At Your Service Catering

REFERENCE: Catering Orders HS0329

At 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 us.

Reserving a Site

Arrangements 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 or electrical access with facilities prior to your event.

Advance Notice

The minimum notice required for a catering order is 2 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 is possible to accommodate a late order, it may be subject to a 25% surcharge commensurate with the complexity of the event.

Attendance Guarantee

In order to assure adequate time for food and staff coordination, a final guarantee of attendance is required one full working day before the event. The final guarantee is not subject to reduction, but we will prepare 5% overage in case of unexpected add on, and you will be charged accordingly when your guest count exceeds 5% over your guaranteed count.

Additional Charges

• 10% service charge for rentals and floral arrangements
• $110.00 fee for van rental and $160.00 for large truck
• 15% Delivery fee out side of hospital

Cancellations

Cancellations must be made at least 1 full working day in advance. If you cancel less than 24 hours in advance, you will be charged for any expenses already incurred. If you cancel on the day of the event, you will be charged for the total cost.

Delivery and Catering Services

Delivery service is available for orders of $35.00 or more within the hospital complex. Off-site catering is available within a small radius of the UCLA campus. Please discuss this service with our office staff.

Specific delivery times and removal times must be provided. Normal delivery service (Monday to Friday) begins at 6:30 am and ends at 5:00 pm for Ronald Reagan, and 6:00 am to 2:00 pm for Santa Monica. We offer weekend catering service for additional labor fees.

At Your Service is not responsible for lost food. In case of missing equipment, necessary charges may be made to the customer.

Served Cocktail Reception, Buffets and Meals

Any reception will be charge $30 per hour for each Caterer and $35 per hour for each Chef, depending upon the guest count and service. If 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 applicable.

Alcoholic Beverages

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. The customers may provide their own alcoholic beverages and service.

At Your Service is not able to sell or provide bartending services in accordance with Medical 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.”

Approved vendor for bartending service:

Wally's Wine & Spirits (310) 475-0606(Link opens phone app)

www.wallywine.com(Link is external)

Request for Catering Services

All orders for cateirng (At Your Service" or AYS) services or goods must be requested using the Recharge Order Request (ROR) in the accounting website. All sections of the form must be completed prior to processing a catering or event order. The Recharge Order Request shall provide details about the catered event, as follows:

• Nature of the event (i.e., breakfast, lunch, etc.)
• Purpose of event
• Number of participants, their names and titles, affiliations or the sign-in sheet should be kept in the files of the requesting party
• Identification of the "official host" of event

A confirmation of the order will automatically be sent in via email once the catering manager has accepted the ROR. All catering orders must conform to the requirements of UC Business & Finance Bulletin BUS-79. http://www.ucop.edu/ucophome/policies/bfb/bus79.html(Link is external)

Catering Charges

An estimated cost of each event is provided by Catering based on an agreed scope of service. 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 as described above. Changes to the orders, cancellations, or late charges will be billed according to departmental guidelines.

External Catering Policy

At Your Service Catering is the exclusive preferred caterer for catering events at RRUCLAMC. If At Your Service Catering is not available then you must get a pre-approved authorization from administration in advance.

The outside caterer must meet the following criteria:

1. Only if At Your Service Catering is unavailable.
2. Exceptions must go through an approval process by Administration and Catering.
3. Outside caterer must have liability insurance.
4. Food set up and clean up is the requestor's responsibility.
5. Clean up must be prompt when an event is over and completed before the next group arrives to the room or location.
6. No flammable sternos are permitted.
7. Must get approval to gain access to loading dock for loading and unloading.
8. Must check in at the lobby for vendor pass.
9. Must use the service elevator only if needed to deliver or pick up.
10. If vendor is using a cart it must not have squeaky wheels.
11. The vendor must have a neat/presentable appearance.
12. Additional trash/boxes from delivery must be discarded; this is the vendors responsibility.
13. Food that is being delivered must be covered until setup.
14. No soliciting is permitted.
15. Electric chaffers will need to be pre-approved and arranged in advance.
16. If setup requires rearranging of tables and/or chairs, the vendor must get preauthorization. It is solely the requestor's responsibility to set up and to restore when the event is over.
17. Tables and chairs are not permitted to be dragged on the floor.