Policies and Procedures: Northrop Catering
 
General Overview

Arrangements for catering and refreshments should be finalized through Sky Lakes Catering Co. at least seven (7) calendar days prior to your event. Individual locations may have additional policies, so please contact your Catering Coordinator for your specific locations details.

Guarantees
The final guarantee (number of attendees) should be finalized seven (7) calendar days prior to the day of your event. The confirmation and guarantee will include the exact times, location, attendance, menu choices, and room set up. If no guarantee is received, preparations will be made for total estimated at the time the menu was ordered. The final charges will be no less than the guaranteed number. Your catering coordinator will make every attempt to confirm your order, but in the event we do not receive confirmation, your order is subject to cancellation.

Timely Ordering
Any order received less than three (3) business days before the event is considered expedited and will be subject to an additional charge of $35 or 25%, whichever is greater.

Cancellations
All cancellations must be made seven (7) calendar days prior to your event. Anything canceled less than seven (7) calendar days prior to your event will be subject to 100% of your final bill.

Food Permits

All food permits for catering serviced or delivered by Sky Lakes Catering Co. are already provided for by the University of Minnesota. Additional permits for alcohol services and/or outdoor dining may apply. Please contact the University of Minnesota Building Management Team for additional permit requirements.

Food Safety

For optimal quality and food safety, any temperature-controlled items should be either consumed or disposed of within 2 hours of delivery. Clients are responsible for the proper handling of food once the food once the catering team has left the premise.

Outdoor Dining

Outdoor dining is permitted, however, per University of Minnesota Policy all food and beverage service tables are required to be covered, either by a permanent structure or a temporary covering like a tent. Please be sure to have a rain plan and reserve a back-up room in the event of unfavorable weather.

Outlet access is required for all serviced events with hot food, either by nearby outlet, a power generator or extension cord. The event site will need to be easily accessible by truck and traversable by carts. Your Catering Coordinator will communicate additional outdoor servicing event needs.

University Closure and Inclement Weather

When the University of Minnesota closes for inclement weather or other emergencies, all catering events will be canceled. If your event is canceled, a catering credit will be issued to reschedule within 30 calendar days of the cancellation.

Unused Food, Compostable Serviceware, and Condiments

Any unused food remains property of Sky Lakes Catering Co. and cannot be removed from an event in compliance with local health regulations. Credit cannot be issued for leftover food or beverage. Any condiments or compostable serviceware also remain property of Sky Lakes Catering Co.

Tables, Chairs and University Equipment

Sky Lakes Catering Co. neither provides nor moves tables, chairs, garbage receptacles or any non-catering-related equipment. Please be sure to have these reserved through the appropriate University of Minnesota Building Reservation Management Team. For all serviced events, tables are required to be set a minimum of one (1) hour prior to event start time, or longer if requested by your Catering Coordinator. Failure to have equipment ready before the specified time may result in delayed serving times and an additional $50 per table moving fee.

Serviceware

All serviceware will be furnished as an accompaniment to all items purchased. High-quality compostable serviceware is provided in keeping with the University of Minnesota’s environmental sustainability standards. All delivery and non-plated orders are defaulted to compostable serviceware unless otherwise agreed on with your Catering Coordinator.

China plateware and glassware are available for an upgrade fee of $5.00 per person and are not included in the meal pricing. Please contact your Catering Coordinator to elevate your event from compostable ware to plateware.

Serviced Events and Staffing

Any event with hot menu items and a guest count of thirty (30) or more will be required to be serviced by default. Servicing may also be added by client request to have catering attendants assist with set-up, clean-up and product rotation as needed. All serviced orders require a minimum of fourteen (14) calendar days’ notice to secure. 

Catering Attendants
Catering attendants will be billed at $45 per attendant per hour with a 4-hour minimum, which includes 1 hour minimum for set-up and one-hour minimum for clean-up. The number of attendants required is based on the guest count and event scope, not client preference, and is not a negotiable fee.

Events with up to 35 guests will require a minimum of one (1) attendant, 36-70 guests two (2) attendants, 71-120 three (3) attendants, then one (1) additional attendant per every 50 guests thereafter. Some exceptions to these guidelines may apply based on the scope of the event, as communicated by your Catering Coordinator.

