Alternate Caterer Guidelines for Main Campus

---

Approval Guidelines

· The event organizer or contact must submit a waiver to request an alternate caterer for their event for any space on WKU Main Campus.

· All outside caterers must have a business license to provide catered services on WKU’s main campus. Food trucks must be a part of the WKU RG Local Restaurant Row (LRR) to be considered. No non-business entities may provide catering services.

· If food is purchased from a business i.e. take out from Panera Bread, then it is the responsibility of the event organizer or contact to follow guidelines below from prep to clean up.

 

Access

· The caterer will need to arrange building access with the event coordinator/contact.

· There is no access to the kitchen or other WKU RG space without approval from WKU RG. No onsite food production or preparation is permitted.

· The use of electricity for equipment (hot boxes, etc.) is limited. Any tripping of breakers will result in service charges from WKU, which will be the caterer's or event coordinator/contact responsibility.

· Any damage to the venue will be billed to the caterer/event coordinator/contact for the cost of repair or replacement from WKU.

· All preparation and staging are required to be contained to the service hallway or assigned area next to the room that is in use for the event.

 

Materials and Supplies

· Any service items in the kitchen are the property of WKU RG and are not to be used.

· Caterer should provide their own materials and supplies for preparation of service of the catering job, unless prior agreements have been made with the building coordinator. The materials and supplies include but are not limited to tables, chinaware, glassware, etc.

· The caterer should be prepared to provide their own ice.

· Caterer is expected to provide tablecloths needed for tables where guests are served and for any additional tables requested in the room (unless otherwise arranged with the event organizer or contact).

· Any tables needed beyond guest tables must be communicated via the event organizer or contact, two weeks prior to be included in the event setup order.

 

 

Hours of Access

· The venue is unavailable the day before the event. Setup time will be coordinated through event organizer or contact and WKU building coordinators. Normally, set up can occur on the day of the event.

 

Expectations of Staff While on Premises

· WKU is a tobacco-free and smoke-free campus, and all staff must refrain from the use of tobacco products or smoking of any kind (vape, etc.) inside or outside of the facility.

 

Post-Event Cleanup

· Caterer is responsible for removing trash generated from the event (food, trash, disposables, etc.) and must remove it from the venue and dispose of it off-site.

· If any disposable service ware is used, the caterer should also remove trash bags from containers.

· All materials, supplies, and personal belongings must be removed for check-out

· Service hallway or assigned areas for set up adjacent to room used for the event must be cleaned after the event and before departure and includes sweeping and mopping (no on-site broom or mop available) and removing trash.

· All equipment and supplies must be removed off-site (including rental equipment/supplies)

· The caterer must complete all post-event breakdown and cleanup within an hour of the conclusion of the program.