Moffitt Catering Policies & Procedures - UCSF Health

Book Early: We recommend booking as soon as possible...it's never too early to secure your spot! As soon as you have your date - whether it is next week, month or year reach out and get on the books

Order Methods: Orders can be placed by phone, fax or email

p: (415)353-1325 ext. 4 or 6
e: MoffittCatering

Order are processed every business 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 business hours.

Order Timelines:

• “At Your Door Delivery Service” orders, which are simple cold items, beverages, or snacks, can be generally accommodated with three (3) business days notice (for example, Friday drop-off orders need to be placed by Tuesday).
• Service events requiring staffing require 10 business days’ notice. 
• 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.

Moffitt Catering will confirm receipt of your order within 24 hours via e-mail.  

• UC Events require a SpeedType number prior to the event for recharge billing.
• Non-UC or Personal Events require a 25% deposit 2- weeks prior to the event. Balance is due on the day of the event.
• Non-UC or Personal Events are subject to current local sales tax and may be paid with credit card (AMEX, VISA, MasterCard) or approved check, payable to UC Regents.

What can we order for delivery? 
All menu items are available for delivery to any UCSF campus.

How early do you arrive and do I need to be there? 
The delivery location must be unlocked and available at least 30 minutes prior to the start confirmed event start. If your set-up is more than a simple drop-off additional time may be required. Your Event Planner will confirm the details with you. Please be available to meet your delivery driver and receive the order, we are not responsible for deliveries left unattended.

Do you bring napkins, plates, forks, etc.? 
High-quality compostable and disposable service ware is included with your order.

Do you need to come back after the event? 
Only if necessary - please confirm the time we can return to retrieve any non-disposable equipment.

• You are responsible for the safekeeping of all Moffitt Catering equipment left on-site. Any equipment lost or damaged will be charged and added to your final bill.

Do you bring the tables?
You are responsible for arranging for tables through your site Facilities Management. Not sure how many? Your Event Planner can assist.

What else will I be charged for?
See the “Delivery Service Fees & Minimum Order Requirements” section to learn about additional charges that may apply.

Final Guarantee:

Boxed Meals, Hot & Cold Buffets and all other orders: Guaranteed minimum is due seven (7) business days prior with changes possible, upon approval, up to three (3) business days prior.

Served Meals: Guaranteed minimum due five (5) full busines days prior to your event.  If we do not hear from you with a final 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.

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.).

Moffitt Catering serves all UCSF San Francisco Sites. Remote Sites (outside of SF), and UCSF East Bay locations by special arrangement

Delivery Service Options:

• Drop-off Only - Moffitt Catering delivers order at time specified by Client Contact
• Drop-off with Pick-up - Moffitt Catering returns to retrieve any service related equipment
• Basic Set-up - Moffitt Catering unpacks and sets-up buffet as instructed by client and checks in with client before leaving
• Buffet Set-up - Basic Set-up + placement of linen and general buffet table accents

Parnassus Campus - Monday - Friday: No minimum order required for delivery. Orders under $50 will be processed as fully disposable for drop-off only. 
Any delivery can be processed for Client Pick-up, and if needed Return and delivery fees will apply

• Drop-off Only: $30.00
• Drop-off with Pick-up: $50.00
• Basic Set-up: $47.50, additionally
• Buffet Set-up: 100.00, additionally

Parnassus Campus - Weekend: Minimum Order - Saturday: $1,500.00, Sunday: $3,000.00; based on availability

• Drop-off Only: $60.00
• Drop-off with Pick-up: $85
• Basic Set-up: $55.00, additionally
• Buffet Set-up: $125.00, additionally

Other San Francisco Sites: Monday - Friday: Miniumum Order $150.00

• Drop-off Only: $55.00
• Drop-off with Pick-up: $85.00
• Basic Set-up: $47.50, additionally
• Buffet Set-up: $130.00, additionally

Other San Francisco Sites - Weekend: Minimum Order - Saturday - $1,500.00, Sunday - $3,000.00; based on availability

• Drop-off Only: $80.00
• Drop-off with Pick-up: $100.00
• Basic Set-up: $85.00, additionally
• Buffet Set-up: 1130.00, additionally

Additional Fees:

• 20% Service Charge will applied to deliveries with Basic Set-up & Buffet Set-up. There is no gratuity charge added to your bill and Moffitt Catering employees may not accept gratuities
• Any events requiring delivery before 6:45 am or delivery or equipment pick-up after 7:00 pm an additional fee of $47.50 per hour will be charged to keep staff on site.
• 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 $50 fee will be charged.

