Catering Policies

We thank you for selecting Appalachian Catering for your special event. Our Event Coordinators are ready to assist you with any and all aspects of your occasion. We ask that you take a few minutes to familiarize yourself with the following policies. This information is intended to assist you in planning a successful event and familiarize you with our services.  All food agreements are made upon and subject to the rules and regulations of Appalachian Food Services and the following terms and conditions:

Payments

Arrangement for payment for all catering functions must be made when an order is placed.  The person submitting the order is responsible for providing a University budget code or other method of payment, even if another person/deparement is involved with the event.

Acceptable forms of payment are:

  • Budget Code
  • Cash
  • Check
  • Express or Meal Accounts
  • Discover, MasterCard or Visa

Events not billed to a budget code will be subject to all state and local sales taxes.  Tax exempt organizations must provide a copy of the tax exemption certificate when the order is placed.

Facilities

Appalachian Food Services are happy to provide catering to any on-campus facility.

Placing An Order

Contacting Us
The Catering Office is open from 8:00 am - 5:00 pm Monday through Friday. We can be reached by phone or email:

Event Notice
We request a two week notice to ensure that your event is successful and well organized.

  • Minimum notice to place an order: 72 business hours 
  • Weekend orders must be placed by Tuesday at 5:00 pm
  • Monday orders must be placed by Wednesday at 5:00 pm
  • A confirmation of the number attending is required 72 business hours prior to the scheduled event

Changes & Cancellations
We understand that sometimes events have to be changed or cancelled. 

  • Minimum notice to change items on an order:  72 business hours
  • Minimum notice to cancel an event:  72 business hours
    • Cancellations with less than 72 business hours notice will result in a 50% charge of all costs, unless a cancellation is due to extenuating circumstances such as the university being closed due to inclement weather.

What's Included With Orders

The following items are included with your order:

  • Table cloths for serving tables
  • Paper products, including plates, bowls, cups, napkins and utensils (products and quantities determined by menu and number of people attending event)

Event Information

The following information helps us to plan for proper staffing and for an adequate amount of food to be ordered and prepared.

The following information is needed when placing your order:

  • Name of event
  • Day, date and time of event
  • Contact person, telephone and email
  • Location of event (In case of inclement weather, please secure a rain location for your event. Due to employee safety concerns, Food Services, after consulting with the customer, will make the final decision on whether to move an event to the rain location no less than three hours prior to the start of the event.)
  • Estimated number to be served
  • Budget code number or payment method
  • Special arrangements (podium, head table, etc. ~ contact media services to reserve sound equipment and notify Food Services)
  • Menu selections (including any special dietary needs)

Menus & Dietary Needs
Please peruse our Catering Menu to make your selections.  We aim to accommodate all dietary needs and restrictions.  Please contact us with your requirements.

Sustainability
We are self-operated making us “local” in every sense of the word.  Furthermore, we purchase local products when available and operate in a sustainable manner as part of our commitment to fulfill Appalachian's strategic plan and be a leader of sustainable campuses nationally.  Please visit Sustainability & Local Food at Appalachian to learn more.

Deliveries & Pick Ups

Deliveries
In order to provide quality service to the entire university community, deliveries must occur as scheduled. We do not have key access to non-food service facilities; therefore, all facilities should be unlocked for catering access prior to the start time for each event.

  • Delivery Fee: $25.00 for each event/delivery

Pick Ups
Customers can pick up catering orders at the Roess Dining Hall.

  • Pick up location to be determined at the time of order.
  • All pick up orders will be in disposable containers. There is a $3.00 charge per disposable container.
  • For your convenience, 15-minute parking is available on a first come basis just outside the Roess Dining Hall.

Alcohol Policies & Pricing

Alcohol Policies
We are happy to provide beer and wine service for your event. 

