When you finalize your event, we will provide you with an Event Order (EO) that covers the specific details as well as your rights and responsibilities. In the meantime, please see the information below for important things to know as we work together to plan your event.
Our experienced team of Sales and Event Managers are on hand to help meet the catering and event needs of your next occasion. For a smooth process, we recommend booking your event as early as possible. Orders and inquiries for event space may be placed by contacting us by phone at (310) 825-7021, via e-mail at firstname.lastname@example.org.
We require a minimum notice of seven (7) business days for any event requiring attendants. Orders received after 3:30 p.m. are dated the next business day and may incur additional fees for expedited service, if applicable (e.g., an additional $50 rush delivery fee per order, or additional $100 per order for served events).
Delivery orders can usually be accommodated with three (3) business day notice prior to the event date. Rest assured that we will make every effort to accommodate your catering requests. Again, it is best to provide as much advance notice as possible.
Once a catering order is placed with us, you will receive a confirmation e-mail outlining all the details of your order. University clients using a recharge account will be automatically billed after the conclusion of the event. Clients not using a university recharge account are required to pay the full balance seven (7) business days prior to their event.
Any catering deliveries or events booked less than seven (7) business days from the event date are required to pay by credit card using our online payment service. Non-university clients are subject to sales tax.
Please note that a signed confirmation of your event order must be submitted to the UCLA Conferences & Catering Office no later than 48 hours prior to a delivery, or 72 hours prior to a served event.
The following are minimum requirements for any food and beverage orders:
A $50 fee will be assessed for any after-hours delivery or pick-up (Monday through Friday, before
7:00 a.m. or after 7:00 p.m.; weekends after 5:00 p.m.).
A $30 return trip fee will be assessed for any delivery or pick-up due to inaccessibility (e.g., locked rooms, meetings running late, or any other reason our equipment is not readily available for pick-up at the previously agreed upon time).
A $25 processing fee will be assessed for any changes made to orders within 24 hours of the event.
Please note that a Final Guarantee of Attendance is required five (5) business days prior to the event date and/or three (3) business days prior to your delivery date. If a final guarantee is not received within this time period, we will use the guarantee provided on the Event Order. Please note that this number will be considered a guarantee and not subject to reduction. Any increases to your guarantee are subject to approval based on the stated deadlines above.
All catered events are subject to the policies, procedures, and guidelines set by UCLA Conferences & Catering. UCLA Conferences & Catering must be notified in writing of any menu item cancellations in order to avoid cancellation charges. Events cancelled will be subject to the following charge:
For any Meeting Room cancellations, please refer to the cancellation clause listed in your signed Meeting/Event Agreement.
Served meals are priced for a minimum of 20 guests and include china, glass and silverware, table linens, hot beverages, iced tea, and iced water. Service attendants are included for up to two (2) hours, after which overtime charges will apply.
Buffets are priced for a minimum of 30 guests and include china or melamine buffet serve ware with disposable tableware, hot beverages, iced tea and iced water. Service attendants are included for up to two (2) hours, after which overtime charges will apply. China service outside of our facilities will be an extra $3.50 per person. Please inform your Sales Manager of your event timeline, so that meal service can be timed accordingly.
We require that adequate staging facilities be made available to our catering staff. Please ensure that the event location and staging area is accessible a minimum of two (2) hours prior to event start time. We reserve the right to inspect your event and staging area in advance.
In order to provide the best service possible, UCLA Conferences & Catering will assist in determining the appropriate level of staffing needed for your reception and/or any à la carte meal that does not include service attendants. Please note that UCLA Conferences & Catering employees may not accept gratuities.
Depending on the needs of your event, additional attendant fees may apply and are listed below:
If you plan to serve alcoholic beverages at an event being held at one of our facilities, please note the following terms and conditions:
Non-UCLA clients must submit a Certificate of Insurance or a letter of self-insurance to UCLA Conferences & Catering at least ten (10) business days prior to your event. The insurance coverage must indicate:
If your event includes service of alcoholic beverages, your UCLA Conferences & Catering Sales Manager will work with you to determine if any additional insurance coverage is needed for your event.
On the occasion in which events take place outside of UCLA Conferences & Catering facilities (De Neve Plaza, Carnesale Commons or Sunset Village), we ask that all tables and chairs be set up prior to the scheduled arrival of our catering staff. Additional charges may be applied if any assistance with setup, such as moving furniture, is required by our staff.
Outdoor events require that waste and recycling receptacles be made accessible to attendees. Please contact UCLA Facilities Management directly at (310) 206-3041 to make any necessary arrangements.
To ensure a successful delivery, we ask that you provide building access and/or an unlocked delivery location at least 30 minutes prior to the event start time, as shown on the event order. Adequate loading and parking arrangements must be confirmed prior to delivery. If there is no parking available, clients will be charged an attendant fee to stay with the vehicle.
Please note that UCLA Conferences & Catering does not provide tables for deliveries. Clients are asked to arrange for table setup or adequate counter space to be made available 30 minutes prior to the event start time. In an effort to be sustainable, table linens are not included with standard delivery orders. For your convenience, we offer rentable linens at a cost of $6.25 per standard table cover. Alternatively, we offer eco-friendly and disposable linens at $3.50 per six-foot table cover. China service is not available on deliveries.
We ask that our clients ensure the safeguarding of all UCLA Conferences & Catering property and equipment dropped off at the event/delivery site. Any lost, stolen, or damaged equipment is subject to additional fees (no more than replacement value) and will be charged to the client’s master bill.
In compliance with health code regulations, perishable food items can only be presented for a maximum of four hours. Due to inventory controls, UCLA Conferences & Catering’s equipment must be picked up within a four-hour period. It is our policy to pick up any equipment on loan within a one-hour window following the event end time, as indicated on the event order.
Please also make note of the following terms and conditions: