Catering Policies

Price Changes
Prices listed in the Catering Menu are per serving unless otherwise noted. Catering prices are subject to change without notice. We will not guarantee prices prior to 60 days before your scheduled function.

Payment and Taxes
Payment is required in full, prior to, or on the day of your scheduled event. If payment is not received the day of your event, a late payment fee of 5% of the total bill may be assessed.

*We accept MasterCard, Visa, American Express, checks or cash for payment.
*For University or state groups, we require requisitions and state purchase orders in advance of your scheduled function.

All catered events will be subject to a 5.5% sales tax where applicable. Tax exempt groups, please provide Central Reservations with a copy of your organization’s tax exempt certificate to avoid paying sales tax.

Early Set-up
Early Set-Up Fee: There will be a $50 early set-up charge for any food service before 7:30 am. Please note, this is only for events NOT in Memorial Union, Union South or the Red Gym.

Additional Fees
Additional Entrée Fee: For catered Meals serving more than one entree offering: All served, plated catered lunches and dinners include one entree selection plus one vegetarian entrée and one kid’s meal alternative at no additional charge (children are defined as under 12, please). Additional entree selections will be charged a $1.00 per person plate fee, multiplied by the entire guest count.

Additional Set-up or Clean-up Fee: Central Reservations and Catering Services reserve the right to assess additional set-up and/or clean-up charges for special catered functions.

Early Set-Up Fee: There will be a $50 early set-up charge for any food service before 7:30 am. Please note, this is only for events NOT in Memorial Union, Union South or the Red Gym.

Late Start Fees: Catered meals beginning later than 1/2 hour past the scheduled time, at no fault of the Catering Department, may result in a surcharge of 5% of the final bill. 1 hour past the scheduled time will result in a surcharge of 10% of the final bill charge. Additional charges will result in an additional 5% (non-cumulative) charges per half hour

Moved Service/ Service in More Than One Location: Having your event moved during your service time frame OR having service for the same event in more than one location may merit extra fees. You will be informed of these fees before your move is completed.

Split Pricing: If you would like to order 2 different buffets for your event, there will be an additional flat fee of $100.00. Additionally, splitting trays or other items below their set structure will result in a $10.00 fee per split.

Attendance Guarantees and Ordering Deadlines
Attendance Guarantee: A final guest count for any catered function must be received no later than 4:30 pm, five (5) business days prior to your event. If your event is on a Saturday, Sunday or Monday, your final attendance guarantee is due on the Monday before your function.

If no guaranteed guest count is received by this deadline, the estimated attendance will be ordered and you will be billed for this amount. Changes after this time may be charged late change fees.

Menu and Service Planning: Your menu, serving time, and arrangements for payment and any other special needs should be discussed with Central Reservations (262-2511) at least three weeks prior to your event. Menus received later than two weeks prior to the event will be on approval only and options may be severely limited.

Minimums
Ordering Amount:There is a minimum of $50 dollars for full service catering orders.

Guest Minimums:
*Plated entrees: We are happy to serve groups under 20 people for an additional flat fee of $50.00.
*Buffets: We are happy to serve groups under 30 people for an additional flat fee of $100.00 (Please note the Business Lunch buffets minimum is 20, not 30)

Bar Service/Cash Bar Minimums: Cash bars or hosted bars are available on the premise that sales will generate at least $75.00 per hour per bartender. If the predetermined sales guarantee is not met, the customer will pay the difference between the sales and the guarantee. The number of bartenders on an event is determined by the Wisconsin Union. Alcohol service may require security, which will be charged to the client.

Excess or surplus bar guarantees created by purchase of alcohol do not constitute currency and may not be applied to other products or services.

Cancellations and Late Cancellations
For any event requesting catering services, cancellation notice must be received in writing (e-mail is fine: centralreso@union.wisc.edu ) to Central Reservations at least five (5) business days prior to the event. Late cancellations may require the group to pay for the full value of the event. Please click here for full cancellation policy.

Decoration Guidelines
Central Reservations and Catering Services reserve the right to assess additional set-up and/or clean-up charges for special catered functions.

All decorative items must be taken with you immediately following your event. Rental items such as chairs, equipment, etc. will be handled on a case-by-case basis. Please consult your reservationist for details.

Menu Pricing Time Frames
The luncheon menu prices and quantities are valid from 11am until 3pm.

