Policies

The following information is designed to assist you in planning your menu. When you use the guidelines, it assists everyone in providing the best event possible for you and your group. Our Catering Staff will be happy to work with you to customize a menu to suit particular tastes and themes, or just to make an event extra special. Per Policy Number: FNS-04-I008 Dated February 2005; SHANDS Jacksonville catering service shall provide the catering services for all meetings or functions held on the Shands Jacksonville campus. No outside vendors or individual will be allowed to deliver or provide food or food service on the Shands Jacksonville campus.

Client Responsibilities

For hosted events, it is the client’s responsibility to make arrangement through this web site for room availability, tables, chairs, audio-visual equipment and any additional needs you may have. These arrangements should be completed prior to initializing any food service requests.

All table arrangements must be set up at least two hours before the event is scheduled to take place, by the client through Enviromental Services, or the appropriate party, prior to the event to ensure catering set is completed on time. Catering is not responsible for setting or providing tables or chairs of any kind. We do not have key access to buildings or rooms on campus. It is your responsibility to ensure that facilities are unlocked to allow for delivery and/or clean up. Should a room or building be locked or inaccessible for delivery, our staff will wait till approximently 10 minuets after the scheduled delivery time. For unattended late night and weekend functions, pick up will be the next business day. Additional service charges may apply for special events and weekend events for less than 100 people.

We kindly ask that you submit your catering order 3 business days prior to your event to ensure ample time for appropriate staffing, linen/china ordering and the highest quality of product. We do realize that special events may arise unexpectedly and we will do our best to provide you service on short notice. Adjustments to orders must be made 2 business days in advance of the function. There will be no adjustments to lessen the quantity for events that require a minimum guest count ie; on Friday Nights (after 5PM) or Saturdays. Full payment will be required for minimum guest counts.

Our catering department will be more than happy to provide you with a complete quote in advance of your purchase.

Ordering

The minimum number of persons for delivery of a function will be ten. Any requests for functions under ten people will be on a pick up basis only. The minimum number of persons for evening functions (after 6:00p.m.) Monday-Thursday will be 50. Minimum of persons for functions Friday evening and Saturday will be 100 and exceeds $500.00. There are to be no functions scheduled for Sunday.

Advance Notice, Guarantees and Cancellations

Notice of less than the minimum Business Days/hours required will result in a late charge as follows: 49-72hr - $25.00; 25-48hr - $50.00 and $75.00 for 24hr or less.

For all catered events, Catering requires a guaranteed count 3 business days prior to your event. If the final guarantee is not received, we will consider the number indicated on the latest count to be correct. The guarantee is not subject to reduction after the deadline. Your billing is based on the final count. If the number of guests is higher than the final count guaranteed, you would be charged accordingly.

If any changes to your contract are made within two working day you may be charged as little as a $10.00 late administrative fee.

All cancellations are asked to be made 2 business days prior to your event. You will have no charge if the cancellation is made 2 business days prior to the event. For a cancellation that is less than 2 day, you will be charged 50% of the total bill. Same day cancellation will result in full payment.

ADDITIONAL CHARGES

Two hours of service is provided for your event. China and other Catering Items are provided to events less than 40 at no charge. If you request china for other venues, the china will be rented and a fee will apply. Linen will be charge according to your needs. Supplies delivered with food and beverages are provided in excess of actual needs; removal of these excess or any supplies will result in additional charges.

BILLING

On-Campus Clients: All Shands (excludes UF) clients must provide a valid Cost Center Code to begin your event planning. Your request will then be forwarded to the VP via e-mail for review and approval, only then will the approved request be send to the Catering Department for action. You will receive a Confirmation of your approved request once it has been received by the Catering Department. It is important to understand the VP must review and approve your request before any action is taken by the Catering Department, please review your request On Line to see the process report before calling the Catering Department.

Off-Campus Clients: A 50% deposit will be required for all events. Final payment is due with your final guarantee three (3) business days prior to your event. If billing is requested, catering must be in possession of credit card number that will guarantee payment of the event. Complete payment for these events is due on the event date. If the payment is not received, the client will receive a call from catering and the event will be billed to the credit card on file. Billing requests must be received at least 1 week prior to the event. Every off-campus client will incur an 18% gratuity, 7% gross state sales tax. Tax-exempt certificates must be on file to exempt your group from sales tax.

Food Safety

Food safety is a high priority for Morrison Dining Services. Therefore, we reserve the right to deny removal of leftover food by the customer. Please do not remove, dispose or repackage remaining items. To ensure safety and sanitation for customers and guests, a Catering representative will remove all items in a timely manner.

SECURITY

Shands Catering is not liable for any equipment, supplies or personal belongings left in public areas.