Hospitality Express Policies




Standard Hours of Operation
  • The UC San Diego Hospitality Express Sales Office is open Monday through Friday, 8:00 am to 4:30 pm. We are closed on university holidays.
  • UC San Diego Hospitality Express normal delivery and pickup hours of operation are Monday through Friday, 7:00 am to 6:00 pm. We are closed on university holidays. Please contact the Sales Office or 858.534.3688 for special deliveries outside our normal hours of operation.
  • Sunday orders may be considered with a $2,500 minimum purchase of food and beverage. Please contact the Sales Office or 858.534.3688 to place an order.
Order Minimums
  • UC San Diego Hospitality Express orders with a value of $25 or more may be picked up from the Catering kitchen located on the Revelle Campus.
  • UC San Diego Hospitality Express will deliver orders with a food and beverage value of $100 or more.
  • Please visit an HDH Market for orders that are last-minute or below the $40 minimum (see HDH Markets Recharge Information).
  • UC San Diego Hospitality Express Casual Dining events that require the use of our Upgrade / VIP serving equipment must meet the minimum food and beverage purchase of $250 (examples include hot buffet serving vessels, coffee urns, specialty platters, etc.)
  • Sunday orders may be considered with a $2,500 minimum purchase of food and beverage. Please contact the Sales Office or 858.534.3688 to place an order.
Delivery Service Policies
  • UC San Diego Hospitality Express standard disposable service ware, cups and accessories are 100% recyclable. These items require no pickup or equipment return.
  • Note that UC San Diego Hospitality Express does not provide food and beverage tables for deliveries. Clients are asked to arrange for table setup or ensure adequate counter space.
    • For your convenience, we offer linens available for rent for Casual Dining events.
  • To ensure a successful delivery, we ask that you provide building and room access or an unlocked delivery location at least thirty (30) minutes prior to the Food Set By time, as shown on the order. Additional time may be necessary for large events.
  • For any deliveries to outdoor or public areas, ensure that a department representative will be present to receive the delivery and provide supervision prior to and during the event.
  • Adequate loading and/or parking must be available for all deliveries.
  • A $56 Long-Haul Fee will be assessed for any delivery without loading, parking or elevator accessibility.
  • For any large delivery setups, additional delivery assistants may be required as determined by UC San Diego Hospitality Express at a flat rate of $28/per assistant.
  • Unscheduled trips will incur an extra $20/per round trip fee, including delivery or pickup due to inaccessibility (e.g., locked rooms, meetings running late, or any other reason our equipment is not readily available for retrieval at the agreed upon time).
  • Deliveries outside of the La Jolla UCSD campus may require travel fees and be subject to a minimum purchase. Our Sales Team will finalize these requirements prior to the execution of your event contract.
  • Clients must ensure the safeguarding of all UC San Diego Hospitality Express property and equipment dropped off at their event/delivery site.
    • Do not remove platters, baskets or other equipment from the delivery site.
    • Any missing, lost or damaged equipment is subject to replacement cost and will be charged to the client’s invoice.
  • It is our goal to pick up any equipment on loan within a thirty (30) minute window following the catering pickup time, as selected when order was placed. This time appears on your contract as Event End Time.
    • We offer Exact Time Catering Pickups for an additional $28 fee.
  • UC San Diego Hospitality Express is not responsible for any clean up after an event. We will only pick up the equipment on loan.
Booking Confirmation and Payment
  • UC San Diego Hospitality Express may sell out when maximum capacity is reached. We recommend booking as early as possible. We require placing your orders at least five (5) Business Days before an event to avoid a $50.00 expedited rush fee. We are unable to accept new orders less than three (3) full Business Days in advance.
  • Changes, increases or additions must be requested at least five (5) Business Days before an event to ensure we are able to accommodate you. We are unable to accept requests for changes, increases, or additions less than three (3) full Business Days in advance.
  • Guaranteed guest count must be submitted no later than five (5) Business Days prior to your event. We are unable to reduce quantities less than five (5) full Business Days before an event.
  • All prices are subject to change. Due to seasonality, certain items may not be available.
    • Pricing will be finalized thirty (30) days prior to your event.
  • Non-UC San Diego Clients
    • UC San Diego Hospitality Express requires payment in full at least five (5) Business Days prior to your event. We accept Visa, MasterCard, cashier's check or money orders.
    • If you are paying by credit card, we will contact you for payment.
    • If you are paying by cashier’s check / money order, make it payable to “UC Regents” and include the Order ID number on the check. Mail to: UC San Diego Catering, 9500 Gilman Drive, La Jolla, CA 92093-0351.
  • UC San Diego Departments
    • UC San Diego Hospitality Express accepts index numbers from University departments and student organizations. Index number must be received five (5) Business Days prior to your event
    • Sales tax is not charged when an index number is provided for full payment of an event.
    • Ensure your index number is correct for recharge and keep a copy for your records. For incorrect index numbers, contact our accounting office at 858.534.3688.
    • If you charge the expense(s)/entertainment expense(s) to an index, you are required to maintain accountability in line with UC San Diego policy on University sponsored entertainment. Read the guidelines at this link for assistance.
  • If payment or index number is not received at least five (5) Business Days prior to the event date, UC San Diego Hospitality Express reserves the right to cancel the event.
Staffing Requirements
Some events may require staffing based on guest count and type of menu.
  • Servers start at $28/per hour with a two (2) hour minimum.
    • Hospitality Express Servers are responsible for setting up and replenishing food and beverage stations, as well as dressing the guest seating tables with linens and appropriate service ware.
  • Buffet Attendants will be necessary for all hot buffets with over seventy-five (75) guests.
    • Buffet Attendants start at $28/per hour with a two (2) hour minimum.
    • Hospitality Express Buffet Attendants will assist in serving guests from the food stations.
  • Delivery assistants may be required as determined by UC San Diego Hospitality Express at a flat rate of $28/per assistant.
    • Hospitality Express Delivery assistants will be required for any large delivery setup. Our Sales Team will finalize these requirements prior to the execution of your event contract.
  • To ensure the success of your event, Hospitality Express Event Managers or Culinary Staff may be required for larger events or multiple orders per event. Our Sales Team will finalize these requirements prior to the execution of your event contract.
  • Staffing rates may be higher on holidays and weekends. Our Sales Team will finalize these requirements prior to the execution of your event contract.
Guarantee of Attendance
  • Guaranteed guest count must be submitted no later than five (5) Business Days prior to your event. We are unable to reduce quantities less than five (5) Business Days before an event.
  • Changes, increases or additions must be requested at least five (5) Business Days before an event to ensure we are able to accommodate you. We are unable to accept requests for changes, increases, or additions less than three (3) full Business Days in advance.
Health and Food Safety
  • UC San Diego Hospitality Express is unable to authorize the removal of perishable leftovers from any event due to food safety precautions.
    • UC San Diego Hospitality Express will not provide packaging or other materials for leftovers.
    • The removal of platters, baskets, or other UC San Diego Hospitality Express Casual Dining equipment will result in additional charges.
  • In compliance with health code regulations, perishable food items can only be presented for a maximum of two hours.

