Moffitt Catering at UCSF

Policies & Procedures

Moffitt Catering at UCSF welcomes the opportunity to serve you. In order to successfully respond to your needs and serve you to the fullest, the following policies and procedures apply to all catering orders.

Advance Notice

We recommend placing your order as early as possible. While every effort is made to accommodate all catering requests, we cannot guarantee service for events that require catering attendants with fewer than 10 working days’ notice. “At Your Door Delivery Service” orders which are simple cold items, beverages or snacks, can be accommodated with three working days’ notice (e.g., Friday and Saturday drop-off orders need to be placed by Tuesday). Late orders if approved,  are subject to availability and a surcharge may apply,  depending on the complexity of the event. Orders may be placed by phone, fax or e-mail(moffitt.catering@ucsfmedctr.org) and are processed Monday through Friday, from 8:00 a.m. until 4:30 p.m. Orders received after 4:30 are dated the next business day.

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Guarantee

For served meals, a final guarantee of attendance is required three full working days prior to your event (e.g. guarantee due Tuesday by 4:30 for a Friday event). This number will be considered a guarantee and not subject to reduction. Increases to your guarantee are subject to approval and may be assessed additional service charges.

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Cancellation

Events or menu items cancelled after the original placing of your order will be subject to the following charges:

• Cancellation within three working days of event – 33% of total cost of cancelled items.
• Cancellation within two working days of event – 50% of total cost of cancelled items.
• Cancellation or changes after 12:00 noon the day prior to the event – 100% of total cost of changes or cancelled items.
• In addition to the above, served events cancelled within 5 working days will be billed for any direct expenses incurred by Moffitt Catering on behalf of the event (e.g., rented equipment, floral arrangements).

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Booking and Payment

Moffitt Catering will confirm your order within 24 hours by fax or e-mail. University events require a DPA/Fund number prior to the event for recharge billing. Clients not using a University account number are required to pay 25% down 2 weeks prior to the event. Balance is due on the day of event. Non-University events are subject to 8.5% sales tax.
Non-University sponsored events may be paid with credit card (AMEX, VISA, MasterCard) or approved check.

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At Your Door Delivery Service

All cold menu items and beverages can be delivered to any campus or off campus location. Please confirm a time for items to be delivered and schedule a convenient pick-up time for removal of our equipment and utensils after the events conclusion. High quality plastic and disposable utensils appropriate to the menu you select are included with your order. You provide the serving tables and we can provide linen tablecloths to cover them. The event location must be unlocked and available at least 30-minutes prior to the event start time as shown on the event order form. You are responsible for the safekeeping of all Moffitt Catering equipment dropped off at the site. Any equipment lost or damaged will be charged at replacement value on your bill. See the “Service Charges” paragraph to learn about additional charges that may apply.

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Service Charges - On the main UCSF Campus there is no minimum order required.

• On the main UCSF campus a delivery charge of $15 will apply to all orders.
• Off-campus deliveries, that involve driving a vehicle, have a minimum charge of $35.
• Set-up at events: Any event on campus that requires us to place linens on the tables and arrange foods in a buffet presentation has a $35 charge. This cost covers the use of decorative fabrics, greenery and any other decor that may be used.
• For deliveries before 6:45 a.m. or after 7:00 p.m. an additional $30 fee will be charged.
• If we have to make a return trip to deliver or pick-up due to locked rooms, meetings running late, equipment has been taken to a new location, or any other reason that prevents us from setting up at a specific time and Moffitt Catering was not informed an additional $30 fee will be charged.
• Any event that requires a catering person to stay after 7:00 p.m. to pick-up equipment, will require $30 per hour charge, for each hour they must stay after 7:00 to retrieve our equipment.
• On Saturdays, Moffitt Catering is open for service from 6:45 a.m. to 1:00 p.m. After that time a $30 per hour charge will apply for each hour an attendant must stay to deliver or pick-up equipment.

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Attendant Charges

Uniformed attendants are available for Moffitt Catering events for a price of $28/hour, per attendant (5 hour minimum required for each attendant). When calculating total hours you need to include set-up and clean-up time. Your Moffitt Catering Sales Associate can help you to calculate the total hours. The exception to the 5-hour minimum is for lunches served at the Faculty Alumni House. There is a 2-hour minimum for $60. There is no gratuity added to your bill. Gratuities are not allowed.

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Served Meals and Buffets

These are served meals that include china, flatware, glassware, linen, hot beverages, iced tea, and iced water. Please inform your Catering Sales Associate if you are planning a program to be held before, during, or after the meal so that meal service can be timed accordingly. Served meals are priced for a minimum of 20 guests. For fewer than 20 guests, please see your sales associate for specially selected menus.

