1. Placing a Catering Order with University Catering
We are here to make sure you understand how to
prepare for ordering your Catering Needs – Start by planning ahead – gathering the facts & pre-viewing the menu at Show menus.
How & with whom to order it
Complete paperwork
So here we go……
Placing a Catering Order with University Catering

2. Catering Order Forms Dining Catering Checklist – capture information
Food Requisition & Justification Form (Food Req)
Outlines payment method
Authorizes payment
Captures UW-System Policy
Lists meal maximums – see form
Your handouts are also available on our web site – “Catering” page – (walk through website).
Handouts Are:
1) Dining Catering Checklist –Captures details of the event to prepare you to fill out the next form and to meet with us – might be good at a meeting where department discusses the event.
2)Food Requisition and Justification Form – which is two pages – 2nd page offers guidance for completion.
This is the official record of your event that
1) outlines payment method for us
2) authorizes payment per UW-System HQ guidelines. **
3) Captures in questions the UW-System Policy
4) Lists state maximums for meals and breaks (see form) when using state funds
**Note - Full document of the Food Requisition and Justification Form is available from our website too.
If you have questions about filling out the form, please contact Carla Greiber at x2334.

3. How do I begin my catering order?
Print the catering order checklist at
What: Name of your meeting/event
When: Date(s) of your event
Where: Location you want catering delivered to
Is there a reservation # associated with your event?
Who: Number of people expected
Your contact Information
You can use the handouts we gave you to get started -
First –
Take your Check List – gather information to complete the Food Req. & Justification Form
1. Name of your event
2. Date of your event
Location of your event: If you have a reservation number, we would like that included on the Food Req. Form. If you don’t have a reservation
then we need to know building/ room numbers
4. Number of people attending your event
5. Contact Information

4. Ordering Information & Process
Food & Linen Ordering
All menus are available on our website:
Remember maximums if they apply
Consider special dietary needs & Linen needs
Confirmation
Will receive by
Final counts to Rod & Signed Form to Carla 3 days prior
Tables for food –outside MSC or Commons
Customer is responsible
1. Start building your order – write down your selections before you call in or jot down questions ahead of time that you would like answered and Rod or I would be happy to assist you with your order when you call.
Make sure to know any special dietary needs of anyone attending your event. An example would be lactose intolerant, gluten allergy. We try our best to accommodate dietary needs.
Would you like table cloths or skirting for tables or staging? Tablecloths and skirting are ordered through Dining services and not the reservation office.
2. Once you have answered these first questions please contact Rod or me and we can assist you through the order process. An works great because then we have everything in writing.
3. Then I will take all this information and create a confirmation of your order to review, which you will receive via from me or Rod. The confirmation will provide you with an estimate of the food expense to share with the Account Administrator. (some AA’s may not sign until you have the estimate)
4. I will need your final counts 3 business days prior to your event, along with signed Food Req & Justification Form but the sooner the better so we can schedule our team and place our orders in a timely fashion.
We absolutely need the catering order to come to one of us in the Dining Office so we can get it in the system and plan for supplies and staff for your event.
6. Make sure that if you are having an event outside of MSC and require tables for food that you are responsible for making sure the tables are set up at the location when the food is delivered.

5. Payment Options & Paperwork
How Paid -Payment Options
Food Requisition & Justification Form
Signed Requisition & Justification form to Carla Greiber in Accounting Services 3 days BEFORE event
Attach a copy of your confirmation to the form, if you have one
Must follow state guidelines – attach documentation
   State Guidelines – still apply see UW-System Financial Administration Papers:
Only need ONE Food Req Form Per Event/Reservation Number
Foundation Check
Final Invoice sent after event
Other
Personal or Business check, credit card or cash- invoiced after event
**If paying with student funds this should be mentioned at the time of order!
Of course the final part of your order is payment paperwork.
1. The Food Requisition and Justification form does authorize the payment method if using university funds – otherwise it lets us know how you plan to pay.
2. Other methods of payment could also be Foundation/Agency check, personal check, credit or cash
3. We will need the Food Req & Justification form 3 days before your event with the final count, again sooner is better.
4. Please attach your confirmation order with this form when you return it.
5. Please make sure you also attach the backup requested on the Food Req & Justification Form which is required to meet state guidelines. This will be audited by Carla, then forwarded to Kathleen.
6. Do note we only need ONE Food Requisition & Justification Form – per EVENT or Reservation – even if multiple meals & days.
Those paying by Foundation Check or Personal method will be invoiced once the event is completed.
7. Please note - Student funding is important as we do offer discounts for recognized student organizations, mention during ordering. There are also assigned staff in Student Center to verify use of Student Org funds prior to authorization of use. Rhonda Rubenzer is the contact in the Involvement Center.

6. Day of Event Advice Double Check Room & Food Tables
Review pick up time with staff delivering
Emergencies
Late Notice – special diets, counts, etc.
Low on food – items missing –quality question
Removal of Items Not allowed
Food & Beverage
Condiments & Service Ware
We want your event to be successful – Please help us assure it is:
1. Check your room to be sure tables are in place for your food – especially if outside the MSC
2. If an emergency arises – be sure to have our dining office number handy and call at once! X1482
3. Review with staff delivering the pickup time – we will come at end of event
4. No items can be taken out of the room they are in – unless arrangements are made with catering manager prior to event. A quantity is planned for that event, we want to make sure the food provided covers all your needs so there may be some leftovers, taking things like condiments/serviceware drives up costs for all customers. The removal of some food items makes food safety an issue too. There will be a charge for any missing service ware.

7. Who to contact for Catering
Rod McRae, Catering Manager
Kathleen Brown, Catering Assistant