Please be aware that UCSD Housing Dining Hospitality Services handles and prepares egg, milk, wheat, shellfish, fish, soy, peanut, tree nut products, and other potential allergens in our restaurants and kitchens.

UCSD Housing • Dining • Hospitality Services strives to provide our customers with the most accurate, current information on food allergens present in our menu items on campus, but we cannot guarantee that a particular dish or item is free of a certain ingredient.

The allergens identified for each of our items have been auto-generated from our recipe management database system. However, for example, there is always a chance that changes have occurred in the manufacturing of products off-site, which may occur without our knowledge. Similarly, there is always a possibility that certain ingredients may be substituted on the actual day of preparation.

Particularly for those individuals with sensitive food allergies, we want to inform you of this risk. We are in the process of verifying our allergens and nutrition information, however should you have any questions please contact the Sales Office or 858.534.3688.

Cancellations
  • Cancellations made less than five (5) business days of the event will be charged the full invoice amount.
  • Events larger than one hundred (100) guests must cancel at least ten (10) business days in advance.
SIO Surcharge
  • Events at the Scripps Institution of Oceanography Seaside Forum, Martin Johnson House, Birch Aquarium at Scripps, or Pawka Green are subject to a 15% food and non-alcoholic beverage surcharge only when payment is made by credit card, cashier’s check or money order.
  • This policy applies to all caterers providing services to these locations and is not exclusive to UC San Diego Hospitality Express.
Special Requests
We will attempt to accommodate special requests, whenever feasible. Please contact your sales professional at Sales Office or 858.534.3688. You may also refer to our Special Events website..

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