Policies

Catering Planning Quick Guide

Introduction

20/20 Catering’s vision is to provide a quality full-service catering experience that exceeds the expectations of our clients. In selecting 20/20 Catering, you will receive:

  • Professional catering coordinators to assist with event planning and menu selection
  • Proficient banquet and staff managers that coordinate and oversee all events
  • Excellent student staff that are responsible for running all events
  • Menu items primarily made in house
  • A drive to positively contribute to the campus and community at large through:
    • Student employment with opportunities for personal, professional, and leadership growth and development
    • Fiscal responsibility and contribution without sacrificing quality
    • Sustainability by sourcing locally including our campus gardens, utilizing compostable goods, and offering the option to compost
Planning

Event Space
Contact Reservations and Events Planning Services (REPS) at 229.4828 to reserve event space in the Student Union. Please discuss the desire for catering with your event coordinator. If the Student Union facilities are used any catering arrangements will be handled through 20/20 Catering. Failure to comply with the policy may result in a $150 Catering Policy Violation Fee assessed on the reservation.

For campus events held outside of the Student Union, contact the building’s facilities manager. It is the client’s responsibility to confirm with them that 20/20 Catering has access to the building and room location at least two hours prior to the event for set up, all table needs are met, there is access to running water and electricity, and space is available for food service prep. 20/20 Catering does NOT provide any tables or chairs.

Catering
At least 30 days prior to the event meet with a catering coordinator to begin the planning process. A shorter lead-time may be possible; however, the requested catering and required staff may not be available. Any new reservations made within three business days prior to the event will be evaluated by our team to ensure achievability. If feasible, a Late/Change Fee will be assessed based on the entirety of the event:

  • 3 business days prior to the event=10% service fee (not to exceed $300)
  • 2 business days prior to the event=15% service fee (not to exceed $400)
  • 1 business day prior to the event=25% service fee (not to exceed $500)

Please consider the event title, date, location, time, guest count, menu style, and budget prior to meeting with a coordinator. Also, provide an on-site event contact name and number for reference.

For state meal maximums please contact Pre-Audit and Support Services at 414.229.4887.

Allergens & Dietary Needs
Please discuss any allergens or dietary needs with your coordinator. For your convenience dietary symbols are indicated throughout the menu.

Food Order & Menu Minimums

All full service catering reservations require a minimum food order of $50 (per service order) when held in the Student Union (including Bolton & Lubar Hall) and $100 (per service order) when held outside of the Student Union. If the minimum is not met we will provide catering for a fee that covers the difference until the minimum is met.

All buffets, stations, and plated meals as well as the Nacho and Potato Bar breaks have a 20 person minimum. The Ice Cream Social break has a 50 person minimum. Individual menu items may also have a minimum amount that is required for ordering, please see menu for details.

Pick Up & Drop Off Orders

For small reservations or cost saving benefits, note the asterisked menu items available for pick up or drop off. These orders do not include linens, set up, or tear down. Pick up orders refer to items that are picked up from the 20/20 Catering office, require a minimum food order of $25, and are assessed a 5% Pick Up Order Fee based on the entirety of the event in lieu of regular labor charges. Drop off orders are only available for main campus, require a minimum food order of $50, and are assessed a 10% Drop Off Order Fee based on the entirety of the event in lieu of regular labor charges. Deposit Fees are dependent on the requested or necessary equipment for the pick up and drop off orders. The fee will be charged unless the equipment is returned undamaged within one business day.

Delivery Fee

A delivery fee of $50 will be assessed for all catered events ‘off main campus.’ Locations include the Hefter Center, Alumni House, Zilber School of Public Health, School of Freshwater Sciences, Innovation Campus, etc. For events outside of the ‘campus’ parameters the delivery fee will be assessed on an individual event basis. The delivery fee will be waived for events that exceed a food order of $5000.

Dinnerware, Linen & Decor

Dinnerware
We have two options for dinnerware, which are priced as follows:

Compostable dinnerware and utensils

  • Break/Reception/Station = $.35/per person
  • Buffet = $.90/per person

China dinnerware and flatware

  • Break/Reception/Station = $1.50/per person
  • Buffet = $2.50/per person
  • Family Style – $2.50/per person
  • Plated Meal = $3.50/per person
  • Bar Glassware = $1/per person, per hour

Linen
Indoor catered events include tablecloths and skirting for the catering table(s) at no additional charge.

Additional linens for dining tables or other event tables can be ordered as follows:

  • Tablecloths = $7/each
  • Linen napkins = $.50/each
  • Skirting = $15/each

Plastic tablecloths are available for outdoor catered events. Also, specialty linens can be ordered at least seven business days prior to the event and will be priced upon request.

Décor & Floral Arrangements
House décor is included at no additional charge for full service catered events. However, we can order live floral arrangements to compliment any event and will be priced upon request. Clients may arrange with their coordinator to pick up their floral arrangements after the event, excluding any 20/20 Catering owned vases.

Planning a Plated Meal

Entrée Selection
Two entree selections are available to meet the dietary needs of the group. A third entrée selection will be charged a Plate Fee of $2 per person, and so on (multiplied by the total guest count).

Menu Tasting
To schedule a courtesy tasting we require at least 30 days’ notice. Three entrees (one plate each) can be sampled. Four or more entrees will incur an additional charge per entrée (indicated on the final invoice for the event). If 20/20 Catering is not utilized for service, charges will incur for the amount of the tasting and any associated service and labor fees.

