CATERING POLICIES

Food Service/Catering Policies                          

General Policies                                                                        

• All food and beverages served in the Extension Conference Centers must be purchased from ECC Food Services.   Groups using the centers cannot hire other c     atering agencies or bring in their own food or beverages. Groups that do not adhere to this policy will be charged at the same rate for all items brought in to the center at ECC catering rates.
• In accordance with our food and safety guidelines, no food can be released to guests to take outside of the building after an event. Left over food is donated to the Second Harvest Food Bank.
• If a meal (breakfast, lunch, dinner) for attendees is not contracted with ECC, attendees should be instructed by the coordinator or teacher to enjoy a meal at one of Madison's local restaurants, the Memorial Union  or food carts.
• Clients or their attendees that do not adhere to this policy will incur a $100 charge in addition to the charge at full cost for all items (food, beverage, and/or media services) brought into the Center(s) at the current rates. This charge will be added to the invoice post-event.

Orders and Guarantees

• In order to meet food-ordering deadlines, all menu choices must be completed two (2) weeks prior to the event.  This includes type of service and menu choices.
• Final counts and catering orders MUST be guaranteed before noon, FOUR (4) BUSINESS DAYS preceding the event.

Minimum Orders

• A food/catering order or at least $5.00 per person is required.
• Note: Minimum orders are associated with some specific menu items and catering setups, e.g., a minimum of 25 people is required for buffets; 15 is required for plated entrees. For smaller groups, please consult your meeting planner.

Catering Cancellations

• No catering charges are applied if cancellations to food items or events are made at least ten (10) business days or (2) full weeks prior to the first day of the event.
• If catering items or events are cancelled between five (5) and nine (9) business days prior to the date, groups will be charged 50% of their order.  This includes subset events such as receptions hosted as part of a larger event.
• No refunds will be made if cancellations are made fewer than five (5) business days prior to the event.
• If cancellations are made due to inclement weather, some charges may apply. Please contact the ECC Event Planning and Sales Office for details.

Pricing

Our Catering Services Menu contains the description and prices for all of our food and catering services, including details about special packages that are designed to simplify the planning process. For those who qualify, we also offer a wide selection of menu choices that are priced to meet State of Wisconsin travel reimbursement rate requirements. Please ask your event planner if you require the state rate.

Due to fluctuating market conditions, prices are subject to change without notice until commitment date. Price commitments will be provided 60 days before the scheduled function. A late charge may be assessed for deviations from scheduled times. Please alert your speakers and schedule events carefully.

Receptions: Unless otherwise specified, the normal setup for receptions includes table linens, plastic plates and utensils, and other basic supplies for food service. If china and flatware is desired, there is an additional charge of $2.00 per person.

Ordering/Pricing Policy for CMPs (Complete Meeting Packages)

ECC offers a variety of packages that include different combinations of meals and breakservice options. One option is the CMP which can be configured differently, depending on specific needs of the group ordering the package.

• The Full-day CMP applies to meetings scheduled to end at or after 1:00 p.m. Groups will be charged for all participants, regardless if they stay for lunch.
• The morning AM/Lunch CMP applies to meetings scheduled to end before 1:00 p.m. Groups will be charged for all participants, regardless if they stay for lunch.
• The afternoon PM/Lunch CMP applies to meetings that begin at 11:00 a.m. and end by 4:00 p.m. Groups will be charged for all participants, regardless if they are in attendance during lunch.

Conferencing, Catering & Lodging on the UW-Madison Campus. UW-Extension Conference Centers.