ensure compliance with University of California requirements for managing
entertainment expenditures using University funds. Further, to establish the
procedure and appropriate manner in which service order(s) for food or any other
catering services/goods are processed by the Catering or Cafeteria area, prior
Request for Catering Service(s)
All orders for catering (“At Your Service” or AYS) or cafeteria (Cafe
Med) services or goods must be requested using the Catering Order Form. All
sections of the form must be completed prior to processing a catering or event
The completed form must provide details about the catered event, as follows:
Nature of the event (i.e., breakfast, lunch, etc.)
Purpose of event
Number of participants and their names and titles or affiliations
Identification of “official host” of event
Completed and approved Catering Order Forms are forwarded to the Catering
administrative area, Room 16-159 CHS, for thorough review by the Catering
Assistant and Manager.
All catering orders must conform to the requirements of UC Business &
Finance Bulletin BUS-79.
BUS-79 sets a maximum per person expenditure for entertainment/food expenses:
Breakfast - $15; Lunch - $25; Dinner - $40; and light refreshment - $10. The
reimbursement for a buffet reception cannot exceed the applicable meal allowance
associated with the type of buffet, i.e., breakfast, lunch or dinner.
The official host and his/her supervisor must sign each order.
order requiring “exceptional” approval must be approved by the designated
approving authority for the UCLA Hospital System (Marge Cunningham).
based on an agreed scope of service provides an estimated cost of each event.
The estimate will change to reflect any and all subsequent changes to the agreed
scope of service(s). Any expansion to the scope of service must have proper
approval, as described above. Changes to the orders, cancellations, or late
charges, will be billed according to departmental guidelines.
non-cash or recharge orders/purchases from the Cafeteria/Storeroom must be
placed using the catering form. Unless for personal use and paid for by cash,
all such orders must be fully justified on the form.
UCLAMC Entertainment Policy 3046
of California Business and Finance Bulleting BUS-79, Entertainment, http://www.ucop.edu/ucophome/policies/bfb/bus79.html
Karpf, MD , Director
Date: October 1, 2000
Your Service welcomes the opportunity to respond to all of your catering needs.
Because good planning will assure a successful event, the following
information is offered to assist you. If
you have any further questions, please feel free to call our staff at:
310- 825-5569 or 310- 825- 9086
Monica: 310- 319- 4837
for a facility should be made prior to contacting us.
We will be happy to make recommendations should you need some guidance.
(When full meals are to be served, be sure to book enough time for setup
and breakdown.) Also, please make
arrangements for the moving of furniture prior to your event.
minimum notice required for a catering order is five full working days. Minimum
notice does not guarantee availability should we be fully booked.
If you are planning a large event, we recommend you book a site and
contact us at least one month before the event. It it is possible to accommodate
a late order, it may be subject to a surcharge commensurate with the complexity
of the event.
order to assure adequate time for food and staff coordination, a final guarantee
of attendance is required three full working days before the event.
The final guarantee is not subject to reduction, but we will prepare 5%
overage in case of unexpected add ons, and you will be charged accordingly when
your guest count exceeds 5% over your guaranteed count.
Rentals plus 10%, Floral Arrangements plus 10%,
Services, Silver Urns and Platters.
Credit Cards, and Checks are welcome however, 50% of total bill must be paid
(5) days prior event and the
balance paid no later than the day of the event. Checks must be Pay to the order
of : The UC Regents
must be made at least two full working days in advance.
If you cancel less than forty-eight hours in advance, you will be charged
for any expenses already incurred. If
you cancel on the day of the event, you will be billed at full cost.
AND CATERING SERVICES
service is available for orders of $35.00 or more within the Hospital complex.
orders outside of the Medical Center complex is subject to a 15% service charge.
catering is available within a small radius of the UCLA campus. Please discuss
this service with our office staff.
delivery times and removal times must be provided. Normal delivery service
begins at 6:45 am and ends at 6:00 PM. A
35.00 additional charge will be made for drop-off service before or after these
services on weekends is available for events with a minimum of $500.00.
Your Service does not have key access to CHS buildings and rooms, so please
arrange to have facilities unlock the room in time for setup and delivery.
Should a room not be available at a specified time, food will be left at
site on a cart.
Your Service is not responsible for lost food, and in case of missing equipment,
necessary charges may be made to the customer.
RECEPTIONS, BUFFETS, AND MEALS
staff is provided for l/2 hour set up, ½ hour food service, and ½ hour
the nature of the event requires more staff and time, additional charges of
20.00 per hour per attendant, and 25.00 per hour per on- site chef will apply.
any event begins more than 15 minutes later than the requested service time, and
is delayed more than 30 minutes after dessert is served, a surcharge will be
At Your Service does not possess a liquor license and in accordance with the California Alcoholic Beverage Control, is not able to sell alcoholic beverages. Our assistants can coordinate the ordering of beer or wine for your event, and arrange for the purveyor to bill and service you directly. As an alternative, the customers may provide their own alcoholic beverages and service. In either case, At Your Service is not able to sell or provide bartending services in accordance withMedical Center Policy 0316, which states: “The service of alcoholic beverages to groups exclusively 21 years of age or older is permissible at occasional special events. No service or sale of such beverages may take place at the special event except by an appropriately licensed caterer (food service vendor or other independent entity in possession of an alcoholic beverage license), in conjunction with a bona fide catered meal.”
Find your favorite dish and ORDER NOW !
Copyright: UCLA Medical
Center, Department of Nutrition.