Catering Reservation

After all arrangements have been made a reservation for the catered event will be emailed. Please review the reservation carefully to make sure all details are correct, especially location, time, and menu. The reservation will not be confirmed until receipt of the Payment Authorization & Event Justification Form; however, planning will proceed unless otherwise notified. Any reservation not confirmed by noon on the fourth business day prior to the event will incur a Cancellation Fee based on the entirety of the reservation:

  • 3 business days prior to the event = 15% service fee
  • 2 business days prior to the event = 25% service fee
  • 1 business day prior to the event = 50% service fee
Finalizing the Reservation

All changes to the reservation, final attendance, and payment (or acknowledgement of payment via the Payment Authorization & Event Justification Form) are due by noon on the fourth business day prior to the event:

  • Tuesday events: due previous Wednesday by noon
  • Wednesday events: due previous Thursday by noon
  • Thursday events: due previous Friday by noon
  • Friday events: due previous Monday by noon
  • Saturday, Sunday, & Monday events: due previous Tuesday by noon

If changes to the reservation and attendance are not received by this deadline, the reservation will remain as it stands and billed for accordingly.

Any changes to an existing reservation three business days prior to the event will be evaluated by our team to ensure achievability. If feasible, a Late/Change Fee will be assessed based on the entirety of the reservation:

  • 3 business days prior to the event=10% service fee (not to exceed $300)
  • 2 business days prior to the event=15% service fee (not to exceed $400)
  • 1 business day prior to the event=25% service fee (not to exceed $500)

We do not over prepare to accommodate walk-ins or non-registrants. If more guests than were guaranteed attend the event, we will do our best to provide accommodations, however additional charges will incur.

Service Time

We strive to have events set 15-30 minutes prior to the start time to allow for early arrivals and attempt to have the service cleared 1 hour after the event time concludes.

Food Handling

For the safety of you and your guests, 20/20 Catering, in accordance with the Health Department and industry standards, does not allow the release of time temperature controlled leftover food to clients or guests. Time temperature conditions require food be disposed of appropriately by our staff. Also, proper safety measures cannot be ensured after food leaves the event thus creating a health concern. The catering staff has been instructed to decline any requests for leftover food or to go containers. If time temperature controlled food has been removed from the event a possible Food Safety Violation Fee of $100 will be assessed on the final invoice. If any food items are removed without our knowledge or consent the client will assume full responsibility of any liability.

Miscellaneous Fees

Other fees may apply dependent on the event, service, and labor.

Labor

Catering Labor
A 15% labor fee will be assessed on the entirety of the reservation for the preparation, set up, service, and tear down of a catered event.

Attendant Labor
Attendants are required for Breakfast Action Stations, Ice Cream Social Break, World Tapas Stations, and may be necessary at other events. Attendant needs and numbers will be assessed on an individual event basis. Labor fees associated with attendants will be charged at an hourly rate of $25/per hour per attendant for the duration of service for the event.

Alcoholic Beverage Services

In accordance with the Alcoholic Beverages, Guidelines for Service (see the menu for details) and State Regulations, UWM Restaurant Operations is responsible for all sales of alcoholic beverages in approved designated campus areas at UWM.

Bar Service
We feature local liquor, beer, and wines. Non-alcoholic beverages are always provided. High quality disposable cups are utilized for all bars. Glass barware is available on a limited basis, discuss with your coordinator. It is the client’s responsibility to provide appropriate table space for the bars in conjunction with the facilities manager or REPS.

  • Cash Bar
    The guests at an event pay cash for their own drinks. The client is responsible for bartender fees incurred for hosting the cash bar and any balance due on the bar minimum.
  • Tally Bar
    The client is responsible for the cost of all drinks, which are tallied by the bartenders as served. The client is also responsible for bartender fees incurred for hosting the tally bar and any balance due on the bar minimum.

Bar Minimums
Bar services in the Student Union are subject to a minimum sales fee of $100 for both full and limited service and $200 for both full and limited service when held outside of the Student Union. If cash sales or tally sales do not reach the minimum, the client will be required to pay any balance due on the bar minimum.

Bartender Labor
All bar service requires two bartenders with a minimum of 3 hours of service at $25/per bartender per hour. Labor includes 1 hour for set up, 1 hour for service, and 1 hour for tear down. Service time beyond 1 hour will be in addition to the 3 hour minimum.

Payment

Payment Authorization & Event Justification Form
Included with the emailed reservation is the Payment Authorization & Event Justification Form that is to be completed in its entirety (with digital signatures) and emailed back to the catering coordinator by noon on the fourth business day prior to the event. The Payment Authorization & Event Justification Form is acknowledgement of payment and policies as well as justification for serving food/beverages when a UWM department funding string is used for payment.

Payment
We accept approved UWM direct charge (funding strings), UWM Foundation checks, credit cards (Visa, MasterCard, Discover, or American Express), checks, or cash. If paying with UWM direct charge and state meal maximums are exceeded, another form of payment is required. Credit card payments will be assessed a 2.5% surcharge. If payment is made via a personal cash, check, or credit card, sales tax will be assessed. 

Sales Tax
All reservations are subject to a 6.1% sales tax unless payment is made through an approved University account. If your organization is tax exempt, submit a copy of your Wisconsin State Tax Exempt Certification when submitting the Payment Authorization & Event Justification Form.

Cancellation

Cancellation is required by noon on the fourth business day prior to the event and should be made to the attention of your coordinator at 229.3733. If cancellation occurs within three business days of the event the following Cancellation Fee will be assessed for the entirety of the reservation for incurred expenses:

  • 3 business days prior to the event = 15% service fee
  • 2 business days prior to the event = 25% service fee
  • 1 business day prior to the event = 50% service fee

* All food, labor, and fee prices are subject to change without notice.  


20/20 Catering
Union, 3rd Floor, Aisle B (Offices 326 & 329)
(414) 229-3733 or (414) 229-6691
2020-catering@uwm.edu