Food and Beverage Guidelines

Pursuant to the authority granted to Boise State Dining under the Food and Beverage Service on Campus Policy (Policy 9290) Boise State Dining (BSD) has updated the current Reservable Areas Food and Beverage Guidelines.  These guidelines apply to all student organizations, university departments, and external groups hosting events in Reservable Areas.

Only BSD or BSD Approved External Vendors shall serve non-packaged food on campus.

Individually pre-packaged items (e.g., granola bars, chips, bottled beverages) are permitted.

All beverages served are to be Coca-Cola products, in compliance with the university’s exclusive beverage contract pursuant to Policy 9290.   

• Hot beverages (e.g., hot chocolate, coffee, powdered apple cider) shall not be prepared by the hosting organization. The sponsoring organization may provide the necessary supplies (e.g., hot water, cocoa mix, cups), the individual will be responsible for preparing and serving the beverage themselves. 

• Food or beverages shall not be sold on campus, except by a BSD approved vendor.  
• Voluntary donations, without a suggested amount, may be accepted.

All events held in Reservable Areas are scheduled through the designated venue’s reservation process. Please coordinate directly with the appropriate venue to secure your space.

Pursuant to the authority granted to Boise State Dining under the Food and Beverage Service on Campus Policy (Policy 9290) Boise State Dining (BSD) has updated the current Approved External Catering process:  

• All Non-Boise State affiliated groups are required to use BSD’s Carved & Crafted catering for their events.  Non-Boise State affiliated groups may seek a special exemption utilizing this form.  If an exemption is granted, the group may only use a BSD Approved External Caterer.      
• Events Over $2,000: Boise State affiliated groups must submit a request for Carved & Crafted’s right of first refusal.  Use this form to submit your event to BSD.  If BSD does not accept an event, then the Boise State affiliated group must use a BSD Approved External Caterer.   
• Events Under $2000-$351: Departments must utilize BSD’s Approved External Caterers. 
• Events Under $350: Departments should utilize BSD’s Approved External Caterers. 

Donated Food: If a group is receiving donated food, they can file an exemption.  If the exemption is granted, the donated food may only come from a BSD Approved External Caterer.  

Use of the following vendors for an event is prohibited because they require accepting terms that the University cannot legally accept:

• Uber Eats
• EZ-Cater
• DoorDash
• Any online delivery platform that requires acceptance of an End User License Agreement (EULA) or similar terms

Purchases that require users to accept terms and conditions by clicking “I agree,” proceeding through a checkout screen, or even by simply using the platform almost always include legal language that constitutes a binding contract. Employees are not authorized to enter into such agreements unless they have been approved by the University’s Office of the General Counsel.

In addition, all purchases must comply with applicable University policies, including but not limited to:

• Policy 6030 – University Contracts
• Policy 6140 – Purchasing Card and Corporate Travel Card
• Policy 6240 – Meals and Refreshments
• Policy 9290 – Food and Beverage Service on Campus

Departments are responsible for ensuring compliance with these policies before initiating any food or delivery purchases.  

To ensure consistency with Boise State’s dining policies, departments may request an exemption to use an external food vendor.

Eligibility

Exemptions may be granted if:

• The vendor offers unique food not available through Carved & Crafted.
• The event requires specific cultural, religious, or dietary accommodations unmet by Carved & Crafted.
• The food is donated by an approved vendor.

How to Request

• Submit the Food Service Exemption Request Form at least 20 business days before the event.

Review Process

• Boise State Dining will respond within 5 business days.
• Additional info may be requested.  
• If approved, the exemption is valid only with a BSD Approved External Caterer.

Important Notes

• Exemptions are not guaranteed and are reviewed case-by-case.  
• If denied, departments must use Carved & Crafted or a BSD Approved External Caterer.
• Vendors not following university food safety standards may be disqualified from future use.

