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Catering Guidelines

Student Union Events proudly partners with the Boise State Carved + Crafted Catering the contracted food service provider for Boise State University food and beverage, catering, sales, sampling, and service. Menu pricing and service fees are based on market rates and business operations of the Boise State Carved + Crafted Catering. All such charges and fees are itemized and explained in writing. For guidelines applying to other campus venues and event spaces and services, or to view outside food and beverage guidelines, please return to the Event Guidelines main page.

Review Guidelines

Request Process

When to Submit Your Catering Request

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 below:

Event / Menu TypeWhen to Submit Requests
Major events, special events, custom menus1 - 3 months in advance
Serviced events, deliveries, regular menus1 month in advance
Alcohol and bar service events (permitted events)*1 month prior to your event day for any alcohol service.

*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.

Deadline to Finalize Your Catering Request Details

Request DetailDeadline to Finalize
Menu selections, service style, service times10:00 a.m., fourteen (14) business days prior to the event
Guest headcount10:00 a.m., seven (7) business days prior to the event

*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.

MINIMUMS

All catering services provided outside of the Student Union Building and Stueckle Sky Center are considered deliveries and must exceed $150 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.

Guarantees

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.

Catering Service Styles

Delivery Service

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.

Pick-Up Service

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

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.

Delivery Service Fees

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.

Delivery LocationServeware ProvidedService Fee
Main CampusDisposable10%
Yanke Research Park and Downtown Campus LocationsDisposable20%

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.

Service Charge and Tax

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

Event Client TypeService Charge
University Department or Organization and Community Member or Organization18%

Changes and Cancellations

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.

Invoicing and Payment

Student Union Events will ensure the emailed delivery of an itemized invoice to the internal reserving party within ten (10) business days following the conclusion of the reservation. The itemized invoice will include all event-related charges and fees actually incurred from services rendered. Any concerns regarding services provided at your event should be communicated to your catering sales coordinator within five (5) business days of your event. Internal clients will have five (5) business days to review the invoice before payment is automatically administered using the University’s interdepartmental charge (IDC) process.

Requirements associated with invoicing and payment

  • 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.

Pets and Animals

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

Post-Event Removal of Food

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

Lost Items

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.