  • Alcoholic beverages are limited to beer and wine only. No "high gravity" beers in excess of 7% alcohol permitted and only unfortified wines below 15% alcohol are allowed.
  • Please limit your orders to only the beer and wine available on our price list.  Price list available upon request.
  • All alcohol must be purchased through Appalachian Food Services. No alcohol from the outside will be allowed to be brought in to the event.
  • All alcohol must be pre-ordered through Appalachian Food Services two weeks before the event. We will notify the event host if we are unable to secure the requested quantities.
  • Appalachian Food Services will alert the event host if we are running out of the ordered alcohol so they can alert their guests. We will not be able to go and get more.
  • All alcohol service will be provided by Appalachian Food Services bartenders. All patrons who appear less than 30 years old will be required to present proper photo ID for service. No ID, No alcohol, No exceptions. It is the event host's responsibility to inform guests of the policy.
  • No intoxicated patrons will be served. This is at the sole discretion and judgment of the Appalachian Food Services staff who are all North Carolina Alcoholic Beverage Control Commission certified bartenders.
  • Unruly behavior will not be tolerated. Appalachian Food Services will have the sole discretion to notify the police if such behavior persists.
  • Open Bars and Table Side service are permitted. Prices for bottles of wine will be given upon request.
  • Kegs of any type are not permitted.
  • Alcohol must be consumed on the premises of the event and no patron will be allowed to leave with alcohol.
  • There will be a $2 charge per person for the use of our glasses.
  • There will be a minimum of 2 bartenders for all events with 50 people or fewer. Events with 50-100 people will require 3 bartenders.  Events over 100 people will be at the discretion of Appalachian Food Services. Appalachian Food Services reserves the right to increase the minimum if they feel the event warrants extra staffing.
  • There is no setup fee or bartenders needed for table side service. Cash bars require set up fees and bartenders.
  • All bottles have to be recycled by Appalachian Food Services per the Alcohol Beverage Commission.
  • Bars are only available to those who purchase food from us as well.

Alcohol Pricing
Bartenders and barware are available for your event:

ItemPricing
First hour set-up fee$35.00 per bartender
Additional service hours$20.00 per bartender
Barware* (beer glasses, champagne glasses, wine glasses)$1.00 per person

*Bar service is available in the following buildings:

BB Dougherty Administration Building, Belk Library & Information Commons, College of Education, George M Holmes Convocation Center, McKinney Alumni Center, Owens Field House & Athletic Complex,  Plemmons Student Union,  Peacock Hall, Schaefer Center for the Performing Arts, Turchin Center for the Visual Arts

Equipment

All necessary equipment will be provided with your order; we cannot rent equipment or linens without a catering order.  The customer is responsible for all equipment until picked up by Appalachian Food Services personnel or returned by the customer.

  • Catering staff will return to pick up event equipment as scheduled.
  • For efficiency purposes, all equipment will be picked up at the same time.
  • Customers choosing to return equipment themselves should do so between 8:00 am - 5:00 pm Monday through Thursday or Friday from 8:00 am - 2:00 pm at Rivers Street Cafe in the Roess Dining Hall.
  • Customers will be charged replacement value for items that are not returned.

Labor

There is an additional per hour labor charge for Food Services employees to stay with an event.

The hourly rates are:

  • $27.25 per Chef
  • $24.00 per Catering Supervisor
  • $20.00 per Food Services Assistant
  • $35.00 per Bartender for the first hour of set-up. $20.00 for each additional hour of service.

A minimum of two Food Services employees are required for all events ending after 6:00 pm.

Glassware, Linens & China

Glassware, linens and china are available for your event:

ItemPricing
Clear Plasticware (6" & 9" plates, 16 oz. cups)$1.30 per person
Barware* (beer glasses, champagne glasses, wine glasses)$1.00 per person
China* (plates, cups, flatware, beverage glasses not including barware)$2.50 per person
Linen Napkins$1.00 per person
Linen Table Cloths (specify type of table)$5.50 per table
Linen Table Skirts$5.50 per skirt

*Glassware and China service are available in the following buildings:

BB Dougherty Administration Building, Belk Library & Information Commons, College of Education, George M Holmes Convocation Center, McKinney Alumni Center, Owens Field House & Athletic Complex,  Plemmons Student Union,  Peacock Hall, Schaefer Center for the Performing Arts, Turchin Center for the Visual Arts

Off-Campus Catering Permit

Any recognized student, faculty or staff organization must secure a campus catering permit from the Office of Business Affairs prior to scheduling or contracting any activity that includes the serving of food not prepared by Appalachian Food Services. This permit must be displayed by the vendor. Unauthorized private vendors in violation of this policy will be required to comply or vacate the campus.