The catering team accepts requests for catering service orders on business days, Monday through Friday, 8:00 a.m. to 5:00 p.m. Visit Boise State Carved + Crafted Catering to begin your order.  Advanced requests are highly encouraged. Guidance on when to submit and finalize the details of your request is included in the table here:

*All events involving alcohol must go through a permitting process. For additional information regarding alcohol permitting, eligibility, service, security requirements, and donated alcohol, see Boise State University Policy #1050 ALCOHOL BEVERAGE PERMITTING.

*Guest headcount is considered final as of 10:00 a.m., seven (7) business days prior to the event, and is not subject to reduction after this time. See the Guarantees section and Changes and Cancellations section of these guidelines for more information.

Menu selections, service style, and catering service times are considered final as of 10:00 a.m., fourteen (14)  business days prior to the event. See Changes and Cancellations section of these guidelines for more information.

Catering services requested after 10:00 a.m., fourteen (14) business days in advance of the event will be confirmed pending the ability of the contracted service provider to meet the request. In such cases, the reserving party will make selections from an abbreviated version of the catering menu with prices subject to market, fees, and charges of the contracted service provider. All charges and fees associated with catering services will be itemized and listed in the reservation confirmation.

Effective July 1, 2023, a 50% deposit will be required when catering services are confirmed. Deposits must be made with a credit card. The remaining 50% will be charged the next business day after the event concludes.

All catering services provided outside of the Student Union Building and Stueckle Sky Center are considered deliveries and must exceed $350 per order in sales. Delivery orders that do not meet this minimum will incur an additional fee equal to the difference between the total cost of the order and the minimum sales requirement. Additional delivery fees shall apply.

All bar services must meet a $200 sales minimum. Standard alcohol permitting and bar set-up fees shall apply.

• Bar permit fee – 75.00
• Bar setup fee – 100.00
• Bartender fee (per bartender) – 50.00
• Chef fee – $150 per hour

Effective January 1, 2025 – In accordance to  Boise State University Policy #1050 ALCOHOL BEVERAGE PERMITTING,  a meal equivalency (e.g., lunch, breakfast, dinner, and/or heavy hors d’oeuvres) and a comparable amount of non-alcoholic beverages must be available at the events serving alcohol for attendee consumption.

Your final, guaranteed headcount for catering services is due by 10:00 a.m., seven (7) business days prior to the scheduled event. The final guaranteed headcount will be confirmed in writing and is not subject to reduction after the deadline. See Changes and Cancellations section of these guidelines for more information.

Delivery service includes delivery of the catered food and/or beverage order, disposable serve ware, and disposable utensils to your requested campus location by catering personnel. Reserving parties are responsible for setup and presentation. Delivery service does not include ongoing catering service, personnel, linens, or temperature control elements. Food and/or beverages will be delivered at temperatures consistent with food safety requirements and should be consumed or discarded within three hours of delivery. Following the event, the reserving party is responsible for the cleanup and disposal of all disposable serve ware, disposable utensils, and leftover food. Cleaning fees may apply.

A delivery service fee will apply to all catering orders outside of the Stueckle Sky Center and the Student Union Building. The service fee covers operational costs and overhead including but not limited to repair and replacement of catering serveware and equipment, vehicles, linens, china, glassware, flatware, and catering displays. The service fee is set according to a flat rate or the percentage of the total value of the catering order prior to discount, whichever is greater.

Pick-Up Service includes preassembly of the catered food and/or beverage order for pick-up by the reserving party from the Student Union Building Jordan Ballroom Servery. Food and/or beverages and disposable ware come assembled and packed. Orders will be available for pickup at a predetermined time confirmed by your catering sales coordinator. Pick-up service does not include set up or other ongoing catering services, personnel, linens, serve ware, or temperature control elements. Reserving parties are responsible for transportation, setup, presentation, and cleanup. Linens may be requested for a fee per linen. Food and/or beverages will be ready for pick-up at temperatures consistent with food safety requirements and should be consumed or discarded within three hours of pickup. Following the event, the reserving party is responsible for cleanup. Cleaning fees may apply. Pick-up service is not available at the Stueckle Sky Center.

