VMI Catering Policies and Procedures - CampusDish

Virginia Military Institute Catering
Welcomes, the opportunity to serve you. We pride ourselves on offering an outstanding array of food and
beverage selections designed to meet the various needs of our clients. We are here to provide high quality
catering service to the Virginia Military Institute community and beyond. We have developed the following
procedures that enable us to successfully respond to your catering needs. All prices are subject to market
changes.
Advance Notice
~Policy & Procedures~
We suggest that you place your order at least one week in advance of your event. A final guarantee is required
3 business days prior to the event date. Late orders are subject to availability and may be assessed a surcharge.
The catering system that is used by VMI Catering will deny your order if you are within 3 business days of
your event date. A phone call or email to the catering office is required to place your order. Please be advised
that an administrative fee of $25.00 may be assessed on orders that are placed in this time frame.
Payment
All events that are charged to state or local accounts must include the correct budget code. The purpose of
the event will also be required at the time of booking. Orders cannot be processed without this necessary
information. Once the order is completed a confirmation e-mail will be sent to VMI Catering and Auxiliary
Services. Approval will be obtained from Auxiliary Service through your e-mail.
For groups that are not paying through a budget code, a 50% deposit is required at least one month in
advance with the remaining balance due before the day of the event. All functions are subject to state and
local taxes of 10%. There are no “Bill Me” terms. We accept Visa and MasterCard, check and cash for
payment and deposits.
Tax Exempt
Tax Exempt clients are required to provide at State Tax Exempt from before planning your event. Please be
advised that not ALL organizations are tax exempt on food service. Tax Exempt is mainly for non-perishable
items.
Attendance Guarantee
An estimated number of attendees are required when scheduling an event for planning purposes. A
guaranteed number of guests are required 3 days prior to the event date. Any changes made within the 3 day
guideline of that event will be charged the original amount. Billing is based on guaranteed counts plus any
additions. If your actual guest count exceeds your final guarantee, VMI Catering will verify your attendance
with the client for adjusted final billing.

Delivery Charges
All on post deliveries require a minimum order of $25.00. Any order less than $25.00 will be charged a
delivery fee equal to the difference. A service fee of $25.00 will be charged for local off Post Catered Events.
Deliveries over five miles from Post will be charged $25.00 plus $.45 per mile charge.
Relocation of an Event
Events that are relocated via the clients request after the event has been setup that day of may be subjected to
a relocation fee of $75.00.
Alcohol Policy
Wine and bar services are available upon request. Please inquire at the catering office or view the menus for
the types of beverages that are available. If you choose to bring wine and beer for the caterers to serve, there
will be a $2.50 corkage fee as well as a $75.00 beverage icing fee. If you are not using VMI Catering for your
bar services please be aware that an ABC License may be required by the guest.
Bartender Service is required at all functions involving alcohol. Customers will be responsible for the total
cost of any special order items, including any unused items.
Special Needs
VMI Catering will try to accommodate all persons with special diets. Please notify us in advance of any special
needs. *Because we rely on food manufacturers’ and processors’ ingredient listings, we may not be aware of
ingredients which are actually in the food and items not listed on the container or packaging.
Cancellations
We require a minimum of 3 days notice prior to the date of your event that requires cancellation. Events
canceled with less than 3 day notice prior to the event date will result in a 50% charge of the total cost of all
menu items ordered. Orders that are canceled in the same day of event will result in a 100% charge on all
food items.
Multiple Entrées
We can accommodate requests for multiple entrées; however there is a maximum amount of 3 selections. All
entrées will be charged at the rate of the highest prices entrée, and exact counts will be required at least 3 days
prior to the date of your event. Arrangements must be made for color-coded place cards to designate your
guests’ entrée selection.

Other Policies and Information
Due to the Board of Health regulations and the nature of catering services, it is the policy of Virginia Military
Institute Dining Services that no food or beverages be removed from a catered event.
All catering events are priced including two hours of service. All wedding receptions are priced on four hours
of service. Any function lasting longer than two hours or starting a half hour after scheduled service time will
be assessed a surcharge of $100.00 per half hour.
Gratuities are appreciated but not required. Please consult Catering Manager for details if you wish to leave
the servers a gratuity.
Any event catered outside of Moody Hall or Marshall Hall that requires the use of china, glassware and
flatware will be charged $4.50 per person.
Virginia Military Institute Catering does not furnish tables and chairs. If these items are not available at the
chosen site, they must be provided from an outside source. Dining Services are not responsible for room
setup or breakdown.