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Catering Guidelines

University Event Services proudly partners with the Aramark Corporation as the exclusive, contracted food service provider for all 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 Aramark Corporation. 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 University Event Guidelines main page.

Review Guidelines

Request Process

When to Submit Your Catering Request

The catering eeam accepts requests for catering service orders on University business days, Monday through Friday, 8:00 a.m. to 5:30 p.m. Contact catering at catering@boisestate.edu to begin your request. Advanced requests are highly encouraged. Guidance on when to submit and finalize details of your request is included below:

Event / Menu TypeWhen to Submit Requests
Large events, special events, custom menus1 - 3 months in advance
Small events, deliveries, regular menus2 weeks - 1 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) University 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) full University 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) University 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

Catering menu prices are based on quoted minimum headcounts for guests, as reflected in the menu. Ask your event coordinator about pricing for custom catering service orders if your anticipated number of guests does not meet the minimum headcount.

All catering services provided outside of the Student Union Building and Stueckle Sky Center are considered deliveries and must exceed $50 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) University 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

University Event Services offers three distinct catering service styles to meet your event catering needs: drop-off service, pick-up service, and full-service as detailed below.

Drop-Off Service

Drop-off service includes delivery of the catered food and/or beverage order, disposable serveware, and disposable utensils to your requested campus location by catering personnel. Reserving parties are responsible for setup and presentation. Drop-off 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 cleanup and disposal of all disposable serveware, disposable utensils, and leftover food. University Event Services is not responsible for items left in your reserved space.

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 serveware come assembled and packed on a rolling cart for convenient transport by the reserving party. Orders will be available for pickup at a predetermined time confirmed by your event coordinator. Pick-up service does not include setup or other ongoing catering service, personnel, linens, serveware, or temperature control elements. Reserving parties are responsible for setup, presentation, and cleanup. Linens may be requested for a nominal 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 and return of all leftover items, serveware, and cart to the Jordan Ballroom Servery. Carts and serveware are due the following University business day. Failure to return these items will result in charges assessed to the reserving party to cover the cost of replacement. Neither University Event Services no the contracted service provider is responsible for items left in your reserved space.

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 serveware and temperature control elements for food and/or beverage are provided and monitored throughout the event by catering staff. Linens are included for all full-service catering style orders meeting or exceeding a value of $7.50 per guest prior to any applied discounts. For all other orders, linens and color selections can be requested to your event coordinator, to be paid by the reserving party ($7.50 per table linen, $0.50 per napkin linen).

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 CampusDisposable$15.00 or 10%; not to exceed $500
Main Campus China$20.00 or 15%; not to exceed $750
Yanke Research Park and Downtown Campus LocationsDisposable$25.00 or 20%
Yanke Research Park and Downtown Campus LocationsChina$30.00 or 25%

Catering Staff

Catering Services will dedicate trained and certified service staff to support your event per the following service standards. Costs for staff will be included in the total cost of your catering order and detailed in your event confirmation for service. Drop-off and pick-up orders do not include personnel support unless otherwise requested in advance and confirmed with your event coordinator. Additional fees will apply.

Included Catering Staff to Guest Ratio by Event Type

Event TypeRatio of Included Catering Staff to Guests
Buffets1 server / 50 guests
Served Meals1 server / 32 guests
Receptions1 server / 50 guests
Beer and Wine Bars1 bartender / 100 guests
Full Bars1 bartender / 75 guests

Additional staff may be requested in advance at the rate of $25 per hour per server or bartender and $35 per hour per chef (two hour minimum applies for all additional staff).

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

University Event Services 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 five (5) University business days prior to the event and will be accommodated depending upon the availability of the requested product and upon University Event Services’ ability to meet the request. Neither University Event Services nor the contracted catering services provider will assume any liability for adverse reactions to food served or consumed during a catered event.

Custom catering menus and pricing can be requested from your event coordinator in consultation with the culinary team and will be supported depending upon the ability of the catering services provider to meet the request.

Staffing, china, silverware, glassware, and linens (for food and beverage tables only) is included with all full-service orders (buffets, receptions, served meals). For full-service catering orders meeting or exceeding $7.50 per guest prior to any applied discounts, table linens will be included. Linen color selections should be specified to your event coordinator and will be provided based on the availability of the requested color from the vendor. For all other orders, linens and color selections can be requested to your event coordinator, to be paid by the reserving party ($7.50 per table linen, $0.50 per napkin linen).

Service Charge and Tax

Boise State Catering 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 also subject to Idaho state sales tax.

Event Client TypeService Charge
University Department or Organization15%
University Sponsored Event 20%
Community Member or Organization20%

Changes and Cancellations

University Event Services will accept requests for changes to menu selections, service style, and catering service times until 10:00 a.m., five (5) full University business days prior to the event. Requests for such changes should be submitted to your event coordinator in writing. Requests made after this deadline will be met pending the ability of University Event Services to meet the request. The reserving party shall waive rights to any applicable discounts, and standard fees and charges shall apply for products and services. Any and all approved changes will be documented in an updated event reservation confirmation provided by your event coordinator.

University Event Services will accept requests for changes to the guest headcount for catering services until 10:00 a.m., three (3) University business days prior to the event. If no such changes are communicated to the event coordinator by the deadline, University Event Services 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 event coordinator in writing. Requests to increase the guest headcount will be met pending the ability of University Event Services to meet the request. Requests for changes to the guest headcount can only be confirmed by an event coordinator who will provide you with an updated event confirmation for services document. 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. University Event Services is not responsible for providing catering services to guests above and beyond the final guaranteed headcount.

University Event Services is committed to the success of every scheduled and confirmed event. In the event of a situation beyond human control, not induced by negligence, University Event Services will not be held responsible. Inclement weather is not a valid cause for cancellation of confirmed services.Catering services must be cancelled by 10:00 a.m., three (3) University business days prior to your event. Cancellations must be submitted to your event 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 one (1) University business day prior to your event will result in a 100% charge to the reserving party for all catering services detailed in your event reservation confirmation.

Invoicing and Payment

Catering services are requested through University Event Services and will be invoiced together with all other applicable event services in one itemized bill for service.

University Event Services will ensure mailed delivery of a written, itemized invoice to the reserving party within ten (10) University 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 Event Coordinator within five (5) University business days of your event. Internal clients will have five (5) University business days to review the invoice before payment is automatically administered using the University’s interdepartmental charge (IDC) process.

External parties will have thirty (30) days to review and pay the final invoice via check to “Boise State University” or electronic payment through a secure online payment portal link shared by your event coordinator. All charges and fees are based on the policies of the Student Union and event service partners. Such charges and fees are itemized and explained in writing.

Requirements associated with invoicing and payment

  • For internal clients, a valid University department identification number must be provided to your event coordinator before the reservation can be confirmed. The event 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 a 50% deposit and/or advance payment for facility rental fees according to their established rate in order to secure their confirmed reservation. Deposits may be paid electronically through a secure online payment portal link shared by your event coordinator or through a check payable to “Boise State University.”
  • All charges and fees are subject to current state and local taxes, including local tourism and convention tax, where applicable.
  • All charges and fees, costs, and any discounts for services arranged through University Event Services are provided to the reserving party via an itemized invoice. 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 as incorrect.
  • University Event Services strives to provide one bill for all services rendered; however, event-related services coordinated and confirmed by providers other than University Event Services 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 University does not recommend 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) University 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 University Event Services 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.