Catering and Event Policies - Waterloo
Approving Authority: Hospitality Services General Manager
Administrative Responsibility: Director, Policy Research & Advocacy
Original Approval Date: July 26, 2024
Date of Most Recent Review/Revision:
Related Policies, Procedures, and Documents:
1. General Terms and Conditions
1.1. The Turret and the Hawk's Nest may be booked by completing and submitting the required booking form.
1.2. Hospitality Services is the sole provider of food and beverage served at events held in Students' Union facilities.
1.2.1. Limited exemptions include:
1.2.1.1. Events with specific cultural food needs that Hospitality Services are unable to accommodate.
1.2.1.2. Additional food items for special occasions (e.g. a cake).
1.2.2. Any external food and beverage service must adhere to all applicable food safety and food handling laws, policies, and best practices to the satisfaction of Hospitality Services.
1.3. No external alcohol is permitted within the facilities.
1.4. All menu prices are subject to change without notice.
1.5. Catering on weekends and statutory holidays may result in additional charges.
1.6. Surplus food at the conclusion of an event will be managed by Hospitality Services and may not be removed from the facility without prior approval.
1.7. If the scheduled serving time of the event is delayed by more than thirty (30) minutes, an additional labour fee may be added to the invoice.
1.8. The use of "Hazers", "Fog Machines", "Dry Ice", or other similar devices is strictly prohibited.
1.9. Any damage to Students' Union facilities in preparation for, or during the event, will be assessed and invoiced to the organizer.
1.9.1. A minimum $400 damage fee will be charged, plus labour, material, and equipment costs to repair the facility.
1.9.2. Only green painters' tape is permitted for affixing material to the walls of the facilities.
1.9.3. Nothing may be affixed the ceiling of the facilities.
2. Menu
2.1. A standard catering menu will be set by Hospitality Services.
2.2. A customized catering menu is available upon request, subject to additional charges and so long as the request is made a minimum of twenty (20) business days in advance of the event.
2.3. Dietary requests are required when confirming the guaranteed number of event guests.
2.4. Buffet-style menus are not unlimited and supplemental servings are not guaranteed.
Dietary Restrictions and Food Allergy Disclaimer
2.5. Subject to availability, Hospitality Services offers the following food options:
2.5.1. Vegetarian
2.5.2. Vegan
2.5.3. Dairy Free
2.5.4. Gluten-Free Friendly
2.5.5. Halal
2.6. Hospitality Services does not have a nut-free, gluten-free, or allergen-free kitchen or serving lines, and while every precaution is taken to check ingredient information cross contamination does occur.
2.6.1. Ingredients and nutritional content also vary across manufacturing formulations.
3. Guaranteed Numbers and Cancellations
3.1. A guaranteed number of guests must be confirmed ten (10) business days in advance of the event.
3.1.1. Hospitality Services will accommodate an increase of up to 5% over and above the guaranteed number of guests.
3.1.2. The final invoice will reflect the total number of meals and served over and above the guaranteed number.
3.1.3. If the number of guests decrease, the final invoice will reflect the guaranteed number of guests.
3.2. The organizers will be charged 25% of the total invoice for cancellations that occur ten (10) business days in advance of the event.
3.3. The organizers will be charged 100% of the total invoice for cancellations that occur less than four (4) business days prior to the event.
4. Room Rental
4.1. A room rental fee will be applied for all events catered in The Turret and the Hawk's Nest, and includes the following:
4.1.1. Tables (including set-up)
4.1.2. Chairs (including set-up)
4.1.3. Linen tablecloth
4.1.4. Dinnerware
4.1.5. Basic audiovisual set-up (Screen/monitor, podium, microphone, projector).
4.2. Students' Union clubs and associations, and committees are exempt from room rental charges.
4.3. The room will be available to the organizer a minimum of one (1) hour prior to the start of the event.
4.3.1. Additional set-up time may be granted by Hospitality Services if availability permits, subject to an additional fee.
4.4. The room must be vacated thirty (30) minutes following the conclusion of the scheduled event time.
5. Bar Service
5.1. The organize must request bar service a minimum of five (5) days prior to the event.
5.2. The Turret is a facility licensed by the Alcohol and Gaming Commission of Ontario.
5.3. Hospitality Services staff are Smart Serve certified and trained on safe alcohol service practices.
5.4. A $300 minimum spend is required for 3 hours of service.
6. Risk Assessment
6.1. The organizer is responsible for determining if their event is subject to the requirements of the Students' Union's Event and Activities Risk Management Policy.
6.2. The organizer is responsible for determining if a Wilfrid Laurier University Event Safety Risk Management Planning Checklist and Event Safety Management Plan are required for the event.
6.3. A risk assessment is mandatory for any event with alcohol or bar service.
6.4. Failure to complete the relevant risk assessment process required by the Students' Union and/or Wilfrid Laurier University at least five (5) days in advance of the event will result in a cancellation.
6.5. The organizer is responsible for the cost of any security measures or personnel required by the risk assessment for the event.
6.6. The organizer is responsible for any additional insurance required by their event.
7. Related Policies, Procedures, and Documents
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Wilfrid Laurier University Students' Union
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Students' Union Policy Manual
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