Catering Policies

We recommend that you contact us with your needs, or even just the date, as soon as you can to reserve your spot on our calendar.  We don’t need all the details in the initial call or email, unless your event is in the next 10 days.  A rough order can also be made using CaterTrax, our online ordering system.  While we strive to take care of every request, there are high demand days that book quickly.

To better support our clients we use CaterTrax, an online ordering and event management system for catering. Once you complete the registration form, create a username and password and read our policies, you can create your own orders or check on a previously created order.

Some organizations and departments may benefit from creating an account where log-in information is shared so multiple people can check on orders, or place new orders.  The sales team can also migrate previous events, or accounts, from one client name to another if there has been a personnel change.

Please call 541-737-1600 or email [email protected] if you would like help designing a menu for your event. Menus chosen less than 14 days in advance are subject to availability.

University Catering will make every effort to meet the special dietary needs of all your guests. We have vegan, vegetarian, halal, gluten-free and other allergen-free menu items. If you have concerns about how to accommodate these guests, please talk to us so we can help design a menu that best meets the event service needs, as well as guest needs.

Many times it is desirable to provide entree choices for your guests at a served meal. This option can be challenging, as you will have to track who ordered which item, as well as special dietary needs. Please talk with us about your event design so we can help you understand the pros and cons of split plates and multiple entrees, as well as how to accommodate the needs for special diet meals.

If you choose to offer multiple entrees, please note that all meals will be charged at the higher price of the choices you select; i.e. beef and vegetarian will be the same price.

Note that for a served meal we will need a seating chart with entree choices or each guest will need an indicator that notes which entree they are to receive. Keep in mind that once you provide your guarantee numbers you should only have that number of each indicator to distribute to your guests. When you run out of a certain indicator you need to let us know you are requesting a change in your guarantee.

To provide the highest quality service, we require that you provide a guaranteed number of guests who will be served at the event.

The guaranteed number must be finalized with our office five business days prior to the event. An earlier date will be required for special menus. Charges will be based on the guaranteed number or actual number served, whichever is greater.

University Catering is a preferred caterer in the Memorial Union, CH2M Hill Alumni Center and La Sells Stewart Center. We also provide service in many classroom buildings and offices across campus.

We cannot cater in Athletics buildings without prior approval. Please speak to our event planners for details.

For events scheduled at campus facilities there is a $15 delivery fee, Monday through Friday from 6 a.m. to 8 p.m. On weekends and campus closure days there is a $25 delivery fee.

For events ending later than 8 p.m., or starting before 6 a.m., there will be a $25 Late/Early Fee unless the food and beverage totals more than $500.

An additional delivery fee will be incurred if University Catering must make an unscheduled return trip due to locked rooms, events running late, or for any other reason.

University Catering is able to provide service for your off-campus event when your group meets one of the following criteria:

• You are a Category 1 client (see categories in "Labor Fees" below).
• Your event is sponsored by an OSU campus entity.
• Your group’s activities are based on campus and part of your event involves food service at an offsite location.

Off-campus delivery to a location less than two miles away is $25. If the event is two or more miles away there will be a $50 delivery fee.

For delivery over five miles, or with a need for an extra vehicle, the delivery fee will be a minimum of $75.

With the rapidly increasing cost of labor, a labor fee is included on catering orders. 

• Category 1 clients will be charged a 5% labor fee on the total bill, excluding delivery.
• Category 2 clients will be charged a 10% labor fee on the total bill, excluding delivery.

Labor fee definitions

There are two categories that our clients fall into.

Category 1: University community

1. Funded through the university (student fee, E&G, auxiliary)
2. Funded through OSU Foundation or Alumni Association
3. A Recognized Student Organization (RSO)

Category 2: External community

1. Commercial businesses, regional and national organizations and agencies
2. Individuals hosting a social event, not directly connected to the operation of the university

Cancellations will be accepted as late as 5 p.m. three business days prior to the event; i.e., Tuesday for a Friday or weekend event. Any cancellations received after 5 p.m. three days before the event may be charged 80% of the contract amount. Additionally, any cancellations received after 5 p.m. two day before the event may be charged 100% of the contract amount.

