Frequently Ask Questions - Internal Catering Procedure

Non-University Food Services Provider (Alternate Caterer) or Low-Risk / "Pot Luck & Bake Sales"

A "Low Risk" application covers events such as potlucks, bake sales, and BBQs (with pre-cooked meat) wherein the guests are not the general public or 'walk-in' type traffic. Further, this form is used for events where food will be offered and where the risk of food-borne illness and cross-contamination is minimal, and the invited guests have the option & discretion to choose what they would like to consume. Even with 'low risk' waivers, the liability of these events will fall onto you (the Organizing Individual/PEO) for any food-related concerns after the event. 

• Potluck: All or most of the guests are contributing to the meal and are aware of the food being made in various guests' homes

• BBQ: Where the cooking is done by the group themselves and any meat products are pre-cooked (minimal risk for food-borne illness)

• Bake Sales: Where the main purpose is a fundraiser for a student group or organization 

• 'Firepit' Foods: S'mores, hot dogs, cookies, etc., during a Fire Pit booking 

In all cases, the form requires the signature of the person, department or caterer taking on the liability risk of the catered food. Click here to access the Low Risk Waiver

 Catering Category: Drop and Go Service / Pick Up Orders

 “Drop and Go / Pick Up” is defined as a basic catering order for small groups, typically for a casual-style, low-risk event.  For this category, PEOs will work directly with the FSP to order catering for their event.  Setup for these events is minimal, with little to no disruption to furniture, and typically, no additional cleaning outside of the regular schedule is required. The PEO is responsible for restoring the classroom/boardroom/space to its original condition, including furniture returned to its regular setup. This can include garbage being emptied, pizza boxes being disposed of in a dumpster, etc.  If unplanned cleaning is required, the PEO is responsible for contacting Physical Plant (during office hours) or Security (after-hours call-in), and this may incur additional costs. Catering, including dishware and supplies, are picked up/returned either by the PEO or the FSP immediately following the event.

• Usually 20 guests or fewer;

• 10 business days advance notice required;

 No Set Up Required;

• If drop off by FSP, ensure to include time for set up and pick up in your space booking (i.e. 30 minutes pre and post event);

• The FSP will confirm with the PEO the number of tables/spaces needed for service. If Catering Table(s) are required, the PEO is responsible for contacting FCS to arrange drop off and pick up. (Table Booking Process will apply: Orillia | Thunder Bay)

• Removal of excess food, beverages, and supplies must be discussed and agreed upon between the PEO and the FSP.  

• The PEO must ensure the space is returned to its former condition upon the completion of the event. This may include returning classroom furniture to its regular setup, garbage removal, etc., to ensure the room is in suitable condition for the next user group, or reserving the room until the following day to allow for cleaning and pick up in regular scheduled hours. 

• For outdoor events, the PEO will need to arrange garbage bins as necessary for group size and collection/removal of the bins post-event. 

• PEO & FSP should discuss buffet table linen expectations. Tablecloth colours vary by campus. 

• In the majority of cases for ‘drop and go’ or ‘pick up orders’, disposable service is provided unless otherwise agreed with FSP. If dishware is requested, PEO and FSP must agree on pick up and/or return details to ensure inventory is returned to FSP. Missing or damaged dishware, or any unreturned FSP supplies (i.e. beverage jugs, linen) may be charged on the final FSP invoice.

Note: Heritage Place catering requests will be evaluated on a case-by-case basis. In the event that the FSP is unable to provide delivery to Heritage Place at no cost, alternate caterers will be supported.

Menus and placing orders

By placing your order directly with the FSP, the FSP Director/Manager will confirm with the PEO receipt of the order and confirm availability for the service request within 48 hours for standard menu orders and within 5 business days for more complex or custom orders. From the point of confirmation, the order will be billed as indicated in the FSP’s catering system (iCanEat or Catertrax). Should there be any changes (i.e. increase or decrease of attendees, etc.), it is the PEO’s responsibility to confirm final numbers within the required timeframes.Orillia: Place your order here or visit http://catering.danahospitality.ca/LAKEHEAD/Thunder Bay: Place your order here or visit https://lakeheadu.catertrax.com/

Final Event Details and Guest Count

The PEO is responsible for confirming all event details, including final guest count if it has changed, in writing by 12 pm, 5 business days before the event (unless alternative arrangements were made with FSP). Weekends and statutory holidays are not considered business days. 

