Welcome to the Regent Ordinary Cafe

Catering requests should be submitted at least 14 business days prior to the event date. An estimated guest count should be provided when the initial request is submitted.

Final confirmation of the menu, guaranteed guest count, event start time, food delivery/setup time, pickup time when applicable, service details, event location, and any special arrangements must be completed no later than 7 business days before the event.

Once the 7-business-day final confirmation deadline has passed, the event is considered locked in. Food purchasing, preparation, scheduling, and staffing arrangements may already be underway, and changes generally cannot be accommodated.

Cancellations made after the 7-business-day final confirmation deadline remain responsible for 100% of the confirmed catering cost.

Extraordinary or unavoidable circumstances may be reviewed on a case-by-case basis at the discretion of Regent University Dining Services; however, review does not guarantee a refund or reduction in charges.

Regent University Dining Services will make every reasonable effort to provide the confirmed menu. However, menu items are subject to product availability, vendor availability, supply shortages, market conditions, and other circumstances outside of Dining Services’ control.

If a confirmed product becomes unavailable, Dining Services reserves the right to make a comparable substitution without requiring a new event confirmation.

Whenever practical, Dining Services will communicate significant menu substitutions to the event host.

All menu selections and approved alternate arrangements must be finalized no later than 7 business days before the event.

Food delivery and setup should be scheduled for at least 30 minutes prior to the event start time to allow adequate time for setup.

The confirmed delivery/setup time is part of the final event details and must be established no later than 7 business days before the event. Changes to delivery, setup, location, or event timing requested after the final confirmation deadline generally cannot be accommodated.

For catered events that include a scheduled pickup, Regent University Dining Services will return at the confirmed pickup time to remove remaining food, reusable serving equipment, and catering materials.

If the event host would like remaining food to be left following the event, the request must be made no later than 7 business days before the event. The host must provide appropriate transferable food containers, or aluminum pans may be purchased from Regent University Dining Services for an additional charge. Once the transfer of food has been completed, the event host assumes responsibility for maintaining appropriate food temperatures and food safety, proper storage of any remaining food, cleanup of the event food service area, and disposal of food, disposable pans, service ware, and other catering-related waste.

Dining Services’ reusable serving equipment and catering supplies may not be left with the event host.

Once food is transferred and left with the event host, responsibility for proper food storage, temperature control, food safety, cleanup, and disposal transfers to the event host.

Disposable drop-off catering does not require a scheduled pickup when food is provided in disposable service ware and no Dining Services equipment or reusable catering materials need to be retrieved.

Once a disposable drop-off has been completed, the event host assumes responsibility for maintaining appropriate food temperatures and food safety, proper storage of any remaining food, cleanup of the event food service area, and disposal of food, disposable pans, service ware, and other catering-related waste.

Regent University Dining Services is not responsible for food handling, storage, cleanup, or disposal following completion of the confirmed drop-off service.

Regent University departments requesting catering must obtain the appropriate internal approval before the catering request can be finalized.

All Regent cost centers utilizing Regent University Dining Services catering services will be tax-exempt, resulting in a 12% savings.

The following information is required:

• Cost code
• Account code
• Activity code, if applicable
• Approving supervisor
• Approving supervisor email

Catering provided directly to Regent University departments will be handled in accordance with the University’s applicable internal billing and tax procedures.

Requesting Catering Services for an On-Campus Event

The following procedures provide step-by-step instructions for Regent University departments requesting catering services for an on-campus event.

Please note: Regent University Dining Services is responsible for catering and food service only. Room reservations, tables, chairs, and other room or event setup arrangements are coordinated separately through Administrative Services.

Event planners requiring a room reservation or event setup must complete the Room Reservation & Event Setup Form. For questions regarding room reservations, tables, chairs, or event setup, please contact Administrative Services at adminservices@regent.edu or 757.352.4034.

1. Review the Regent University Campus Catering Policy.
2. Reserve your event space and arrange room setup.
   Complete the Room Reservation & Event Setup Form for any room reservation, tables, chairs, or other event setup needs. These arrangements are separate from your catering request and are not coordinated by Regent University Dining Services.
3. Obtain internal approval for catering.
   Regent University departments must obtain approval from the appropriate cost center manager or authorized signer before the catering request can be finalized.
4. Submit the Catering Request Form.
   Regent University Dining Services has the first right of refusal for catering events held on the Regent University campus. A Catering Request Form is required for all catering requests.
   Please note the following:
   • Catering requests should be submitted at least 14 business days prior to the event date.
   • An estimated guest count should be provided when the initial request is submitted.
   • Final confirmation of the menu, guaranteed guest count, event start time, food delivery/setup time, pickup time when applicable, service details, event location, and any special arrangements must be completed no later than 7 business days before the event.
   • Once the 7-business-day final confirmation deadline has passed, the event is considered locked in and changes generally cannot be accommodated.
   • Cancellations made after the final confirmation deadline remain responsible for 100% of the confirmed catering cost.
   • Catering acceptance is based on Dining Services’ ability to successfully accommodate the event. Dining Services may decline a request due to kitchen capacity, staffing, menu requirements, event size, scheduling conflicts, or other operational limitations.
5. Provide required billing information.
   Regent University departments must provide:All Regent cost centers utilizing Regent University Dining Services catering services are tax-exempt, resulting in a 12% savings.
   • Cost code
   • Account code
   • Activity code, if applicable
   • Approving supervisor
   • Approving supervisor email
6. If Regent University Dining Services is unable to accommodate the event, The Founders Inn should be considered as the next on-campus catering option.
7. If Dining Services declines the request and The Founders Inn is unable or not appropriate to accommodate the event, an outside caterer may be considered. Event planners must complete the three-quote process required by Regent University Purchasing and submit the quotes to purchasing@regent.edu for approval before contracting with an outside caterer. A current Certificate of Insurance (COI) from the outside caterer must also be on file with Regent University before the event.

Regent-hosted outside group events are subject to Regent University Dining Services’ first right of refusal for on-campus catering.

If the Regent department or school is paying for the catering, the appropriate Regent internal billing information and approvals must be provided.

If the outside organization is responsible for payment, applicable taxes and payment requirements will apply.

Outside groups holding events on the Regent University campus must use an approved on-campus catering provider in accordance with Regent University’s campus catering requirements.

Regent University Dining Services and The Founders Inn are the University’s on-campus catering providers.

Applicable taxes will be charged to outside organizations unless appropriate tax-exempt documentation is provided.

Payment arrangements must be finalized in accordance with the terms provided when the catering request is accepted.

If Regent University Dining Services declines the catering request and The Founders Inn is unable or not appropriate to accommodate the event, an outside caterer may be considered.

For any events Dining Services declines, event planners must complete the three-quote process required by Regent University Purchasing and submit the quotes to purchasing@regent.edu for approval before contracting with an outside caterer.

A current Certificate of Insurance (COI) from the outside caterer must be on file with Regent University before the event.

When Regent University funds are being used, outside catering must comply with all applicable Regent University Purchasing policies and approval requirements.