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 booking as early as possible!  It’s never too soon to secure your spot. Your order can be placed by phone (415-353-1325 Ext 4 or 6), fax (415-353-8702) or email ([email protected]) and are processed daily between 8am and 4:30pm.  Orders received after 4:30pm are dated the next business day and we will confirm receipt of your order by email within 24 hours. “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).

We make every effort to accommodate all requests; however for events requiring staffing we need at least 10 business days’ notice.  Parnassus deliveries can usually be accommodated with 3 working days.  Catering orders with less than 3 business days’ notice, if approved, are subject to availability and an additional 20% surcharge may apply depending on the complexity of the event. Rest assured that we will make every effort to accommodate your catering requests. Again, your best bet is to provide as much advance notice as possible.

Guarantee

For served meals, a final guarantee of attendance is required (5) full working days prior to your event.  If we do not hear from you with a final guarantee number by the due date, the last estimated number will be used. Increases to your guarantee are subject to approval and may be assessed additional service charges.

The client is financially responsible for 100% of the final guarantee number or the actual number of guests served, whichever is greater.

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 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 8.50% sales tax. Non-University sponsored events may be paid with credit card (AMEX, VISA, MasterCard) or approved check, payable to UC Regents.

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.

Delivery Service Fees & Minimum Order Requirements

Moffitt Catering serves all UCSF campuses, and most UCSF Office Buildings

  • There is no minimum order required for deliveries on the Parnassus campus. A minimum delivery charge of $18 will apply to all orders and additional fees will apply if there is extensive delivery or set-up requirements (see Event Set-up Fees). Delivery with pick-up of equipment - $25. Any orders can be processed for client pick-up and no delivery fees will apply.
  • Deliveries to Aldea Center & Surge Building require a minimum order of $100 plus delivery
    Drop-off only with no return to pick-up equipment - $25
    Delivery with pick-up of equipment - $35
    Additional fees may apply if there are extensive delivery or set-up requirements
  • Deliveries to any campus other than Parnassus requires a minimum order of $150 plus delivery.
    Drop-off only with no return to pick-up equipment - $45
    Delivery with pick-up of equipment - $75
    Additional fees may apply if there are extensive delivery or set-up requirements
  • 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. If decorative fabrics, greenery, and any other decor is required, this charge is an additional minimum of $75.
  • Any events requiring delivery before 6:45 am or delivery or equipment pick-up after 7:00 pm an additional fee of $40/hour will be charged to keep staff on site..
  • Weekend Delivery Charges on the main Parnassus Campus
    Drop-off only with no return to pick-up equipment - $25
    Delivery with pick-up of equipment - $35
    Additional fees may apply if there are extensive delivery or set-up requirements
  • Weekend Delivery Charges for delivery off the main Parnassus Campus
    Drop-off only with no return to pick-up equipment - $55
    Delivery with pick-up of equipment - $85
    Additional fees may apply if there are extensive delivery or set-up requirements
  • If we must a return trip to deliver or pick-up due to locked rooms, meetings running late, equipment has been taken to a new location, or any other reason that prevents us from setting up or breaking down at a specific time and Moffitt Catering was not informed an additional $40 fee will be charged.
  • There is no gratuity charge added to your bill and Moffitt Catering employees may not accept gratuities
  • A 20% Service Charge will be applied to the total bill for all catering event orders, except for simple drop-off events. A simple drop-off would be considered a small box lunch order, coffee and pastry service and the like. Any event that requires extensive setup, the service charge will apply

Staffing Charges

Uniformed Servers & Bartenders are available for 5-hours at $200 per staff member. Anything beyond 5-hours will be charged an hourly rate of $40/hour for each person. Two-hours of staffing are included in several Buffet Packages – please refer to specific menus.  If additional hours are required they will be billed at $40/hour.

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

Arrangements for basic table & chair set-up can be made with UCSF Facilities Management http://www.fm.ucsf.edu/fm/csc.html or (415) 476-2021 or directly with Conference Center Services if your event is at the Millberry Union Conference Center.   Please arrange for all furniture to be in place at least 30 minutes prior to our arrival time for basic set-ups, 1.5 hour for events with service staff.   If it is necessary for our staff to move furniture and addition fee will be added to your final bill.  For more complex events your Moffitt Catering Event Planner will work with you to determine your needs and help create a floor plan.

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

Outdoors events and events that are held in hallways or foyers, require that special arrangements for waste receptacles and disposal be made with Facilities Management http://www.fm.ucsf.edu/fm/csc.html or (415) 476-2021

Reserving a Site

Moffitt Catering provides catering to all of the UCSF Campuses. These include Laurel Heights, Mount Zion Medical Center, Zuckerberg 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 or locations below:

The link below will provide information on Scheduling & Reservations: http://edtech.ucsf.edu/classroom-services/scheduling

  • 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

Buffet Service Ware Upgrades

Upgrade from our heavy-duty compostable/disposable service ware to our eco-friendly Bambooware© plates & mugs, glassware & stainless steel flatware for $4.00 additionally, or full China Service for $6.00 additionally – additional staff fees will apply

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.

Table Linen

  • White Banquet Linen for 6’or 8’ table $15.00 each.
  • Black Floor Length Table Drape for 6’ table $22.00
  • Black or White Floor Length Linen for Kiosk Tables $23.00
  • Black or White Floor Length Linen for 60-72” Round Tables $23.00
  • White Square Linen for 60-72” round table $15.00
  • White Square Linen for low Kiosk Tables $8.50
  • Specialty linen in a variety of patterns & colors can be ordered from an outside vendor.  Contact your Moffitt Catering Event Planner for more information.

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 at the time listed on the event order, we will deduct 25% from your bill.

On occasion there are circumstances that are beyond our control and this may not apply.  In these instances we will do everything in our power to keep you apprised of the situation well in advance.

Closed for Business

Moffitt Catering is closed on Sundays, except for a minimum guarantee of $1500 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.