Catering Guidelines

IU Catering Guidelines

Food and Beverage Ordering Timelines

We require two weeks to adequately plan your event. Custom menus require additional preparation time.  Last minute orders may be accommodated, but we reserve the right to limit choices due to availability of food inventory and or staffing. Orders placed fewer than five business days in advance will be assessed a expedited fee of $50 for in-house events and $75 for off-premise events.

Deposit

IU Catering may require advance deposits to guarantee events. Standard deposit guidelines are:

  • 20 percent due at the time of the signed contract
  • 50 percent of estimated revenues due 30 days in advance
  • Balance due five business days prior to the event

Guarantee Numbers

Final guarantee number are due 5 business days prior to the event and are not open to reduction. In the event that no guarantee number is submitted, then the expected number will be recorded as the guarantee number. All charges are based on the guarantee number or upon the actual number of persons served, whichever is greater. IU Catering prepares for a 5 percent overage of guests; if more than 5 percent of the guarantee number are in attendance, IU Catering cannot guarantee adequate service.

Day of Event Deadline for Final Guarantee

  • Sunday - Previous Monday by 10:00am
  • Monday - Previous Monday by 10:00am
  • Tuesday - Previous Tuesday by 10:00am
  • Wednesday - Previous Wednesday by 10:00am
  • Thursday - Previous Thursday by 10:00am
  • Friday - Previous Friday by 10:00am
  • Saturday - Previous Monday by 10:00am

Banquet Event Orders (IU customers only)

Banquet Event Orders (BEOs) are the documents from which all IU departments work in order to execute your function successfully.  Receipt of a BEO from IU Catering staff is confirmation that we will provide service for you.  Please review any BEO carefully, make a note of any changes, sign the bottom and then return them signed to IU Catering staff.

Service Charges & Tax

A service charge of 18 percent will be applied to food and beverage purchases, in addition to the applicable 7 percent Indiana state sales tax and 1 percent Monroe County food and beverage tax will be applied to all events.  For off-site catering, there will also be a rental fee associated with any china/stemware/silverware request.

Billing

A catering deposit is required for all events not billed to an Indiana University account. This advance deposit will be applied to the final invoice. Statements are mailed on the 25th of each month and have a remittance period of approximately 30 days. University events must provide a department account number and hospitality code at the time of booking. All clients are responsible for confirming tax exempt status with the IU Catering sales office prior to the event.

Tax Exemption

In order to receive sales tax exemption, eligible groups should produce a copy of the tax exempt certificate at the time of contract signing.

Cancellations

While reasonable effort will be made to minimize cancellation charges, groups will be held responsible for all charges incurred as a result of any commitments made to facilitate the event. All cancellations must be submitted to the IU Catering Office via email at iucater@indiana.edu.

Cancellation schedule

2 business days or fewer: Customer will be responsible for up to 100 percent of the food and beverage revenue, equipment rental and labor expenses.

3 to 5 business days: Customer will be responsible for up to 50 percent of the food and beverage revenue, equipment rental and labor expenses.

Regulations

In order to comply with local and state regulations, all food and beverage items must be purchased through IU Catering.

Carry-in, carry-out policy: IU Catering reserves the right to inspect and control all private events held in our venues. In accordance with food and safety regulations, no food or beverage of any kind is permitted to be brought into IU Catering venues or to be removed from IU Catering venues. IU Catering makes no guarantee about, does not recommend, and will not be held responsible for the safety of any food taken out of IU Catering venues. IU Catering is not responsible for containment or travel safety of any food removed from IU Catering venues.