Alcoholic Beverage Service Guidelines
The service of alcoholic beverages is governed by state, federal and local laws as well as the Board of Regents. The Wisconsin Union, at its discretion, reserves the right to refuse the privilege of alcoholic services to groups. Security officers may be required at functions where alcoholic beverages are served, and the cost will be charged to the patron or sponsor of the event. Alcoholic bars may be closed early at the discretion of the Wisconsin Union management due to unbecoming behavior. Additionally, the University of Wisconsin requires that non-alcoholic beverages be served whenever alcoholic beverages are present. If you are offering complementary alcoholic beverages to your guests, you are required by the University of Wisconsin to offer non-alcoholic alternatives. These can be purchased through Wisconsin Union Catering on a pay-per-use basis.

Bar Service/Cash Bar Minimums: Cash bars or hosted bars are available on the premise that sales will generate at least $75.00 per hour per bartender. If the pre-determined sales guarantee is not met, the customer will pay the difference between the sales and the guarantee. The number of bartenders on an event is determined by the Wisconsin Union. Alcohol service may require security, which will be charged to the client.

Surplus Bar Guarantees: Excess or surplus bar guarantees created by purchase of alcohol do not constitute currency and may not be applied to other products or services.

Set Up Times/Arrival Times
Our goal is to have your event set and ready 15 minutes prior to the event to allow for your early arrivals.

If you have an off-premises event, we will arrive as follows:

Drop-off event such as a continental breakfast, break, box lunches or cold buffet meal—arrival will be no later than ½ hour before the event
Cocktail Reception (with or without Hors d’Oeuvres), or hot buffet meal—arrival will be no later than
1 hour before the event
Full Plated Meal, events with multiple bar services, or complex events—arrival will be no later than
1.5 hours before the event.

If you are concerned about the whereabouts of your delivery, please contact the Central Reservations office from Monday through Friday, 8:00am to 5:00pm, at 608.262.2511. On evenings or weekends, please call the catering central kitchen at 608.262.7518

Food Service Times
Please note that for health and presentation concerns, we allow 2 1/2 hours (continuous) for food service, from the agreed upon food starting time, for any catering event. Certain events may be excluded from this category. On occasion, extra service time may be available for purchase at a rate pre-determined by Wisconsin Union Catering. Additional surcharges may be applicable if your event begins later than ½ hour from its agreed upon start time. (Please see above: Additional Fees: Late Start Fees). Please consult you event planner with questions.

Floral Arrangements
We can order a floral centerpiece to suit your budget and compliment your catered event. A $10 handling charge will be added to the dollar amount you request for your arrangement. For example, if you order a $50 floral arrangement, your final charge will be $60.00. Any floral arrangements you have paid for are yours to keep.

Floral arrangements that have been provided to your event on a complimentary basis by Wisconsin Union Catering are the sole property of Wisconsin Union Catering.

Off-Premise Catering Guidelines
Deliveries off-premise are handled on a “first come, first served” basis based on availability. Requests for off-premise events will be based on availability for the day of your event. Orders within two weeks will be considered based on availability.

A delivery fee of $20 will be assessed to “on campus” deliveries and a minimum $50 delivery fee for “off campus” locations. A minimum purchase of $50 in food and beverages must be ordered in order to qualify for a delivery. Those requesting off premise deliveries are required to provide all necessary tables, chairs, access to running water, electricity and a food service staging area.

Late Changes
Late changes (changes made after your final Guaranteed Guest Count, which is 5 business days prior to your event) including increases or decreases in final count, food quantities or changes in timing will be handled on an ‘approval-only’ basis and may be assessed a fee based upon the requested change.

Late Additions
Additions accepted after the two-week (10 business day) deadline for orders will incur a $25 dollar charge. Orders from the take-out menu will be exempt from this charge.

Late Starts
Catered meals beginning later than 1/2 hour past the scheduled time, at no fault of the Catering Department, may result in a surcharge of 5% of the final bill. 1 hour past the scheduled time will result in a surcharge of 10% of the final bill. Additional charges will result in an additional 5% (non-cumulative) charges per half hour. A catering manager will alert contact you’re designated group coordinator if you are in danger of incurring this fee PRIOR to it being incurred.

Large Event Special Service Fee
The Wisconsin Union adds a $500 special services fee to all wedding receptions and other large member events. This charge covers the increased amounts of labor involved in servicing these events, extra equipment, and earlier room preparation times. Please follow this link for full details:

http://www.union.wisc.edu/conferenceservices/celebrations/

Central Reservations
Phone: (608) 262 - 2511 • Fax: (608) 265-8299 • centralreso@union.wisc.edu
2nd floor, Memorial Union, 800 Langdon Street, Madison, WI 53706-1495

Wisconsin Union - Experiences for a Lifetime

Catering

Catering Policies