Invoicing / Payment

• Internal Lakehead Departments, LUSU and Student Groups: Catering invoices will be sent directly from the FSP to PEO. Invoices can be paid by purchasing card or budget transfer. 

Purchasing Card: PEO is responsible for ensuring payments on purchase cards are processed through the FSP 

Budget transfers: PEO is responsible for ensuring proper signatures and budget codes are sent to the Finance Office for processing.

Need additional assistance or support? 

If you find you need additional support for your Drop & Go Service, Food and Conference Services offers consultation and assistance for your event and catering needs. Please be advised that, depending on the nature of the request, these additional supports may incur fees to recover staff time, coordination, etc. FCS will try to accommodate all requests, based on the scope of the request and the timeframe provided. All requests must be submitted through the FCS Online Event Inquiry Form.

Catering Category: Full Service Events

Full-Service catering is defined as more robust events with greater expectations than a casual Drop and Go Service. These events may be of a larger scale, a higher calibre, and/or involve more detailed planning.  Examples of Full-Service events include, but are not limited to, special events where registration fees are being charged, single or multi-day conferences, fine dining, special visitors, custom menus, VIPs, etc.

• Usually more than 20 guests; 

• Event Registration or Ticket Fees are being charged;

• Bar Services;

• Hot buffet, plated or served meals;

• Conference Spaces (i.e. non-academic areas); 

• Reconfiguration of existing furniture or additional tables required; 

• 15 business days advance notice required (See section 2. Timelines); 

• Dishware will be automatically included unless otherwise stipulated. Disposable service (paper, plastic) will be provided upon request. Dishware may incur additional fees;

• Linens:

• • In-house buffet table linens are automatically included unless otherwise stipulated. 

  • Other decor and table linens or skirting can be provided based on availability and upon request.

  • Laundering fees or cost-recovery fees will apply and vary per campus.

  • Specialty tablecloths (i.e. colour, size, etc.) and skirting requiring external rental arrangements will incur fees; 

Full-Service events require Food and Conference Services’ coordination. Staff time recovery for labour (hourly rate per person) and Coordination Service fees will apply to this type of service at the discretion of Food & Conference Services. These fees will be outlined in your formal quote from FCS. FCS will try to accommodate all requests, provided they are received within a reasonable timeframe. Requests received less than 15 business days in advance are not guaranteed. All requests must be submitted through the FCS Online Event Inquiry Form.

Menus

Orillia: Visit http://catering.danahospitality.ca/LAKEHEAD/Thunder Bay: Visit https://lakeheadu.catertrax.com/Placing event booking requests or proposalsAll requests or event proposals must be submitted through the FCS Online Event Inquiry Form.

• By submitting the form, it serves as an information gathering tool and in no way does it oblige the user to hold their event or hold them to any pricing; 

• Submitting your proposal with ample advance notice allows FCS and FSP to review resources and staffing to meet the needs of your event and avoid conflicts with other scheduled events.  

• The form also collects helpful information such as catering/menu expectations, estimated numbers, AV requirements, event timing information (set up, take down, organizer arrival & guest arrival), PEO contact information, room and set up preferences, signing authority and proposed budget. 

• Events are not considered confirmed until a quote is prepared and accepted in writing. Your final event statement will reflect any changes during the course of the booking (i.e. changes in numbers, scope, added services etc.). 

For more information or follow-up, please connect with the following email accounts: Cynthia Hodgson: manager.confserv@lakeheadu.ca Ext 8629 Orillia: orillia2.confserv@lakeheadu.ca Ext 3005Thunder Bay:conference.services@lakehadu.ca Ext 8799

Invoicing / Payment 

Food and Conference Services will arrange event statements for review and budget transfer/payments. The final guest count or the actual number of guests, whichever is higher, will be used for invoicing purposes.

 Timelines for all Catered Events

We encourage campus partners to contact FCS or FSP as far in advance as possible to fully benefit from the services offered.  Advance planning will assist the PEO in accurately forecasting expenses related to their event, such as meal costs, space rentals, contractors required, such as movers or cleaners, etc.  These hard costs can then be incorporated into event registration fees, overall program budgets, etc.

