Moffitt Catering Policies & Procedures - UCSF Health

Moffitt Catering at UCSF welcomes the opportunity to serve you. To respond successfully to your needs and serve you to the fullest, the following policies and procedures apply to all catering orders.

Advance Notice

We recommend placing your order as early as possible. While every effort is made to accommodate all catering requests, we cannot guarantee service for events that require catering attendants with fewer than 10 working days notice. “At Your Door Delivery Service” orders, which are simple cold items, beverages, or snacks, can be accommodated with three working days notice (for example, Friday and Saturday drop-off orders need to be placed by Tuesday). Late orders, if approved, are subject to availability, and a surcharge may apply, depending on the complexity of the event. Orders may be placed by phone, fax, or e-mail (moffitt.catering@ucsfmedctr.org) and are processed Monday through Friday from 8:00 am until 4:30 pm. Orders received after 4:30 pm are dated the next business day.

Guarantee

For served meals, a final guarantee of attendance is required three full working days prior to your event (guarantee due Tuesday by 4:30 pm for a Friday event). This number will be considered a guarantee and not subject to reduction. Increases to your guarantee are subject to approval and may be assessed additional service charges.

Cancellation

Events or menu items cancelled after the original order will be subject to the following charges:

  • Cancellation within three working days of event – 33% of total cost of cancelled items.
  • Cancellation within two working days of event – 50% of total cost of cancelled items.
  • Cancellation or changes after 12:00 noon the day prior to the event – 100% of total cost of changes or cancelled items.
  • In addition to the above, served events cancelled within 5 working days will be billed for any direct expenses incurred by Moffitt Catering on behalf of the event (rented equipment, floral arrangements, etc.).
     

Booking and Payment

Moffitt Catering will confirm your order within 24 hours by fax or e-mail. UCSF Campus events require a Chart String along with the associated speed-type prior to the event for recharge billing. Medical Center events require a speed-type only. Clients not using a University account number are required to pay 25% down 2 weeks prior to the event. Balance is due on the day of the event. Non-University events are subject to 8.75% sales tax. Non-University sponsored events may be paid with credit card (AMEX, VISA, MasterCard) or approved check.

At Your Door Delivery Service

All cold menu items and beverages can be delivered to any campus or off-campus location. Please confirm a time for items to be delivered and schedule a convenient pick-up time for removal of our equipment and utensils after the event concludes. High-quality plastic and disposable utensils are included with your order. You will provide serving tables, but we can provide linen tablecloths to cover them. The event location must be unlocked and available at least 30 minutes prior to the start time given on the event order form. You are responsible for the safekeeping of all Moffitt Catering equipment dropped off at the site. Any equipment lost or damaged will be charged at replacement value on your bill. See the “Service Charges” paragraph to learn about additional charges that may apply.

Service Charges

  • On the main UCSF Campus, no minimum order required.
  • On the main UCSF campus a delivery charge of $15 will apply to all orders.
  • Off-campus deliveries that require a vehicle have a minimum charge of $35.
  • Set-up at events: Any event on campus that requires us to place linens on the tables and arrange foods in a buffet presentation has a $35 charge. This cost covers the use of decorative fabrics, greenery, and any other decor that may be used.
  • For deliveries before 6:45 am or after 7:00 pm an additional $30 fee will be charged.
  • An additional $30 fee will be charged if Moffitt Catering must make a return trip to deliver or pick up due to locked rooms, meetings running late, equipment moved to a new location, or any other reason that prevents us from setting up or cleaning up at a specific time and Moffitt Catering was not informed.
  • $30 per hour will be charged for each hour a member of our staff must stay after 7:00 pm to retrieve our equipment.
  • On Saturdays, Moffitt Catering is open for service from 6:45 am to 1:00 pm. After that time, a $30 per hour charge will apply for each hour an attendant must stay to deliver or pick up equipment.

Attendant Charges

Uniformed attendants are available for Moffitt Catering events for $39/hour per attendant (5-hour minimum for each attendant), including set-up and cleanup time. Your Moffitt Catering Sales Associate can help you to calculate the total hours required. There is no gratuity added to your bill, and employees are not allowed to accept gratuities.

Served Meals and Buffets

These are served meals that include china, flatware, glassware, linen, hot beverages, iced tea, and iced water. Please inform your Catering Sales Associate if you are planning a program to be held before, during, or after the meal so that meal service can be timed accordingly. Served meals are priced for a minimum of 20 guests. For fewer than 20 guests, please see your sales associate for specially selected menus.

Tables and Room Set-up

Moffitt Catering can arrange to have tables and chairs put in place for your event. This is handled through Campus Facilities Management (415-476-2021) or, if your event is at the Millberry Union Conference Center, directly from the Conference Center. For off-campus events we can order tables and chairs from an off-campus vendor (usually Abbey Rents) at a surcharge of 20% over the vendor invoice. The minimum surcharge is $30. If you arrange for your own furniture, Moffitt Catering expects all furniture to be in place when they arrive. If it is necessary for our crew to move furniture, an appropriate charge will be added to your bill. You can work with your Moffitt Catering Sales Associate to create a floor plan and determine the number of tables and chairs required.  

