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Terms & Conditions

CATERING POLICIES

CATERING EXCLUSIVITY

MacEwan University Catering Services is the exclusive provider for all catering (food, beverage, and alcohol services) on campus. It is not permitted to bring in outside food, beverages or alcohol.

PLACING YOUR ORDER

All orders must be placed a minimum of seven business days  (M-F) prior to the event date or first scheduled service. For any catering order booked with three business days or less notice, we reserve the right to make substitutions to the menu and adjustments to your service times as necessary (additional charges may apply).

CONFIRMING YOUR ORDER

Confirmation of final menus (catering menus only) will be completed by Catering Services with the client a minimum of five (5) business days before the start of the first service for the event;  this includes the signed function sheet or email with the attached function sheet confirming all requirements returned to Catering Services by the client.

MENU PROPOSALS AND QUOTES

Custom quotes for specialty items and/or custom menus will be completed within seven (7) business days; exceptions for special lastminute requests will be considered within reason (additional charges may apply). Quotes/Function sheets for items on the Catering Menu will be completed and sent to the requestor within three (3) business days; if revisions are required to these quotes and/or menus, Catering Services will complete and return them within two (2) business days. Send an email to Cateringmanager@macewan.ca with RUSH in the subject line and mark it as high importance. Limited menu options may be available.

FLOOR PLANS AND SET UP

Floor plans will be provided by the Conference and Event Services team through the Google Calendar a minimum of three (3) business days before the event. Food and beverage locations will be determined through collaboration with the Catering Coordinator and Event Planner.

CHINA SERVICE

All catering orders are served on china except for coffee/tea service without food, Summer Value Menu, Grab and Go Menu or outdoor events. These will be served on eco-friendly, high-grade biodegradable, disposable serviceware and cutlery. If china service is preferred for these functions, a per-person charge will apply.

GUARANTEED NUMBERS

For services with guaranteed attendees of 100 people or less, final numbers, timeline changes, and/or submissions for special meals or dietary requirements are required by email three (3) business days before the day of the first service of the event. For guaranteed final numbers, including number of attendees or food quantities above 5% increase or decrease, submissions are required by email seven (7) business days before the day of the first service of the event.

FOOD SAFETY

Based on food safety standards from Alberta Health Services Food Service Code, high-risk foods (hot or cold) that have been at room temperature for more than two hours must be disposed of by catering staff. These food items cannot be removed from the area by the client or a guest.

PAYMENT

All catering services must be ordered and paid for using a credit card. Following your event, there is a three (3) day period to validate any issues or concerns with our Catering Manager. After this period, an invoice will be issued or your credit card on file will be processed.

SERVICE CHARGES AND GST

All MacEwan (internal) catering orders are subject to a 10% service charge and 5% GST. All external catering orders are subject to a 15% service charge and 5% GST. Service and labour charges are  subject to applicable GST only.

LINENS

Catering Services will provide linen/skirting for all food and beverage service and dining tables. When catering is ordered, this will include linen and skirting for a maximum of three (3) single registration tables. Black/white linen, black skirting and clips will be used unless otherwise requested by the client. Specialty/non-standard linens will be priced at current supplier pricing. Events without catering will be subject to linen charges. Must include black and white in various sizes, including 85” x 85” for cocktail tables. Additional linens can be added at a charge of $5 per linen and $25 per skirt.

SPECIALTY ITEMS

Some events require specialty items (china, linen, dinnerware, cutlery, etc.). All rentals are subject to current market prices, delivery fees and applicable taxes. If attendants are required to operate or serve from equipment, a labour charge of $27.75 per attendant per hour will be added (minimum three (3) hours).

UNRETURNED ITEMS

All unreturned or missing serviceware items (serving platters, specialty items) are the responsibility of the client ordering the catering and hosting the event. If excessive, the cost for missing items will be included on your final invoice at the full replacement cost.

CANCELLATION

Any cancellation received within seven (7) business days prior to the event will result in a charge of 50% of the estimated food total. Any cancellation received after the final guarantee has been provided (three (3) days prior), will result in a charge equal to 100% of the final amount of the event order(s). For custom menus, where specialty items are required, cancellation after the item(s) have been ordered will result in a charge of 100% of the total amount.

BAR SERVICE

Bar service must be booked for a minimum of three (3) hours with a minimum charge of $300 per bar. Additional hours will be charged at $100 per hour per bar. Staffing charges do not apply. MacEwan Eats Catering operates under MacEwan University’s Class C liquor license and is governed by the regulations and procedures established by provincial legislation (AGLC) and MacEwan University. Arrangements for alcohol service are required a minimum of seven (7) business days (M-F) prior to your event to ensure availability of the product and coverage by the liquor license. All liquor brand are subject to market availability. All areas that are not covered under the standard liquor licences of MacEwan University will require a special event liquor licence that must be requested a minimum of 2 weeks prior the event date. This includes but is not limited to the SAMU Lookout, outdoor event spaces and USC.

CATERING SERVICES

OFFICE HOURS

Monday - Friday          830 a.m. - 430 p.m.

CONTACT cateringmanager@macewan.ca

587-635-6122