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Tables & Room Set-up

Moffitt Catering can arrange to have tables and chairs put in place for your event. This is handled through Facilities Management (415-476-1695) or if at the Millberry Union Conference Center, directly from the Conference Center. For off-campus events we can order tables and chairs from an off campus vendor (usually Abbey Rents) at a surcharge of 15% over the vendor invoice. Minimum surcharge is $30.
If you arrange for your own furniture, Moffitt Catering expects all furniture to be in place when they arrive. If it is necessary for our crew to move furniture, an appropriate charge will be added to your bill.
You can work with your Moffitt Catering Sales Associate and they will work with you to create a floor plan and help you determine the number of tables and chairs required.

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Alcohol

Moffitt Catering can provide wine and beer service to University and UCSF Medical Center sponsored events only. It also must be charged to your designated University account number. If you are a non-University account, your sales coordinator can assist by ordering beer and wine and arrange for the purveyor to bill you directly, or you may provide your own alcohol. If you would like a full-bar set-up, either cash or hosted, we can direct you to an off-campus vendor. Please ask your Moffitt Catering Sales Associate for details. All alcohol service on campus is subject to University policies.  Click on link below to access the form at the Office of Student Life Services Request for Use of Alcoholic Beverages Form

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Trash Disposal

Outdoors events and events that are held in hallways or foyers, require that special arrangements be made for waste receptacles and disposal. Please arrange this service directly with Facilities Management 415 476-1695.

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Reserving a Site

Moffitt Catering provides catering to all of the UCSF Campuses. These include Laurel Heights, Mount Zion Medical Center, San Francisco General Hospital, Mission Center Building, Mission Bay and the V.A. For all sites off campus there is a minimum order of $120, plus the $35 off campus delivery charge.
Arrangements for a facility should be made prior to contacting Moffitt Catering. We will be happy to make recommendations. When booking a space be sure to book enough time for set-up and breakdown.

To find more information on reserving event locations at UCSF campus, see the links below:
Millberry Union Conference
Faculty / Alumni House
The Lange Room at the UCSF Library

Moffitt Catering can also take care of private events that you may be hosting (weddings, graduations, B’nei Mitzvah, etc.)

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China and Linen Charges

For any menu item that does not automatically come with china service, we may provide this service for you at $3.25 per person. It includes the china, flatware, glassware and cloth dinner napkin. You will be responsible for any loss or breakage at replacement value.
Table linens are available for rent. Large banquet linens, enough to cover a standard 6-foot or 8-foot table, are $9.00 each. Large square linens that will cover a standard 60”or 72” round table is $9.00 each. 54” square linens, for small cocktail tables or card tables are $6.00 each. Table skirting is available at $9.00 per skirt.
If you have special linen needs we can contract with off-campus vendors to provide additional colors or sizes. Contact your Moffitt Catering Sales Associate to determine how much linen and skirting you will require for your event.

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Off-Campus Events

Events, other than drop-off deliveries that occur off-campus, can in most cases be served by Moffitt Catering but require special approval. A minimum charge of $35.00 applies.

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Special Diets and Children’s Meals

Special diets ranging from children’s menus, low-sodium, low-fat, vegetarian, vegan, lactose-intolerant, gluten-free, and limited Kosher can be accommodated.
Please contact your Sales Associate to discuss what options may be available. Indicate the need for a special plate on your order with the exact restrictions that we need to follow. There may be an additional charge for some special diet plates.

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Specialty Services

Our creative staff can help you customize your menu, develop a theme and provide just the right atmosphere. In addition to our fine food and service, we can assist with linen, floral arrangements and A/V services, as well as props and decorations. It’s all part of our personalized service that we provide at Moffitt Catering.

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Service Guarantee

We know that accuracy and timeliness are everything when it comes to the success of your event. Moffitt Catering at UCSF extends to all our customers our service guarantee: If your catering order is not complete and ready on time, we will deduct 25% from your bill.

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Closed for Business

Moffitt Catering is closed on Sundays, except for a minimum guarantee of $1000 or more.
We are also closed all UCSF holidays. These include: New Year’s Day, Martin Luther King Jr. Day, President’s Day, Caesar Chavez Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day and the day after, Christmas Eve, Christmas Day and New Year’s Eve.
Moffitt Catering is also closed the period between Christmas and New Year’s Day.
Consult with your Sales Associate to confirm exact days of closure.

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Leftover Policy

Based on public health and safety concerns we do not allow food to be taken from catered events and do not package leftover perishable foods. There are also limitations on the types and kinds of food that can be left out for extended periods of time. We will be happy to help you choose menu items that meet the needs of your event. Any non-perishable food (i.e. baked goods) may be taken, however, arrangements must be made by the client. Clients are not allowed to take our baskets, platters, trays or other equipment from events. Any missing equipment will be billed to the client. Thank you for your understanding.

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