Kiosk Tables
30” diameter cocktail tables that can be set at 42” high for standing or 30” high for seating $13 each (additional delivery fees will apply).  For special events we can arrange for the delivery of tables and chairs from an off-campus vendor at a surcharge of 20% over the vendor invoice or a minimum of $30, whichever is greater.  Additional delivery fees apply

At Your Door Delivery Service

All cold menu items and beverages can be delivered to any campus or off-campus location. Please confirm a time for items to be delivered and schedule a convenient pick-up time for removal of our equipment and utensils after the event concludes. High-quality plastic and disposable utensils are included with your order. You will provide serving tables, but we can provide linen tablecloths to cover them. The event location must be unlocked and available at least 30 minutes prior to the start time given on the event order form. You are responsible for the safekeeping of all Moffitt Catering equipment dropped off at the site. Any equipment lost or damaged will be charged at replacement value on your bill. See the “Service Charges” paragraph to learn about additional charges that may apply.

 

Alcohol Permits and Service

Moffitt Catering can provide wine and beer service for UCSF Campus and UCSF Medical Center events only. It must be charged to your designated University Recharge Number. If you are a non-University account, your sales coordinator can assist by ordering beer and wine and arranging for the purveyor to bill you directly, or you may provide your own alcohol.  Please refer to UCSF Campus Administrative Policies regarding Alcohol. http://policies.ucsf.edu/policy/200-31.  Moffitt Catering will provide wine & beer service in accordance with these UCSF alcohol policies & state law. A permit to serve alcoholic beverages on campus is required by the University and can be obtained by filing a Request for use of Alcoholic Beverages form with the Office of Student Life.  http://studentlife.ucsf.edu/how-do-i/request-permission-to-serve-alcohol

Trash Disposal

Outdoor events and events that are held in hallways or foyers require special arrangements for waste receptacles and disposal. Please arrange this service directly with Facilities Management 415-476-1695.

Reserving a Site

Moffitt Catering provides catering to all of the UCSF Campuses. These include Laurel Heights, Mount Zion Medical Center, San Francisco General Hospital, Mission Center Building, Mission Bay, and the San Francisco V.A. For all sites off campus there is a minimum order of $120, plus the $35 off campus delivery charge.  Arrangements for a facility should be made prior to contacting Moffitt Catering. We will be happy to make recommendations. When booking a space, be sure to book enough time for set-up and breakdown.  To find more information on reserving event locations at UCSF campus, see the links below:

  • Millberry Union Conference
  • Faculty / Alumni House
  • The Lange Room at the UCSF Library

Moffitt Catering can also assist with private events, such as weddings, graduations, and B’nei Mitzvah.

China and Linen Charges

For menu items that do not automatically come with china service, we can provide china, flatware, glassware, and cloth dinner napkin service for $5.00 per person. You will be responsible for any loss or breakage at replacement value. Table linens are available for rent. Large banquet linens, which cover a standard 6-foot or 8-foot table, are $13.50 each. Large square linens that will cover a standard 60”or 72” round table are $13.50 each. 54” square linens for small cocktail tables or card tables are $8.50 each. “T”-Drapes that cover the tops and sides of tables for a finished look, are available at $21 each.  We have black and white available. For special linens, we can contract with off-campus vendors to provide additional colors or sizes. 

Off-Campus Events

Other than drop-off deliveries, most off-campus events can be served by Moffitt Catering with special approval. A minimum charge of $35.00 applies.

Special Diets and Children’s Meals

We can accommodate special diets ranging from children’s menus, low-sodium, low-fat, vegetarian, vegan, lactose-intolerant, gluten-free, and limited Kosher. Please contact your Sales Associate to discuss available options and indicate the need for a special plate on your order, with the exact restrictions we need to follow. There may be an additional charge for some special diet plates.
 

 

Specialty Services

Our creative staff can help you customize your menu, develop a theme, and provide just the right atmosphere. In addition to our fine food and service, we can assist with linen, floral arrangements, and A/V services, as well as props and decorations. This is all part of the personalized service we provide at Moffitt Catering.

Service Guarantee

We know that accuracy and timeliness are everything when it comes to the success of your event. Moffitt Catering at UCSF extends to all our customers our service guarantee: If your catering order is not complete and ready on time, we will deduct 25% from your bill.

Closed for Business

Moffitt Catering is closed on Sundays, except for a minimum guarantee of $1000 or more.
We are also closed all UCSF holidays, including New Year’s Day, Martin Luther King Jr. Day, President’s Day, Caesar Chavez Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day and the day after, Christmas Eve, Christmas Day, and New Year’s Eve. Moffitt Catering is also closed between Christmas and New Year’s Day. Please ask your Sales Associate to confirm exact days of closure.

Leftover Policy

Based on public health and safety concerns, we do not allow food to be taken from catered events and do not package leftover perishable foods. There are also limitations on the types and kinds of food that can be left out for extended periods of time. We will be happy to help you choose menu items that meet the needs of your event. Any non-perishable food (i.e. baked goods) may be taken, but arrangements must be made by the client. Clients are not allowed to take our baskets, platters, trays, or other equipment from events. Any missing equipment will be billed to the client. Thank you for your understanding.