Full Service includes catering staff delivery, setup, staffing throughout the event, and cleanup of the catered food and/or beverage order per the details of your confirmed reservation. Standard staffing ratios are detailed in the Personnel Services section of these guidelines. Non-disposable serve ware and temperature control elements for food and/or beverage are provided and monitored throughout the event by catering staff.

Catering Services will dedicate trained and certified service staff to support your event per the following service standards. Drop-off and pick-up orders do not include personnel support unless otherwise requested in advance and confirmed with your sales catering coordinator. Additional fees will apply.

Additional staff may be requested in advance, please speak with your catering sales coordinators to review pricing.

Catering menus are available for all meetings and special occasions on the Boise State Carved + Crafted CaterTrax Website. All menu items are priced per guest unless otherwise indicated on the menu.

Boise State Carved + Crafted Catering is pleased to accommodate advance requests to support guests’ special dietary needs and preferences (i.e. food allergies, intolerances, or meals for vegetarians, vegans, and children). Requests must be submitted at least fourteen (14) business days prior to the event and will be accommodated depending on the availability of the requested product and upon the ability to meet the request. The contracted catering services provider will not assume any liability for adverse reactions to food served or consumed during a catered event.

Custom catering menus and pricing can be requested up to three (3) months in advance from your catering sales coordinator in consultation with the culinary team and will be supported depending upon the ability of the catering services provider to meet the request.

Boise State Craved + Crafted will add a service charge, per the table in the delivery service fees section, plus current Idaho state sales tax, to applicable food and beverage service. All service charges are not subject to Idaho state sales tax.

Standard Service provided for 18%. Eighteen percent of the food and beverage bill will be charged to all catered events.  This service charge is shared between all of the service and culinary team members.

Boise State Carved + Crafted Catering will accept requests for changes to menu selections, service style, and catering service times until 10:00 a.m., fourteen (14) business days prior to the event. Requests for such changes should be submitted to your catering sales coordinator in writing. Requests made after this deadline will be met pending the ability of Boise State Carved + Crafted Catering to meet the request. Any and all approved changes will be documented in an updated Banquet Event Order provided by your catering sales coordinator.

Boise State Carved + Crafted Catering will accept requests for changes to the guest headcount for catering services until 10:00 a.m., seven (7) business days prior to the event. If no such changes are communicated to the catering sales coordinator by the deadline, Boise State Carved + Crafted Catering will consider the last recorded number as the final, guaranteed headcount. Requests to increase the guest headcount may be made after the deadline and should be submitted to your catering sales coordinator in writing. Requests to increase the guest headcount will be met pending the ability of Boise State Carved + Crafted Catering to meet the request. Requests for changes to the guest headcount can only be confirmed by a catering sales coordinator who will provide you with an updated banquet event order. Charges and fees will be based upon the final, guaranteed headcount or upon the actual number of persons served at the event, whichever is greater. Boise State Carved + Crafted Catering is not responsible for providing catering services to guests above and beyond the final guaranteed headcount.

Boise State Carved + Crafted Catering is committed to the success of every scheduled and confirmed event. In the event of a situation beyond human control, not induced by negligence, Boise State Carved + Crafted Catering will not be held responsible. Inclement weather is not a valid cause for the cancellation of confirmed services. Catering services must be canceled by 10:00 a.m., seven (7) business days prior to your event. Cancellations must be submitted to your catering sales coordinator in writing. Cancellations made after this deadline will result in a charge to the reserving party for the final, guaranteed minimum headcount in order to recover the committed costs of food and labor. Cancellations made less than seven (7)  business days prior to your event will result in a 100% charge to the reserving party for all catering services detailed in your event reservation confirmation. Prepayment may be required for some special menu items.