Events scheduled at the Memorial Union and SEC Plaza will incur an additional 5% facility fee on all food and beverage.

Events scheduled at CH2M Hill Alumni Center, La Sells Stewart Center and LiNC will incur an additional 10% facility fee on all food and beverage.

• Extra or extended service staff: $20 per hour
• Cake cutting fee is $0.50 per guest for an outside vendor’s cake (minimum 50 guests).
• China: based on number of table settings required, using University Catering china. Note that china for served dinners is included in the meal pricing.
  • Single course meal: $2 per person
  • Two course meal: $3 per person
  • Three course meal: $3.50 per person
  • China coffee service: $1
  • Reception: $2 per person
  • Bar glassware: $1 per person
  • Bamboo (plate & fork): $2 per person
  • Reusable silverware with compostable plates and napkins: $0.40 per piece of silverware
  • Compostable plates, napkins and compostable friendly utensils: included
  • Extra pack of 25-8" plates and forks: $6.25 per pack
• Tables: $12 each
• Linen table cloths: $7 each
• Linen napkins $1 each

We can work with several local vendors to assist you with your equipment, floral and various rental needs.  There will be a 5% handling fee for this service.

Note: Selections and prices are subject to change without notice. Please confirm pricing prior to event.

At University Catering food is our number one focus; however beer and wine can be served to complement the event if certain requirements are met. All alcohol is served in a responsible manner by trained and knowledgeable University Catering staff.  

Hosted Bars: You, the client, pay for all beverages for the duration of the event. All the beverages are billed on a consumption basis. Some clients will use tickets to partially host a bar. Only redeemed tickets are charged to the client at cash bar prices.

No-Host/Cash Bar: Your guests purchase beverages at a no-host/cash bar. University Catering determines the specific products for sale and must supply the alcohol per OLCC requirements.

The following requirements must be met for University Catering to provide alcohol service:

• Only beer and wine will be served. No hard alcohol.

• At least three weeks prior to the event the client must register the event with Risk Management for university functions, or events held on the OSU campus. If help is desired with this process please contact University Catering within the set timeframe.

• Food must be included with all alcohol orders. The Catering Manager must approve the menu and quantity of both food and alcohol. Alcohol will not be available until food is served.
• Non-alcoholic beverages will be available for guests at all times during the event.
• Alcohol service will end 30 minutes prior to the conclusion of the event if it is for more than one hour.
• Alcohol consumption is limited to the immediate premises where alcohol is being served.
• University Catering Bartenders are trained to check the I.D. of anyone who appears under 30 years of age.
• University Catering reserves the right to refuse alcohol service to any person.
• All bars will incur a bar set-up fee based on the number of products being served and will include one hour of service.
• Additional bartender, or service hours, are charged in one hour increments at $25 per hour per bartender.

• The room or facility must be unlocked a minimum of 30 minutes prior to the event start time.
• It is the responsibility of the customer to provide serving tables. University Catering will provide linen tablecloths for the buffet serving tables.
• If tablecloths are desired for seating tables there will be additional charges.
• If the customer needs assistance in acquiring tables, please contact us at 541-737-1600 and one of our customer service representatives can help.
• The replacement value for any lost or damaged equipment will be charged to the customer and will be included within the final bill.
• Please contact Campus Recycling for your composting and recycling needs at 541-737-2856.
• University Catering does not charge a gratuity.
• Due to food safety issues, all leftover foods remain the property of University Catering and may not be taken from the event. We make every effort to donate leftover foods to the Linn Benton Food Share.

Working with BNC

If you would like to make the leftover food available to students, with the help of Basic Needs Center, please plan for the following:

• The room reservation should be extended by 30 minutes.
• The Catering pick-up time should be 30 minutes later.
• Catering does not provide extra compostable plates beyond the number of expected attendees. Packs of 25 are available for purchase as part of your order.