IU Catering guidelines
Review important timelines, billing policies, and service guidelines before placing your catering order.
Quick facts
- Book at least 2 weeks in advance
- Final guaranteed guest count is due by 10 a.m. 5 business days before your event
- Billing is based on your guaranteed guest count unless additional guests are served beyond the count
- No outside food or carry-out allowed
- 20% service charge plus applicable taxes
- Approximately 5% overage prepared; service not guaranteed beyond that
Deadlines and timelines
Booking
Catering orders require at least two weeks' notice.
Last-minute orders
Orders received fewer than five business days before your event are subject to availability and an expedited fee.
- $50 for in-house events
- $75 for off-premises events
Final menu and special meals
Final menus are due two weeks before your event.
Requests for vegetarian, vegan, gluten-free, kosher-style, halal, and other special meals are due 5 business days before your event.
Final guarantee and entrée breakdown
Your final guest count (guarantee) and entrée selections are due by 10 a.m. five business days prior to your event.
- The guarantee cannot be reduced after submission
- An entrée breakdown is required for plated meals
If a final guarantee is not received, the expected attendance listed on your order will be used as the guarantee.
Final charges
Billing is based on your guaranteed guest count unless more guests are served than your estimate.
Guarantee submission schedule (by 10 a.m.)
| Event day | Deadline |
|---|---|
| Monday, Saturday, or Sunday | Monday prior to your event |
| Tuesday–Friday | One week prior to your event |
Fees, taxes, and billing
Service charge and taxes
All catering orders include:
- 20% service charge
- 7% Indiana state sales tax
- 1% Monroe County food and beverage tax
Tax exemption
Most orders, including those for IU departments, are taxable according to Monroe County Food and Beverage tax law updated in 2026. Exemptions apply to external nonprofits and the following specific IU groups and circumstances:
- Events entirely designed for and attended by enrolled students and billed to an IU account
- Approved IU departmental purchases for an official government function with a written determination from Office of the University Controller
- Meals for individuals in need directly related to mission (requires NP-1, direct billing, mission verification)
University accounts
University clients must provide:
- Department account number
- Hospitality code
A Banquet Event Order (BEO) must contain a signature (digital or handwritten) and be reviewed and approved before services are finalized.
Non-university deposits
Non-university clients are required to submit:
- 20% due at contract signing
- 50% due 30 days prior to the event
- Balance due 5 business days before the event
- Use the secure payment link you'll receive in email
Billing statements
Invoices are issued on the 25th of each month and are due within 30 days.
Off-site rentals
Off-premises events may require additional rental fees for china, stemware, flatware, and other equipment. Client provides tables and chairs at off-site event spaces.
Cancellations
- 3-5 business days: Up to 50% of anticipated revenue, plus labor and expenses already incurred.
- 2 or fewer business days: Up to 100% of anticipated revenue, labor, and all incurred costs.
- All cancellations must be submitted by email.
- Clients remain responsible for commitments already made on their behalf, including purchased goods, rentals, and scheduled labor.
Exclusivity policy
All food and beverages served at IU Catering events must be provided by IU Catering.
Carry-in and carry-out policy
- Outside food and beverages are not permitted
- Leftover food may not be removed from your event.
Service Policies
Market pricing and substitutions
Menu prices may change based on market conditions and product availability.
Service time
Menu pricing for receptions and buffets is based on 1.5 hours of service unless otherwise noted.
Minimums
Events below the published minimum are charged at the minimum guest count.
Buffet and bar service ratios
- Double-sided buffet line for every 125 guests
- One bar for every 100 guests
Bar setup fee
$100 setup fee applies per bar at the Indiana Memorial Union and $200 for events outside the IMU, including those on the IU campus.
Alcohol availability
Beer, wine, and spirits selections are subject to availability.
Overage preparation
IU Catering prepares approximately 5% additional food beyond the guaranteed guest count. Service beyond the additional 5% is not guaranteed.
Platter exceptions
Platter-priced menu items may have different guidelines. Ask your IU Catering contact for details.