Policies:

• Moffitt Catering can provide wine, sparkling wine and beer service for UCSF Health and UCSF Campus sponsored events only. 
  Events must be on University premeis, and not open to the public
• Payment for the total cost of the event with alcohol must be charged to your designated University Recharge Number.
  Third party payment of University or Medical Center for Moffitt Catering events where alcohol is provided is strictly prohibited.
• Moffitt Catering requires the services of a bartender for events where they purchase and provide the alcohol.
  Alcohol provided by Moffitt Catering will not be dropped off without a bartender.
  If customers do not want to pay for the services of bartender from Moffitt Catering, no alcohol will be provided

UCSF Health or Campus customers who would like to serve alcohol for events open to the public or on non-University properties may provide alcohol themselves.
A copy of our Policy can be found here. (internal link)

Non-University customers may provide alcohol themselves, or contract with a licensed off-campus vendor.
Please ask your event planner for a copy of our Policy. 

Procedures:

Request Forms and Procedures

• Student Registered Campus Organizations and Student Government event sponsors are required to complete an event request in accordance with the Student Life policy  
• University-affiliated event sponsors are required to complete an event request form and submit it to the site events coordinator
  • For sites that do not have an event coordinator, the Administrative Director of the sponsoring department must approve the event if alcohol is being served without the use of a licensed bartender/caterer.  
• UCSF Foundation, Alumni, or Chancellor's Support Groups events must secure liability coverage.  Please contact the Risk Managment Office
• Non-University affiliated organizations or entities wishing to hold events on University premises must provide a current certificate of general liability insurance or purchase a Tenant User Event Liability (including an alcohol rider).  They must also secure approval for alcohol service from the appropriate site coordinator for the space they are renting.  Please discuss any special event arrangements with the events coordinator for the space being reserved. Risk Management and Insurance Services can also provide information and assistance in planning and insuring events

Events that require that special arrangements for waste receptacles and disposal be made with Facilities Management or (415) 476-2021

Uniformed Servers & Bartenders are available for 5-hours at $225 per staff member. Anything beyond 5-hours will be charged an hourly rate of $47.50 per hour, per staff member. 

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 $47.50 per hour, per staff member.

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.

Moffitt Catering provides catering to all of the UCSF San Francisco Sites. 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 $150, plus the 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 links below will provide information on Scheduling & Reservations:

• CLS Conference Services - Millberry Union, Misson Bay Conference Center, Valley Center for Vision
• Faculty / Alumni House
• The Lange Room at the Kalmanovitz Library

Event Services Contacts: 

• Campus Buildings/Sites: arrangements for basic table & chair set-up can be made with UCSF Facilities Management via their Service Request Portal 
• CLS Conference Services managed sites (Millberry Union, William J. Rutter Center and the Wayne & Gladys Valley Center for Vision) you will work directly with the Conference Services Team
• Misson Bay Hospital Conference Center (Oberndorf Auditorium, Messmer Family Conference Room and the Polycom Conference Room) you will work directly with your Moffitt Catering Team

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.

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

Tables & Chairs:

Moffitt Catering does not provide tables or chairs for events.  Please make arrangements with your Event Site Coordinator.

For sites that do not have a Coordinator, arrangements can be made with Facilities Management for the delivery and set up of tables & chairs.

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.

Mofftt Catering Rentals:

• Buffet Service Ware Upgrades - upgrade from our heavy-duty compostable/disposable service ware to our eco-friendly Bambooware^© plates & mugs, glassware & stainless steel flatware or full China Service – additional staff fees will apply.  Please speak to your Moffitt Catering Event Planner for details. 
• 30” diameter cocktail tables that can be set at 42” high for standing or 30” high for seating (additional delivery fees will apply)
• Table Linen
• Banquet Table Linen for 6’or 8’ table 
• Banquet Table Covers 6’ table 
• Floor Length Linen for standing height Kiosk Tables
• Floor Length Linen for 60-72” Round Tables
• Square Linen for 60-72” round table 
• Square Linen for seating height Kiosk Tables

Specialty linen in a variety of patterns & colors can be ordered from an outside vendor.  Contact your Moffitt Catering Event Planner for more information.

We can accommodate special diets ranging from low-sodium, low-fat, vegetarian, vegan, lactose-intolerant, gluten-free, and limited Kosher.
Please discuss your needs with your Sales Associate.

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.

Moffitt Catering is generally closed on Weekends. 
Weekend events are possible with minimum order guarantees: Saturday - $1,500.00, Sunday - $3,000.00; based on availability

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.

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.

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.