Catering Guidelines & Policies – Alma College

Alma College Dining Services

Alma College Catering is committed to supporting the campus community with high‑quality, dependable service. The following guidelines outline what is required to plan, schedule, and execute events successfully and on time.

Catering Office: 989‑463‑7284   Email: catering@alma.edu   Office Hours: Monday–Friday, 9:00am–4:00pm

ROOM RESERVATIONS (REQUIRED BEFORE ORDERING)

All event spaces must be reserved before submitting a catering order. Room setups—including tables, chairs, staging, and AV—must be handled through Hospitality & Conference Services. Catering cannot confirm or plan events until the customer has secured a room.

Contacts: Meghan Bartlett – Assistant Director, Hospitality & Conference Services – (989) 463‑7130; Jenny Cooley – Senior Director, Hospitality & Conference Services

Website: www.alma.edu/hospitality-and-conference-services/

ADVANCE NOTICE REQUIREMENTS

Plan events one month inetails must be finalized by 12:00pm, five (5) business days prior to the event date. Requests submitted with fewer than 5 business days’ notice incur a 30% late fee.

Minimum deadlines to avoid late fees:

• Order by 12pm Monday for the following Monday
• Order by 12pm Tuesday for the following Tuesday
• Order by 12pm Wednesday for the following Wednesday
• Order by 12pm Thursday for the following Thursday
• Order by 12pm Friday for events on Friday, Saturday, or Sunday

Note: Saturday and Sunday are not business days.

GUARANTEED GUEST COUNTS

Final guest count is due 5 business days before the event.

• Guest count changes exceeding ±20% within 5 business days incur a 30% fee.
• Events are billed for the final guaranteed count OR the number served, whichever is greater.

EVENT CANCELLATIONS

• Cancel more than 5 business days out: No charge.
• Cancel within 5 business days: 50% charge.
• Cancel within 2 business days: 100% charge.

ORDER MINIMUMS

• Weekday events before 5pm: No minimum.
• Weekday events 5pm–8pm: $200 minimum.
• Saturday & Sunday (8am–8pm): $500 minimum.

• Cleanup after 10pm: $100 service charge.
• Some menu items have their own minimum guest counts.

PAYMENT & SERVICE FEES

• Non‑college events: 10% administrative fee + 6% sales tax.
• Tax‑exempt groups must provide documentation prior to payment.
• Payment is due 3 business days prior to the event.
• Accepted methods: Credit card or check, payable to Metz Culinary Corp.
• Campus departments may charge back through CaterTrax: https://alma.catertrax.com/

ADDITIONAL FEES

Delivery Fees:

• Opera House delivery: $175.
• Additional delivery or clear trips: $10 each.

Linens & China:

• Linens included for buffet tables.
• Additional linens billed by size and quantity.
• Specialty linens billed at vendor market pricing.
• China service: $3.50 per person.
• Linen‑only rentals must be picked up and returned by the customer.

Bar Setup:

• Includes glassware, Pepsi products, water, juice or tea, and cocktail napkins.
• Bar setup cost: $3.50 per person.
• Outdoor events use compostable glassware at an additional cost.
• Alcohol service requires pre‑authorization from Alma Catering Services.

Outside Cakes:

• Food waiver required.
• Cake cutting: $1 per person.
• Full service with plates: $2.95 per person.
• Minimum cake service charge: $25.

CUSTOMIZED MENUS

Custom menus requiring special ingredients must be arranged 21 days prior. Minimum of 24 guests unless approved for high‑end or premium events.

Weddings:

• Final menu due 1 month prior.
• Final guest count due 2 weeks prior.
• Final count changes of ±20% within 5 business days incur a 30% fee.

ALLERGEN & DIETARY ACCOMMODATIONS

• All allergen and dietary requests must be submitted 2 weeks prior to the event.
• We accommodate the top 9 common allergens.
• Requests requiring items outside normal inventory are treated as custom menu orders.

STUDENT GROUP REQUIREMENTS

All student groups must secure spending approval from the Business Office before booking any catering services. Catering cannot proceed without this approval.

EVENT ACCESS TIMES

Catering must have guaranteed access to the event location.

• Setup: 1–2 hours before the event.
• Breakdown: 45–60 minutes after the event.

Restricted access may result in additional labor fees.

DROP‑OFF CATERING POLICY

Drop‑off catering includes delivery and basic setup only. Staff will not remain on‑site unless service staff is purchased. Customers are responsible for:

• Ensuring safe and secure storage of catering equipment.
• Allowing timely access for pickup.
• Managing leftover food per campus policy.
• Keeping equipment together and ready for collection.

Multiple return trips may incur additional fees.

EQUIPMENT RETURNS, LATE RETURNS & DAMAGE FEES

Customers are responsible for all equipment delivered to their event.

• Late returns may incur additional labor fees.
• Missing items are billed at full replacement cost.
• Damaged equipment is billed at repair or replacement cost.
• Excessively soiled equipment may incur cleaning fees.

PICKUP ORDERS

Pickup orders must be collected during catering office hours. Customers are responsible for transportation, safety, and timely equipment return.

SAME‑DAY REQUESTS

Same‑day catering requests are accepted only when staffing and product availability permit. A 40% same‑day service fee will apply.

Outdoor events must include a customer‑provided indoor backup location. Catering is not responsible for delays or cancellations caused by weather.