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Catering Policies

Our policies are designed to ensure that your event is a success. Please review them carefully and contact us if you have any questions.

Minimum orders

Monday–Friday Minimum Delivery charge
Boxed Meals 8 $15
Cold food and beverages $125 $30
Hot food, breakfast or lunch* $375 Varies**
Hot food, dinner* $550 Varies**

 

Saturday and Sunday Minimum Delivery charge
Boxed Meals 20 $15
Cold food and beverages $250 $40
Hot food, breakfast or lunch* $500 Varies**
Hot food, dinner* $600 Varies**

* Requires a minimum of two servers 

** Dependent upon specifics of catering order

If your order doesn’t meet the required minimums consider free pickup from our catering kitchen located in Willow Hall.

Delivery details

  • Catering delivery is available between 7 am and 7 pm
  • Bay Laurel Catering can deliver to most campus locations. Delivering to buildings without elevators is limited to accessible or ground floor locations.

  • Our delivery fee includes compostable service ware, post-event food and beverage table cleanup, and pickup of any catering equipment and small wares.
  • Please talk to your Catering Sales Representative to schedule delivery and pickup times.
  • The client is responsible for providing serving tables.

  • Bay Laurel Catering provides complimentary white linen for the food and beverage tables. Other colors and additional linens are available to rent.

  • The client is responsible for all catering equipment delivered to the site. Charges for lost or damaged equipment will be billed accordingly.

  • If your event occurs on a UW holiday, please contact your Catering Sales Representative about the additional service fees.

  • Bay Laurel Catering purchases some products from outside vendors. Should a vendor fail to deliver an order in a timely fashion, we may substitute a comparable menu item to meet your needs. 

Access to your event location 

The event location must be unlocked and available prior to the event start time as shown on the event order. 

Larger events and meals require more setup time. Please discuss the details with your Catering Sales Representative to ensure that enough time is provided. 

In the event that we are unable to access the location, or the required tables are not in place, service may be delayed, and any additional service costs will be added to your final bill.

Provide your guarantee of attendance 

A final guarantee of attendance is required by 10 am five business days prior to your event. This count is not subject to reduction.

  • If a guarantee is not provided by the due date, we will use your final estimate as the guest count guarantee.
  • It is possible that an earlier guaranteed date will be necessary for groups with more than 100 guests and/or with special menus.
  • Our policy is to bill for the actual attendance or the final guaranteed guest count, whichever is higher. 

Last-minute requests

Bay Laurel Catering understands that sometimes there are last minute changes to your event orders. If we can accommodate your request, a service fee of 25 percent may be added. For plated and buffet meals a service fee of 25 percent based on the increased numbers will be added to your bill. The estimated cost for the original order will not change.

Should these last-minute requests put our staff into overtime, there may be overtime charges assessed.

Cancellation deadline

Cancellations should be communicated to your Catering Sales Representative as soon as possible. Cancellations submitted less than five business days prior to the event date will be charged up to 100 percent.

Fees and payment 

Food purchased through UW budgets or grants is paid for by an Internal Sales Document and is not subject to state sales tax and gratuities.

For individuals and off-campus businesses, full payment of the estimated charge is due three business days prior to your event. Payments may be made by check or credit card. Any additional or remaining charges will be billed following the event, and payment is due within 30 days of invoicing. 

Menu prices are subject to change without advance written notice as market prices may fluctuate beyond our control.

Sales tax

Your UW budget is exempt from Washington State sales tax. 

Washington State sales tax is added to purchases on non-UW accounts. The current sales tax is 10.25 percent.

Gratuities

In compliance with state laws, UW employees are not allowed to accept gratuities (RCW 42.52.140).

Service fees

Our policies are designed to ensure that your event is a success. Please review them carefully and contact us if you have any questions.

Wait staff

Uniformed Bay Laurel Catering wait staff are available for all events at $30.00 per hour, per server. Labor fees will accrue for the contracted length of the event plus one additional hour for setup/breakdown time. Delay in the service of meals may result in additional fees.

Events with hot food items require a minimum of two servers to be in attendance.

Service ware

Bay Laurel Catering, in conjunction with UW Dining and the UW, is a positive force for a sustainable campus, committed to environmental stewardship. To this end, we are now providing complimentary compostable service ware for all events unless requested otherwise.

  • Compostable service ware: complimentary
  • China service: $3.00 per person on attended events

Table linens

Complimentary white linen is provided for all Bay Laurel Catering food and beverage service tables. Other colors, additional linen and skirting can be added to your order.

Linen set Cost Additional linen
White Complimentary $16
Champagne $4 $19
Black $4 $19
Skirting $16  

Note: Linens are not included with boxed lunch deliveries

Alcohol service

Our bartenders are state certified to sell and pour beer, wine and liquor at your event. Staff is included in bar setup. No tips or gratuities are accepted.

One bar is required per 100 guests with two-hour service that includes a portable bar (with linen, cups, ice, mixers, condiments and beverage napkins), setup and cleanup. Glass barware is available for rent.

A minimum sales guarantee of $350.00 per bar is required. Clients may be billed the difference if the guarantee is not fulfilled. Additional bar service is charged at $175.00 per bar, per hour.

Washington State sales tax is included in the drink prices. Hosted-bar service is available for alcohol-approved departmental budgets and invoice payments. Drink script service is also available. Hosted-bar beverage charges are based on consumption.

Bar prices

Beverage Hosted No Host
Domestic bottled beers $5.75 ea $6.00 ea
Premium bottled beers and microbrews $6.75 ea $7.00 ea
Washington wines $7.00 glass $7.25 glass
Signature cocktails $8.50 ea $9.00 ea
Well drinks $7.25 ea $7.75
Non-alcoholic beverages $2.75 $2.75

Specialty liquors and local distillery brands are available and charged at market rates.

Food is our focus

Bay Laurel Catering is your full-service campus caterer. Our focus is on creating, making, delivering and presenting a great food experience. As professional caterers and a campus resource, we can assist in some aspects of your event planning, however we do not provide event planning.

Catering add-ons

Besides working with you on your event menu, your Catering Sales Representative is happy to assist you in your event planning. Here's how we can help:

  • HFS event space
  • Floral arrangements
  • Rentals

Please email us if you would like our assistance. For other campus event resources, please visit the UW's Event Resources page.

UW Catering Policies

Large or outdoor events may require special arrangements. Please review the following policies and contact the UW departments directly.

Trash, recycling and composting 

Campus events may require special arrangements for waste receptacles and proper disposal. You may also need to order compost or recycling bins in certain buildings.

Call 206-685-2811 or contact Recycling Services.

Audio visual equipment 

Academic Technologies can assist you with your A/V needs. Available equipment includes portable PA systems, microphones, portable projectors, optical disc players, and power point clickers. 

Banquet permit and special occasion license 

You must obtain permission from the UW prior to serving alcohol on the UW campus.

Fundraisers require groups to secure a Special Occasion License from Olympia, WA, and obtain their own alcohol and set cash bar prices. 

Alcohol served on campus requires the client to complete the Authorization to Apply for a Banquet Permit to Serve Alcoholic Beverages form.

Off-campus groups may be required to obtain liquor-liability insurance with a minimum single-limit liability of $2,000,000 per occurrence. The client shall provide By George with a certificate of such coverage.

Use of university facilities by non-UW organizations

Washington state law requires that University of Washington facilities be used primarily for their intended educational use. Therefore, use of university facilities must be reviewed and approved by the UUF Committee