Caterings

This standard addresses booking catering services, or requesting food or beverages, for an event using ICC Food Services department.

Operational Standard/Purpose

This standard addresses booking catering services, or requesting food or beverages, for an event using ICC Food Services department.

The purpose of this policy is to maintain a standardized process of utilizing catering by the Food Services department to provide excellent customer service and a consistent product to our patrons. Whether these patrons are ICC employees or people from an outside group, Food Services strives to provide great food at an affordable price. This includes personal delivery, setup, and cleanup of all events so the customer has a worry-free event!

Scope/Applicability

All Illinois Central College employees, students, and public patrons who will be serving food or beverages at any on-campus event, meeting, gathering, etc., must use ICC Food Services Department catering services.

Procedures

1. Events should be scheduled two weeks in advance. ICC catering services are available six days a week (Monday-Saturday) with the exception of official ICC holidays and severe weather closings
2. Point of Contact: The first point of contact is the Special Events Coordinator, Stephanie Farquer, at (309) 694-5717. Do not call the Catering Manager. The Special Events Coordinator will assist with questions or planning an event.
3. Catering Items and Prices: The ICC Campus Dining catering menu can be found on the website at www.icc.edu/around-campus/campus-dining/catering or on ICCNET in the catering section. Prices listed are subject to change without notice. Food Services will not guarantee prices prior to 60 days before a scheduled event.
   
   All catered events for external organizations are subject to sales tax where applicable. Tax-exempt groups must provide a copy of the organization’s sales tax exemption certificate prior to scheduling the event.
4. Booking a Catering/Event:
   1. Log into 25Live and request to reserve the space(s) needed for the event. Resources needed for an event, including catering, are requested through 25Live when reserving the space.
   2. Indicate the date services are needed. Food and beverage orders require 10 working days’ notice. Beverage-only orders require 24 hours’ notice. Food Services will make every effort to accommodate last-minute requests, however, without sufficient notice, Food Services may not have the ability to supply specific items or services.
   3. Submit a final guest count to the Special Events Coordinator no later than two business days prior to the event. If the event is scheduled on a Saturday, the final count is due on the Monday before the event. If no final count is received by the deadline, the original number ordered will be billed.
   4. If services are provided (i.e. use of coffee pots, dishes, etc.) without a food or beverage order, a minimum of $10 will be charged. All equipment delivered will be on loan, and a replacement charge will result if the equipment is damaged or missing upon pickup.
   5. A department account number is required when submitting a catering request. Products and services will be billed the week following the event with payment due within ten days. A service charge will be added every thirty days past due.
5. Cancellations must be received by the Special Events Coordinator 48 hours prior to the event. Cancellations received after the 48-hour deadline will be subject to full charges for the catering.

Additional Provisions/Information

First Right of Refusal: Illinois Central College’s Food Services Department has the first right of refusal for any catered event held on any ICC Campus location. If the Food Services department is available and able to provide the services you request, you must use ICC Campus Dining catering.

Removal of Food: ICC and the Illinois Department of Public Health prohibit the removal of catered food/beverage from any event.

Potlucks or Donated Food Items: Organizers of events who wish to have a “potluck” and/or serve donated food items must consult with the Special Events Coordinator to check compliance with health department regulations.