UC San Diego Catering, Special Events Guidelines
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Leave the details to our professional staff, and enjoy your special event.

We take pride in coordinating custom events for your special occasion. The UC San Diego Catering sales staff is experienced and enjoys planning from start to finish, ensuring a successful event. We can help choose a venue, create a menu, assist with equipment, design the room layout, and more.

Menu Design
We request that clients confirm their menu at least ten (10) business days prior to the event.

UC San Diego Catering culinary staff uses only the freshest ingredients and are dependent upon designated sources of supply. Due to extreme changes in market conditions, menu items may need to be substituted and/or prices may need to be modified. If this becomes necessary, UC San Diego Catering will contact the client to discuss these changes prior to the event. UC San Diego Catering reserves the right to substitute an alternative food or drink if the items ordered are not readily available at the time of client’s event.

Proposals for catering services requested less than seven (7) business days prior to the event date will include an Expedited Rush Fee based on 15% of the food and beverage price, not to exceed $250.00 (two hundred fifty dollars).

Professional Staffing
Understanding the importance of your event, UC San Diego Catering offers attentive and professional staff ready to help you. As all special events are unique, yours may require different levels of service staff. On site event servers, chefs, supervisors start at a rate of $28 per hour with a 4-hour minimum.

Sales Office Hours
The sales office is open Monday through Friday 8:00 am to 4:30 pm. We are closed on University holidays.

If you would like additional information or a proposal please proceed to the UC San Diego Catering website site at:

http://hdh.ucsd.edu/catering/specialevents/proposals/

Saturday and Sunday events may be considered with a $2500 minimum. We request that you contact the sales office at 858.534.3688 for additional information.

Alcohol Policy
UC San Diego Catering is not licensed to purchase, distribute, or sell alcohol.

We can accommodate our guests in the following way:

UC San Diego Catering clients wishing to serve beer, wine and spirits must contract directly with a third party beverage service. The client is responsible for all paperwork and contract information between the specific vendors. UC San Diego Catering recommends the following vendors for this specific service:

  • Barworks: 858.566.6077
  • Best Beverage Catering: 858.274.1437
  • Event Beverage Solutions: 619.232.4327
  • Giuseppe Restaurants and Fine Catering: 858.210.1292
  • RG Bar Services: 858.395.3043

Please be aware that it is the responsibility of the client to obtain all necessary UC San Diego alcohol permits, required signatures, and approvals prior to the event.

If you plan to serve beer, wine and or spirits at you event, you must submit a “Use of Alcohol” form to the Campus Police at least 3 weeks prior to the event for approval.

In accordance with PPM #510-1, alcohol cannot be recharged.

Equipment Rentals
We are happy to assist you in planning your equipment needs.

Items such as tables, chairs, bar glassware, and linens require outside rental vendors. UC San Diego Catering recommends the following vendors:

  • Classic Party Rentals: 858.496.9700
  • Raphael’s Party Rentals: 858.689.7368

The client is responsible for contracting directly with the specified vendor as well as ensuring payment in full.

UC San Diego Catering can provide china service at a rate of $5.50 per person. Included in this service will be flatware, water glasses, linen napkins, and china based on your menu.

Confirmation of Space
UCSD offers a variety of spectacular venues. Your Catering Sales Manager can help you decide what suits your event, based on guest count and logistics. Please refer to our venue page to view some of our locations, and learn how to reserve them.

Guest Parking
Parking on campus is limited and does require permits. For events at the Scripps Institution of Oceanography Robert Payne Seaside Forum, Martin Johnson House, or the Birch Aquarium you may contact the facility manager for special one-day permits. For reserving space on campus and obtaining directional signage, please contact the Special Events Parking Office at 858-534-0274.

Final Guest Count
Guest count must be finalized no later than seven (7) business days prior to your event. Your final contract will reflect your guaranteed count. We understand that unforeseen issues may arise and your guests may have last minute attendance requests, we will do our best to accommodate these requests. If the guest count increases less than seven (7) business days prior to the event, UC San Diego Catering may not be able to increase the quantity of every menu item, but will serve an appropriate substitution. Increases to the GUARANTEED NUMBER and/or additions to the menu less than seven (7) business days are subject to approval. Charges for additional staff may also be required.

Deposits and Payments
UC San Diego Catering requires payment in full at least seven (7) business days prior to your event. For University clients recharging an event, please make sure the index number is correct and keep a copy of the contract for your records.

Groups not affiliated with the University must submit a non-refundable $1,000 deposit when confirming their event. The remaining balance must be paid seven (7) business days before the event. Methods of payment include Cashier’s Check (made out to UC Regents), Money Order, Visa, and MasterCard.

UC San Diego Catering events at the Scripps Institution of Oceanography Robert Payne Seaside Forum, Martin Johnson House or the Birch Aquarium will incur a 15% surcharge on food and beverage. (Campus recharges do not incur this charge.)

If payment is not received at least 7 business days prior to the event date, UC San Diego Catering reserves the right to cancel the event.

Your proposal will include our Terms and Conditions of Service with details of all contract requirements.

Cancellations
We understand unforeseen issues may arise however, we require notice of cancellation a minimum of fifteen (15) business days prior to your event. Please feel free to contact us directly at 858.534.3688.

Allergens

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

UC San Diego Housing-Dining-Hospitality Services strives to provide our customers with the most accurate, current nutrition and allergen information present in our menu items on campus. The nutritional information and allergens identified for each of our items have been auto-generated from our recipe management database system. However, 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 possibilty that certain ingredients may be substituted on the actual day of preparation. Thus, we cannot guarantee that a particular dish or item is free of a certain ingredient.

 

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