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Catering Policies & Practices

The following policies and practices help us ensure your event is as awesome as you want it to be.

Guidelines

All food on campus must be provided by JCCC Catering. If alcohol is being served, review JCCC's Service of Alcoholic Beverages Operating Procedure 217.07. Once the space for your function has been reserved, Catering will need the following information:

  1. Specific schedule of events
  2. Specific timeline of events – this information should include the times of meal service, times of break service, specific AV needs.
  3. Menu including any special dietary requests
  4. Estimated number of guests
  5. Alcohol Request Form (ARF) (if alcohol is to be served)
  6. Internal JCCC clients will need to provide a billing account number
  7. Guests from the Greater Kansas City Community must follow the guidelines for Outside Groups below.

Outside Groups

Outside groups will need to provide a contact person’s name, phone number, and email address as well as the name, phone number, and email address of the person responsible for settling of the account. All outside functions must have a signed contract with the above information.

Guest Count

Estimated guest count and menus are due at the time the event is scheduled. Finalized menus are due two weeks before the event. Final guest counts are due according to the following schedule.

If your event day is:

Monday: Preceding Monday by 4 p.m.
Tuesday: Preceding Tuesday by 4 p.m.
Wednesday: Preceding Wednesday by 4 p.m.
Thursday: Preceding Thursday by 4 p.m.
Friday: Preceding Friday by 4 p.m.
Saturday: Friday before the preceding Friday by 4 p.m.
Sunday: Friday before the preceding Friday by 4 p.m.

If a deadline is missed, the most recent menu and/or guest count will become the final menu and guest count. After the deadline, any changes to the menu or guest count will result in an additional late fee.

Functions scheduled with less than 96 hours’ notice may be subject to limits on menu selection and could result in late fees.

In accordance with the College's Mission Statement on Sustainability and Food Waste Reduction, JCCC Dining Services reserves the right to require a minimum number of each item ordered.

Catering Policies and Practices

  • If a new event order is placed, or if an existing order is changed within 5 business days of the event (holidays & weekends are excluded from business days), a fee of $30 or 8% of the total sale, whichever is greater. New orders and changes to existing orders are subject to product availability. Not all items are available on short notice.
  • The guaranteed guest count is due seven business days prior to the event.
  • Minimum Service Requirements
  • Buffet service menus require a minimum guarantee of 20 people.
  • Selections from the wraps, sandwiches, and salads as well as dessert offerings are subject to a minimum amount for each item. This is based off of the number of attendees and the number of items requested.
  • Events that begin outside of the normal operating hours for JCCC Catering (7 a.m. to 7 p.m.) will require a sales minimum of $200. Events that do not achieve $200 in sales will be billed for the difference.
  • Events requiring delivery outside of normal operating hours for JCCC Catering (7 a.m. to 7 p.m.) will incur a fee of $35.
  • All leftover food and beverages are the property of JCCC Dining Services and will be disposed of in accordance with Health Department regulations. Items that are excluded from this practice are prepackaged/sealed non-perishable food/beverage items, i.e. candy bars, bags of chips, granola bars, canned soda, etc.

Cancellation Policy:

Cancellations can be made up to one week before your event. A charge of 50% of the total invoice will be charged if the event is canceled within one week. A charge of 75% of the total invoice will be charged if the event is canceled within 48 hours. Should inclement weather or other unforeseen circumstances occur that cause the campus to close no cancellation charges will be assessed.

Using an Outside Caterer

JCCC lessees who receive permission to use an outside caterer for an event on campus will provide to JCCC Events at least 30 days prior to the event, the following information:

  • Proof of caterer’s Food Service License that permits them to do business in Overland Park, KS.
  • A certificate of insurance evidencing the caterer’s insurance coverage to include at a minimum:
    • General Liability coverage of $1,000,000 per incident/ $2,000,000.00 annual aggregate.
    • General liability coverage to include product and completed operations coverage.
    • Medical expense (any one person) $5,000
    • Workers Compensation– KS statutory limits to cover the caterer’s employees catering the event.
    • Certificate of insurance will note that both the lessee and JCCC are additional insured.
    • Additional insurance /coverage as requested.
    • Additional fees may be charged by JCCC’s catering department for the use of the outside caterer.

Please note that this list is not all-inclusive. Additional information/licensing/etc., may be requested by JCCC.

All required information must be submitted as one complete packet. We will not accept incomplete/piecemeal information.

Please submit information to ahunt13@jccc.edu at least 30 days prior to event date.