Policies and Service Charges
Policies
Welcome to Palm & Pine Catering
Our mission is to provide you with an exceptional experience, amazing service, and a creative culinary event. Our professional staff is available to assist in planning your special event year-round.
Contract
A signed catering contract will be received by the University Catering office, by email at least five (5) business days (Monday-Friday 8 a.m. - 4:30 p.m.) prior to an event. Your signed agreement is our confirmation that your event will take place and our services will be rendered.
Cancellations & Adjustments
Did you have a meeting or gathering pop up on your calendar unexpectedly? No worries, we can assist you! We do not charge late fees when you order from our Casual Catering Guide. Your Event Planner can place the order within 48 hours.
We understand things happen but please note that any cancellations within 3 Business Days of an event or order will be charged 50% of the total on the contract. Also, please note that 100% of the event cost will be charged if the order is canceled the day of the event.
We apologize for any inconvenience that this may cause.
For adjustments to your guaranteed number of guests or any other details for your event we kindly ask that you finalize 3 Business Days prior to your event. There is a possibility that guest counts may not be honored if received after the 3 Business Day cut-off period or 2 Business Day cut-off period when ordering from the Casual Catering Guide.
Invoicing & Billing
University departments will be invoiced during the week of the event. After we have successfully executed your event, you will receive an invoice through email with your final invoice. All university events will be asked to provide their eight-digit Department Code 3 business days prior to their event. This payment will ensure services will be confirmed. Non-University organizations will have the option to make payments via credit card.
A 7% sales tax will be added to all orders unless a tax certificate of exception is presented at the time of booking. Non-University organizations will be required to pay a deposit of 50% upon booking, and secure payment 3 Business Days prior to event date.
Late Payment Policy
We ask that you kindly keep up on your invoice payments or late fees may be assessed on any pending invoices. Any department/client that owes monies from previous dates will be asked to process all outstanding payments prior to being able to order any new events. Any approved direct billing will be assessed a 1% late charge if invoice is not paid within 30 days of event and an additional 1% late charge will be added for each additional 30 days the bill is unpaid.
Please know that our Palm & Pine Catering Coordinator can provide you with a list of any outstanding invoices upon your request.
Alcohol Policies
Alcoholic beverages may be served at your events upon satisfaction of Florida state laws and University policies. State of Florida Law states that student funds of any kind CANNOT be used to pay for alcohol.
Donated alcohol may be served by a Palm & Pine bartender with an applicable corkage fee. Alcohol is charged based on consumption after the conclusion of the event.
Bartenders will be required for any events serving alcohol and must be booked through Palm & Pine Catering. To ensure that your event is executed successfully we recommend booking 1 bartender per 50 guests at $60 per hour. Prices will vary based on type of service.
Food Safety
All food will be served at proper temperatures as required by the Florida Department of Health. Any leftover food remains the property of Palm & Pine Catering services to ensure that all food is handled properly and transported in the manner required by law. Unfortunately, to-go boxes are not allowed, and we are unable to offer co-catering services.
Event Planning Reminders
Palm & Pine Catering does not supply tables or trash receptacles for your event. We ask that you reach out to Event Planning to request your needs for your event. Palm & Pine Catering kindly asks that the tables for your event are no bigger than six feet unless approved by the catering office prior to your event.
Please coordinate your table needs for the event & then communicate this number to our Palm & Pine Catering Coordinator.
If there is lost or missing catering ware or rentals it will be the responsibility of the catering client to replace it.
Communication is key to a successful catered event. The client must provide on-site sponsor signage and valid letters of donation for any donated products.
Service Charges
Bar Service
Various bar service packages are available for an addition to your event. Our wine bar packages include House Red and White Wine, assorted sodas, and Import and Domestic beer. Our Top Shelf open bar includes a fully stocked Premium Top Shelf Bar with Red and White Wine, Champagne, Imported and Domestic Beer, Sparkling Water and assorted Sodas. Bartenders are required for any bar package. Prices vary based on length of needed service.
Serviceware & China
All disposable serviceware will be furnished as an accompaniment to all items purchased. Some exceptions apply to orders being picked up. We provide high-quality disposable plastic ware. China and glassware is available for an additional charge of $3.49 per person held outside of the Reitz Union. Events held inside the Reitz Union will not incur china fees if china is requested.
Linens
Tablecloths are supplied for all food and beverages service tables at events. Tablecloths for nonfood tables are available for an additional $12.00 per table.
Tax Exempt
We request tax-exempt forms be faxed to our office three business days prior to the event.
Billling & Payment
A form of payment (purchase order or credit card) is kindly requested three business days prior to the event date. We ask that contracts be paid in full within one business day following the event.