Catering Policies

Purpose:

The purpose of this policy is to establish clear guidelines for the appropriate use of internal catering services for meetings (1) lasting 2 hours or more and (2) occur over the lunch hour, defined as 11:00 AM to 1:00 PM.

Policy Goals:

Align catering practices with organization goals for cost controls, financial discipline, and consistency. Request for catering that are less than two hours and do not span the lunch hour will be denied.

Scope:

Catering is only permitted for meetings lasting 2 hours or more and scheduled over the lunch hour (11:00 AM to 1:00 PM).

Minimum Group Size:

Minimum recommended group size is 10. For groups of fewer than 10 people, we recommend visiting the cafe for a variety of fresh, ready to go options.

Event Planning Guidelines:

Catering service must align with Food & Nutrition Service regular hours of operations:

Monday – Friday 6:00 AM – 6:00 PM

Weekends 7:00 AM – 3:00 PM

Off-hours arrangements may be made with approval of the Executive Chef.

Approval:

All catering requests must be approved by Department Manager and/or Administrator and follow the documented exception request prior to placing catering request.

Daily Catered Food Services – 1 Week Advanced Notice

VIP Event – 2 Week Advanced Notice Required

All last minute requests will need immediate approval by Executive Chef. You will be responsible for having your catering pre-approved upon ordering.

Cost Control and Budgeting:

Catering menu selections are capped at $10 per person. FANS Directors ensure team and customer adherence to policy to approve initial requests. FANS will serve cost-controlled menu options only.

Cancellations:

All cancellations must be made 2 business days in advance of event, or the cost incurred for food & labor will be charged.

Exception Process:

Exceptions outside of the policy will only be granted by REH FANS if written approval by Executive Leader, Division Chief Executive, PCN Chief Executive or CEO council member is provided by catering requestor.

Facility Reservations:

It is your responsibility to reserve your room on Outlook. If you are unable to do so please contact Master Calendar to make your reservation. Remember to arrange for buffet tables and space large enough to comfortably provide eating space for your attendees. Our Catering Department will be happy to assist you in space requirements. Depending on the size of your function, it is highly recommended to include 1/2 hour up to one hour ahead of time, for set up. If your event requires a table set up from Environmental Services, include 15 minutes additional time. Schedule meeting room additional 1/2 hour after the function for clean-up. Large group events may require more time for setup and clean up.

Room Booking Chart:

Building	Room	Approved by
East	2 East HR Conference Room 4 East Clinical Education Classroom 4 East Nursing Lunchroom 5 East Admin Conference Room, CEO 5 East Mother Joseph Conference Room 5 East Sister Rose Byrne, SP Conference Room 5 East Sister Flora Mary, SP Conference 5 East Sister Georgette Jean, SP Conference Room	Administration
East	Foundation Office	Foundation
East	Center for Clinical Excellence (CCE)	Administration
East	Classroom 1 & 6 Classroom 2 & 3 Classroom 4 & 5 Classroom 7 Computer Room Hope A, B, & C Hope Foyer	Master Calendar
East	Our Lady of Sorrows Chapel	Spiritual Care
General Services	General Services Conference Room #1 General Services Conference Room #2 Plant Operations Breakroom	Facilities Director
North	Cafeteria Hallway Location 1 Cafeteria Hallway Location 2	Master Calendar
North	Cafeteria Dining room Kitchen	Master Calendar
North	1 North Guild Conference Room 1 North Uribe Conference Room Healing Garden Main Lobby Sritzka 1 and 2	Master Calendar
North	1 North Multipurpose Room 1 North Neurovascular Lunchroom	Neurovascular Management
North	5 North Acute Rehab Dining Room 5 North Multipurpose Room	Rehab Management
North East	Lab Conference Room NEB	Lab Management
North East	2nd Floor NEB Surgery Lounge 7th Floor NEB Conference Room	Nursing Management
Offsite	Disney Family Canter Center Lobby Disney Family Canter Center Healing Garden Disney Family Canter Center Yoga Room Disney Family Canter Center 2nd Floor Conference Room	DFCC Administration
Offsite	Providence High School Custom Providence High School FNS Kiosk Providence High School Gym Providence High School MPR Room	Providence High School
South	Mother Baby Classroom ED Education Room (Old ED Fast Track)	Education Management
South	Leeza's Care Connection 1st Floor South tower	Leeza Care Connection Management
South	Arnold Café Doctor’s Dining Room	Master Calendar
South	1 South Nursing Services Conference Room	Nursing Management
South	2 South Nursery Lounge 3 South Nursery Lounge	OR Management

Tables and Chairs

Providence St. Joseph Catering & EVS provides tables and chairs when an order is submitted for the event. Please clarify table and chair requirements when reserving your meeting space in CaterTrax. Provide layout if possible. The Executive Chef can assist with the rental of specialty linen, china, tables, canopies, tents, etc.

Linens and Tableware

Providence St. Joseph Catering includes linen for food and beverage table only. Food and beverage service includes high quality paper and plastic ware. Additional tablecloths, linens or china, glassware & flatware are available on request and will be billed at an additional charge. China may need to be rented.

Event Décor

All décor items are property of Providence St. Joseph Catering and must be left onsite for pickup. Service items including carafes, air pots, tongs, and bowls not returned will result in additional charges on the final bill.