Initial Request 

Drop and Go Service / Pick Up Orders:

• 10 business days advance notice required (online order);

• 9 days or less: Submit online order and follow up with FSP

• Full Service Orders involving FCS:

• 15 business days advance notice required; 

Complex, Bar Services, multi-day events:

• 30 days or more notice is required. 

FCS will try to accommodate all requests, provided they are received within a reasonable timeframe. Requests received less than the indicated time above are not guaranteed. 

Final Event Details and Count 

The deadlines to submit your final event details, including guest count, will be included on your formal quote from FCS.

Guidelines to follow: 

• Guaranteed numbers, finalized menus and details are required 10 business days prior to the event for all hot food, receptions, large events, and customer orders. 

• Guaranteed numbers, finalized menus and details are required 5 business days prior for small cold food orders. 

The final guest count or the actual number of guests, whichever is higher, will be used for invoicing purposes.  Without a final guest count within the prescribed time, the last confirmed number of guests will be used for menu preparations and invoicing purposes.

Catering Hours of Operation

Campus catering hours of operation vary depending on the time of year.  Additional fees for labour and a minimum number of guests may apply for any catering requests outside of normal business hours. 

Catering may be subject to additional minimum charges for labour (for example, a minimum 3-hour shift), depending on the nature of the event.  Examples include additional labour for weekend and evening catering, and events requiring servers or support staff to be present during the event. Catering requests for outside of regular business hours must meet the required minimum sales per the FSP’s policy. 

Any additional fees will be discussed and quoted in advance. 

Cancellations

Food and Conference Services 

Cancellations must be received in writing by 9:00 a.m. at least three business days before the event, not including the day of the event; otherwise, a 15% administrative fee will be charged based on the original order amount or a minimum of $75.00 at the discretion of Food & Conference Services. Applicable for full-service catered events or whenever FCS’s assistance has been requested. 

Food Service Providers

Cancellations must be received by the FSP in writing at least three business days prior to the event in order to avoid a cancellation fee of 50% of all anticipated charges. Cancellations received within 24 hours of the function may be subject to a cancellation fee of 100% of all anticipated charges. 

• Thunder Bay (Aramark) Policy Website

• Orillia (Dana Hospitality) Policy Website

Tables

If tables are not in place at the predetermined start time, the FSP may need to return food to the kitchen. To book tables required for ‘Drop and Go’ catering needs, please contact FCS. This service is offered as a complimentary service for Internal Lakehead University Departments and LUSU Clubs. (Table Booking Process will apply: Orillia | Thunder Bay)  

Waste and Recycling Cans

For ‘Drop and Go’ service, if additional waste and/or recycling cans are required, please contact FCS.

Equipment, supplies and unconsumed Leftover Food

Utensils, plates and other catering supplies may not be removed from a catered event. Missing or damaged dishware, or any unreturned FSP supplies (i.e. beverage jugs, linen) may be charged on the final invoice.  

Due to the heightened risk of food-borne illnesses and liability, food may not be removed during or after an event. 

FCS understands that members of the Lakehead community struggle with food security.  When possible, eligible food items may be made available to community members following the conclusion of catered events. In these circumstances, PEOs are encouraged to discuss with FCS and the FSP ways to share excess food with students, staff, and faculty in a food-safe manner.

Any unconsumed food may not leave the event and is to be collected by the FSP or discarded by the PEO.  It is the responsibility of the PEO, FCS, and FSP, depending on the nature of the event, to ensure this risk is mitigated. 

• Thunder Bay: Through the Second Harvest Food Rescue App, all eligible food items from catered events will be directly donated to the Food Resource Centre.

• Orillia: Whenever possible, efforts will be made to communicate to the campus community when surplus food is available. Further, all eligible food items from catered events will be donated to the Food Resource Centre. 

Notes on reserving spaces on campus

PEOs should consider consulting with the FSP or FCS to determine appropriate set-up and tear-down times. 

• PEOs and/or FCS must ensure to include sufficient time for setup and pick up of catering in their space bookings. 

• PEOs and/or FCS must also give special attention when reserving academic space for catering events so as not to conflict with class schedules.  

Delivery Fees

Thunder Bay & Orillia: There are no delivery fees for catering services held at Lakehead University campus locations.