Action Stations
Action stations and carving stations can be added on for an additional $150 set-up fee.  Culinary Staff will be billed at $45 per chef per hour with a 4-hour minimum, which includes 1 hour minimum for set-up and one-hour minimum for clean-up. Additional fees may apply, please speak with your Catering Coordinator for more details.

Event Time
Events exceeding the 4-hour minimum will be subject to additional service fees. Catering event times will be determined by your catering coordinator. Some exclusions may apply. Please note requesting early setup or late clean up may require additional space rental charges in addition to an increase in catering labor charges. Please speak with your Catering Coordinator for more details.

Equipment
Servicing equipment (clear beverage dispensers, coffee urns, linen, heating equipment etc.) is reserved for serviced events only. Sky Lakes Catering Co. is unable to provide servicing equipment for delivery-only or guaranteed set-up orders.

Linen
Black table linens are supplied for all serviced events for all food and beverage tables and are included in the price of servicing. Additional table linens for additional tables, seating tables, registration tables, swag tables etc. are available for an additional $15.00 per table. Linens are not available for delivery/drop-off events.

Cake Cutting and Dessert Handling
Cake can be cut and served to guests of a serviced event for a one-time $75 at a time of your choosing within serviced hours. Please contact your Catering Coordinator to arrange this service if needed.

Kitchen Staging
If possible, please reserve a nearby room, kitchen or out of the way alcove with outlet access for staff to stage a temporary kitchen. If a formal staging area is not provided, the servicing team will make every effort to come up with an alternative to ensure catering equipment does not impose on the event.

Co-Catering
For the safety of our guests, Sky Lakes Catering Co. does not participate in co-catering for serviced events, whereas we do not cater for an event where another caterer is hired or has donated. We do not rent any of our equipment for events that do not have food or beverage ordered through Sky Lakes Catering Co.

Lost Items
Lost, misplaced, or damaged items occurring within a catered event are not the responsibility of Sky Lakes Catering Co.

Libations

Sky Lakes Catering Co. is the sole provider of alcohol at the Minnesota Landscape Arboretum. External alcohol is not permitted. All catering orders containing alcohol must have a bartender present to serve alcohol. See the University of Minnesota Alcohol policies for specific details or contact your Catering Coordinator with further questions.

Bar Set-up Fee
A $250 set-up fee per bar will be applied for cash bars and bars billed on consumption. Bar set-up fee for cash bars is a fixed fee. Set-up fee will be waived if final alcohol sales exceed $250 per bar.

Bartender Fee
In addition to the set-up fee, bartenders are billed at $45 per bartender per hour with a 4-hour minimum, including set-up and clean-up time. The number of bartenders required is based off the guest count and event scope. Additional bartenders can be added by request.

Libations Billing
All open bar packages will be charged with the rest of the catering order five (5) calendar days before the event. Bars billed on consumption or by drink tickets will be tallied by the bartender(s) and billed the next business day. Cash bars are paid by guests the night of the event. A $250 fee will be assessed the following business day if the final bar tab does not meet the $250 minimum.

Delivery Services

A $75.00 food and beverage minimum order plus a $25.00 delivery charge is assessed for all drop-off deliveries. The $25.00 delivery fee includes delivering the order to the building and room number as reflected on the invoice. A 30-minute time window is required for all delivery orders. While our delivery team will make every effort to deliver within your selected time frame, external factors such as construction, traffic or weather may cause delays.

Please be sure the day-of catering contact listed on the invoice is available during the selected delivery window. If no day-of contact is present to receive the order and cannot be reached by phone, the order will be returned to the catering kitchen and will need to be picked up by the client.

As-is Delivery
Deliveries are set up as drop-offs only. The delivery team does not set-up, rotate or clean up any catering unless otherwise arranged by the Catering Coordinator. We kindly request the event organizer make the necessary arrangements for set-up, clean-up, and removal of trash upon the completion of each event. If you require assistance with any of these amenities or prefer to have an upgraded presentation, please contact your Catering Coordinator to discuss servicing options.

After Hours Delivery
Any orders approved for orders outside of the standard operation hours will incur an additional fee of $15 per 15-minute increment past office hours.

