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WVU Hospitals Catering
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WVU Hospitals Nutrition Services provides catering service to all of the Health Sciences Campus. Our in-house catering staff prepares quality food items, which are delivered throughout these areas. Our mission is to provide the client with the best possible catering service at all times.
In the Health Sciences Center (including a/v equipment)-ETRU, 293-1778, http://wvthenet.hsc.wvu.edu
In Ruby & POC-Through outlook, invite the room to a proposed meeting.
Please consider our needs to set up/cleanup for your event. Insure that rooms are unlocked for our access before and after the event. Please inform us if additional access will be needed via buildings/corridors or key card necessities. Please make prior arrangements with us if you require our staff to return at a pre-determined time to clean up after your event and alert us if there is a class or another meeting adjacent to your event.
The Catering office processes orders Monday-Friday 7am-3pm, excluding holidays. Orders placed after hours or on weekends will be considered received on the next business day. All orders are placed Online.
WVUH Catering strives to accommodate all requests. Events are booked on a first come first served basis. We recommend that you reserve as early as possible. Events for the following week should be placed by Thursday the week prior to the event date.
Menu Items and Prices are subject to change. It may be necessary to make menu substitutions of a comparable item due to vendor availability and/or product quality (i.e. produce).
Orders placed with less than 3 business days’ notice (m-f, no holidays or weekends) will be charged a late fee to cover last-minute alterations, staffing and ordering. Any orders placed after 3 pm will be attributed to the next business day.
There is no charge for cancellations made at least three business days prior to the event. Cancellations made fewer than 3 days prior to your event will be charged for the actual costs incurred by the cancellation and any special order items.
A $30.00 minimum charge is required on all catering orders for delivery. This excludes late charges and additional services. Minimum is waved on all pick up orders.
Billing information must be given and correct when order is placed.
WVUH and UHA Cost Centers will be billed via LAWSON. You may not use your purchasing card.
All WVU departments must be issued a customer number before events can be booked. Limit 3 customer numbers per department.
For all non-WVU Hospital groups, full payment or credit card on file is required in advance of the event. Outside entities must pre-pay.
WVU Foundation, UHA, outside organizations, and personal orders will be taxed for prepared foods. Tax exempt entities will need to submit their exemption form.
Orders submitted from customers with outstanding invoices 3 months in arrears cannot be accepted.
Person placing order is responsible for insuring all of their organizations policies are followed in regards to food purchases.
Any issues or difficulties with your event should be reported immediately; we will make every effort to rectify the situation as soon as we become aware.
Please insure that rooms are set up with the appropriate tables and layout for your event.
For set up in HSC, contact Facilities, Cathy Patterson at 293-6924. They request two week notice for set up services.
We will make every effort to schedule delivery and clearing services at your convenience; however, due to the high volume of events we service in all areas of the Health Sciences Campus it may be necessary for us to adjust our delivery time to fit the needs of all of our clients.
We will always attempt to complete deliveries at least 15 minutes prior to the event start time and clearing services within 30 minutes following the event end time.
Our delivery staff will not remain at the event without prior arrangement.
Delivery, set, and clearing service includes the professional presentation of food and beverages on the table(s) provided by you and a return to clean up food/beverages and retrieve our catering equipment.
We do not coordinate Disposal of trash and room clean up and re-set.
Credit is not issued for leftover or unused items.
If a food of any type has been extensively handled (picked over) and is not acceptable for serving then it is not acceptable to be taken away as a leftover.
Customer accepts full responsibility for foods removed at the conclusion of an event.
Potentially hazardous foods must not be held in the temperature danger zone (above 41 degrees for cold foods or under 140 degrees for hot foods) for greater than 4 hours. If a food has reached this limit it should be considered questionable and should no longer be offered for service or donated regardless of circumstances.
The catering Manager or Team Leader will gladly answer questions about proper food handling and make suggestions about items that should not be saved.
Carry out containers on request.
Alcohol is discouraged at all WVU events.
The Health Sciences Center Chancellor's office and WVU Office of Institutional Advancement must give authorization for Alcohol. WVU Board of Governors Policy 18 must be followed.
WVUH Nutrition Services will not purchase or serve any alcohol. You must make all arrangements for delivery prior to the event and pick up of remainder of product by the following day, as well as beverage servers and bartenders.
Event Planner, Manager of department hosting the event or their designee must be present during the entire Bar Service.
Proper ID is required. Guests who appear intoxicated will not be served.
The Catering staff reserves the right to alert WVUH Security / University Police in the event of inappropriate behavior.
Our Catering team’s uniform is a black polo shirt with black pants. At your request, for upscale events, staff can wear a white kitchen jacket.
Linens for the buffet are included with each event. Standard fees apply for additional linens (i.e. guest tables, registration, stage, displays).
Specialty colors need a 1-week notice and are subject to availability from the vendor.
Events come standard with high quality plastic plates, cutlery, and cups.
China/glassware is available at your request.
The customer is responsible for removal of items or damages incurred from guests including trays, coffee butlers, china, baskets, and bowls.
For some events it may be necessary to rent specialty linens, additional china, and some atypical equipment needed for an event that we could not provide in-house. This will be done on an event-by-event basis. Rental fees (including delivery) are billed back to the client.
WVUH Catering does not purchase flowers but we will be happy to coordinate with your florist. Please let us know the time they will be arriving so that we can have linens in place. Please make arrangements for your flowers at the conclusion of your event.
WVUH Policy II.034 REWARD AND RECOGNITION
WVUH Policy VI.221 DEPARTMENTAL ACTIVITIES
WVUH Policy VI.211 PHARMACEUTICAL SALES VENDOR P0LICY
WVUH Policy VI.100 SCHEDULING OF MEETING ROOMS
WVUH Policy V.281 FUNDRAISERS, EVENTS AND ACTIVITIES ON HOSPITAL PREMISES
WVUH Policy VII.050 Catering and Departmental food purchases
WVU Board of Governors Policy 18
