person for each additional hour---will include ice, clear plastic cups, all mixers, garnishes and cocktail napkins.
  • Optional bar glassware is available at a charge of $2.50 per person.


  • Standard Offerings Include:

  • Smirnoff Vodka
  • Bacardi Rum
  • Canadian Club
  • Dewar’s Scotch
  • Beefeater Gin
  • Jack Daniels
  • Budweiser (case minimum)
  • Bud Light (case minimum)
  • Michelob Ultra (case minimum)
  • Merlot
  • Chardonnay
  • White Zinfandel
  • Champagne
  • Bottled water and soda


  • Other Premium selections are available and can be arranged during your consultation with our Catering Representative.

    A Administrative Fee of 20% and 7% sales tax will be added to all events.

     

    Wedding Policies

    Thank you for considering UT Catering by Sodexo Campus Services for your function. Our catering staff will work closely with you to provide quality, professional service, and ensure that your event is a success. This guide is intended to serve as a beginning to your planning process. We welcome the opportunity to work with you to develop a customized menu that is just right for your special occasion.

    RESERVATIONS

    Please contact the catering department (813-257-3121) at least 14 business days prior to your event. We will need the general details of the event, include the date, time, location, number of people, menu selections and type of service. Note: Items not published in our menu must be confirmed a minimum of 3 weeks in advance and are subject to availability. Prices listed are subject to change when ordered less than two weeks prior to event.

    LAST MINUTE?

    We will do everything possible to accommodate requests for catering that you may have forgotten about or if the need for catering pops up at the last minute. Orders placed less than 3 business days prior to the event WILL NOT BE Guaranteed Service or will be subject to an additional labor fee. Event provided by an off campus caterer must get a waiver form for insurance liability from UT Catering 20 days prior to the event. Please email Catering@ut.edu or call to 257-3121 as soon as possible, this will allow us to confirm what is available.

    CONFIRMATION

    Once the details of your event have been finalized, you will receive a confirmation sheet to be signed and returned at least three business days prior to the event. This process helps ensure the successful completion of the event according to your individual specifications.

    GUARANTEE

    To ensure proper service; we must have the final guarantee of the number of guests to be served no later than 3 business days prior to the event and by noon on Wednesday for all weekend functions. Additional charges may be incurred for increases to the guaranteed number made with less than 3 business days notice. We are always prepared to serve 5 percent over the guaranteed number, and will bill whichever is greater...actual number served or guaranteed number of people.

    CANCELLATION

    Cancellations of any function should be made 3 business days prior to the event to ensure that no extra charges will be levied. Cancellation after this period will result in a charge of no less than 50% of your total bill. Cancellation within 2 business days of any scheduled function will be billed at 100%.

    BILLING

    Billings to The University of Tampa must be submitted to Financial Management for payment upon receipt of the bill. *Please Note: Bottled/Canned beverages sold on consumption must be sold with an attendant present or any remaining product returned by the client to the catering office the next business day for credit to be applied.

    LINEN

    A variety of colored napkins and white tablecloths are included in the cost of your dinner or buffet. Tablecloths for buffet tables and ONE registration table is included. Please check and confirm early as to color availability. Floor length tablecloths are available at an additional charge of $ 22.00 each. White 54” x 120” (rectangular table) cloths or white 85” round (6’diameter round tables) cloth for meetings, displays, career fairs, etc. are available at an additional charge of $ 5.00 per cloth. We are pleased to offer an additional selection of colors, styles and fabrics, including chair covers $ 4.50, to further enhance your event at an additional charge.

    SERVICE PERSONNEL

    To ensure the smooth progression of your function, waiter/waitress service must be provided for all receptions. Attendants must be provided for all receptions held on the 9th floor of the Vaughn Center with an additional charge. An additional Administrative Charge of $ 20.00 per hour per server will be charged for any served meal or buffet exceeding 2 hours.

    ANCILLARY SERVICES

    We will be happy to assist with any arrangements you might need, from music to flowers to photographers. We work with several industry professionals, keeping in mind any budgetary concerns.

    MISCELLANEOUS

  • All published prices are for events held on The University of Tampa campus. There may be individual charges for other venues.
  • There is a minimum charge of $ 50 for all events.
  • Served meals for fewer than twenty guests, which require an attendant to remain with guests, will incur an additional charge of $ 20.00 per hour per server for labor.
  • Catered events are provided with disposable service ware. China and glassware are available at an additional charge.


  • CATERING FEES

  • Delivery/Clean up Fees (with a $50 minimum order for delivery only)
  • Deliveries made during business hours (7am-7pm) No Charge


  • Deliveries made after business hours (7pm):
  • $15 fee for event up to $ 200 $ 30 fee for event of $ 201 -$ 500
  • $ 60 fee for event of $ 501 -$ 999 $ 85 fee for event of $ 1,000 and up
  • Clean Ups made before 7:00pm No Charge/ Clean Ups after 7:00pm $ 30
  • Client Pick Up orders during business hours (returned by client) No minimum charge
  • Client Pick Up orders during business hours (cleaned by catering) $ 30


  • LATE CHARGES

    Catering booked less than 3 business days is subject to a charge of $ 50 or 25%, whichever is greater will apply. Changes made to a confirmed catering within 3 business days to the event is also subject to a charge of $50 or 25%, whichever is greater will apply.

    Additional Linen Service

  • Napkins $1.25
  • Standard Linen $5
  • Floor Length Linen $22


  • Flowers

  • Bud Vases $25 and up
  • Table Centerpieces (for seating tables) $45 and up
  • Buffet Centerpieces $125 and up Specialty Arrangements upon request


  • Attendants

  • Served Meals & Buffets (after first two hours) $20 per attendant per hour
  • Receptions and Breaks $20 per attendant per hour
  • Bartenders $28 per hour/ 2 hour minimum
  • Carving Station Attendant $28 per hour/ 2 hour minimum
  • Specialty Station Attendant $30 per hour/ 2 hour minimum

  • Recommended Service Staffing

  • Waited Service (served meals) Reception Buffet *average 1 per 20 guests 3 attendants per 100
  • Passed style *2 attendants per 40 –60 guests Upgrade 1 per 15 guests 1 attendants per 75
  • Station style 3 attendants per 75 –100 guests Premium 1 per 10 guests (excluding carver or station attendant) 4 attendants per 150– 275 guests
  • Bar Service 1 bartender per 100 guests if beer, wine, soda/water service only
  • Bar Service 1 bartender per 50 guests for full bar service
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