Guaranteed Set-up Delivery
Unless otherwise specified, all deliveries are drop-off only. A guaranteed set-up can be added on for an additional $75 fee of 25%, whichever is greater. Guaranteed set-up covers the unwrapping and setting out food and beverages at the beginning of the event. This service does not include rotation of product or well as clean-up and will be the responsibility of the client’s Day-Of Coordinator(s). Please reach out to your Catering Coordinator to request this add-on service.

Delivery Serviceware
All items will be delivered plated in high-quality compostable packaging with all applicable serviceware and accompaniments (coffee creamers, sugar/substitutes, and condiments etc.)

Billing & Payment

A University EFS chart string, valid credit card or a cleared check is required to confirm an event. No contracts will be finalized without billing information, and confirmation from the Catering Coordinator.

EFS Chart String
As a University of Minnesota approved vendor, University EFS chart string transfers are accepted as a form of payment and must be provided at the time of order. Please reach out to your respective accounting department before placing your order to ensure you have a complete, current, valid EFS string and have the event budgeted. EFS events are billed after the event, and depending on University of Minnesota’s processing times may take an excess of 6 weeks in some cases.

Credit Cards
Sky Lakes Catering Co. accepts P-Cards, Visa, Mastercard, Discover Card and American Express. A 50% deposit is required for all credit card orders fourteen (14) calendar days prior to the event and will be applied to the final bill. The remaining balance will be due three (3) business days prior to your event.

Checks
Whenever possible, credit/debit/P-card or EFS strings are strongly preferred. In the event a payment by check is required, an amount of 50% downpayment needs to be received, processed, and cleared no later than fourteen (14) calendar days prior to your event and will be applied to your final bill. The final payment check amount will need to be cleared no later than three (3) business days prior to the start of your event. Checks should be mailed directly to the Sky Lakes Catering Co Operations office at:
Chartwell’s University Operations Office, Attn. Finance Department
2221 University Ave SE, Suite 335
Minneapolis, MN 55414

Taxes and Exemptions
Menu prices do not include Minnesota state sales tax, county, city or any other required sales tax. Orders hosted in Minneapolis will be charged a 9.025% combined tax rate, and orders elsewhere on campus will be charged a 8.375% tax rate. Orders containing alcohol (Northrop and the MN Landscape Arboretum) will be subject to an additional 2.5% tax.

In the state of Minnesota, tax exempt status "does not apply to lodging, prepared food (including restaurant and catered food), candy, soft drinks, motor vehicles, waste disposal services, airfare, and alcoholic beverages". As such, Sky Lakes Catering Co's Services do not qualify for tax exemption under the university's blanket tax-exempt status. Please review the University of Minnesota's Tax Topics page, or the State of Minnesota's Internal Revenue Code, section 501(c)(3) guide here for more information.

Dietary Accommodations

Special dietary needs can be accommodated upon request and can be added to your menu by your Catering Coordinator during the planning process. Please note that as a full production catering facility, Sky Lakes Catering Co. can never provide a complete guarantee any special dietary accommodations will be free from risk of cross-contamination. While our kitchen will make every reasonable effort to reduce the chance of cross-contamination, please be sure to communicate with guests with allergies that the risk factor is never 0%.

Custom Dietary
Custom requests may be subject to additional fees. Please see your Catering Coordinator for more details.

Calorie Counts
2000 calories a day is used for general nutrition advice, but calorie needs vary. Additional nutrition information is available upon request.

Custom Labeling Fee

Menu labels will be provided by default for all serviced orders. Boxed lunches/salads will come with labels identifying the contents of the box, however, requests for custom labels with guest’s names and/or dietary restrictions will incur a $2 per label fee. Please reach out to your Catering Coordinator to add this service on

Reserving a Space

Except for Carlson School of Management’s Private Dining Room (PDR), Sky Lakes does not facilitate the reservation of room rental or non-food related equipment, including but not limited to room, table setting, room configuration, audio and visual. These can be reserved by contacting a University of Minnesota Reservations Building Management/Reservations Team.

Reserve Space | Northrop Auditorium (umn.edu) 

            https://www.northrop.umn.edu/space-rental

Reserve Space | Student Unions & Activities (umn.edu) Coffman/ East bank 

             sua.umn.edu/reserve-space

Reserve a Space | Carlson School of Management (umn.edu) Carlson/ West Bank 

               carlsonschool.umn.edu/about-us/our-location-facilities/reserve-space