• For internal clients, a valid University department identification number must be provided to your catering sales coordinator before the reservation can be confirmed. The catering sales coordinator will also confirm desired account codes for associated charges and fees.  It is expected that any outstanding invoices be paid in full before a new reservation will be confirmed.
• External parties must provide full advance payment for estimated catering charges according to their established rate on their banquet event order.
• All charges and fees are subject to current state and local taxes, including local tourism and convention tax, where applicable.
• All charges and fees, and costs for services arranged through Boise State Carved + Crafted Catering are provided to the reserving party via an itemized banquet event order. Upon review of applicable charges and fees, the reserving party has the ability to dispute charges and fees via the process for appeals if they deem them incorrect.
• Boise State Carved + Crafted Catering strives to provide one bill for all services rendered; however, event-related services coordinated and confirmed by providers other than Boise State Carved + Crafted Catering will be invoiced or assessed by the service provider and will be paid separately by the reserving party.

Effective July 1, 2023, a late fee will be assessed on unpaid invoices after 30 days.

• 31-60 days – 5% of invoice total
• 61-90 days – 5% of invoice total
• 91-120 days – 5% of invoice total

Pets and animals are not permitted in food preparation areas and near where food is being served. Please see Boise State Policy #9160 Animals On Campus for additional information.

Boise State Carved + Crafted Catering does not allow the removal of temperature-controlled food following the event due to food safety and handling guidelines.

If a credit card is left and recovered at the conclusion of a catered event, the credit card will be retained by the contracted service provider in a locked safe for one (1) business week following the event. If the credit card has not been claimed within this time, the credit card will be shredded per the business processes of the contracted service provider. To inquire about a lost credit card, please call Student Union Events at (208) 426-1677 for support.

For all other lost and found inquiries resulting from a catered event, please contact your event coordinator or the Student Union Information Desk: (208) 426-4636 for centralized lost and found support.

A minimum of 100 guests is typically required to reserve the dining hall. However, exceptions may be considered on a case-by-case basis, depending on other group reservations during the same meal period. Please complete the following form, and a Boise State Dining representative will reach out to you: Boise State Dining Hall Group Reservation

Group reservation requests must be submitted at least three days in advance of the desired reservation date. Late reservation requests may be subject to an increased door rate.

A group headcount is required at the time of reservation. Any changes to the headcount must be submitted at least three days prior to the reservation date. If no such changes are communicated to the Boise State Dining team, the last recorded headcount will be used as the billing guarantee. The confirmed headcount will serve as a billing minimum; any additional guests on the day of the event will be added to the final invoice.

Buster’s Kitchen and SouthFork are all-you-care to eat dining halls. Menu offerings may vary throughout the year. During the regular academic year, all stations are typically available; however, during summer or break periods, some stations may be limited. Boise State Dining reserves the right to adjust menu offerings based on seasonal availability and operational needs. All menus are at the discretion of Boise State Dining.

Boise State Dining will accept changes to headcount up to three days prior to the scheduled reservation. Any updates made before this deadline will be reflected on the group’s invoice and sent for final approval.

If a cancellation is necessary, it must be submitted in writing to the Boise State Dining team no later than three days before the reservation date. Cancellations made after this deadline, as well as no-shows, will be billed based on the final guaranteed minimum headcount to cover the committed costs of food and labor.

Upon confirmation of a dining hall reservation, an initial invoice will be sent to the booking party outlining the price, guest headcount, location and meal time(s) requested. If any changes are made to the reservation, an updated invoice will be provided.

A valid credit card is required at the time of booking to secure the reservation. The card on file will not be charged until after the event, once the final headcount has been confirmed by the Boise State Dining team.

Check-in procedures may vary by group reservation and may include one or more of the following methods:

• Wristbands
• Tickets
• Clicker
• Sign-in Sheet

Boise State Dining reserves the right to determine the most appropriate check-in method for each group.