Policies

Welcome to Bowie State Catering

Welcome to Bowie State Catering, where exceptional food and outstanding service come together to create memorable experiences. Whether you are planning a business meeting, conference, student event, celebration, or special occasion, our team is dedicated to delivering quality cuisine and personalized service tailored to your needs.

The university's catering services are equipped to handle events of all sizes, from intimate gatherings to large-scale functions, with customizable menus and professional support to ensure a seamless experience. From breakfast meetings and luncheons to elegant receptions and gala events, we work closely with our clients to provide delicious menu options, attentive service, and flawless execution.

At Bowie State Catering, we take pride in helping bring your vision to life while showcasing the hospitality and excellence that define the Bowie State University community. We look forward to serving you and making your next event a success.

We offer wide range of menu solutions to serve your various events needs. Our standard menus can be viewed at https://bowiestate.catertrax.com.

Please consider the following when planning your event and placing your order:

Rental needs such as china and linen (can be provided at additional cost; linen for buffet tables are included)

Florals and centerpieces need (at additional cost)

Client Responsibilities
Clients are responsible for reserving the room in which the catered event is to be held. All room preparations must be made by the client, this includes responsibility for tables and chairs delivery and arrangement with Physical Plant or other campus representatives or by direct contact with a local rental company, prior to the event. This will ensure the catering setup is completed on time. Any arrangements not made by client left to or requested of catering services will be subject to additional service charges. On campus personnel are required to adhere to the campus policy of completing and submitting orders using the Catering Event Order Form, including providing the appropriate account number for advance approval. Non campus clients are to discuss payment arrangements with the Catering Coordinator at the time of booking each event.

Special Diet considerations

Please let us know as early as possible if any of your guests require specialty diet items. Our talented culinary team will be more than happy to review the needs of the guests and accommodate them when possible. 

Note: For severe allergies with potentially anaphylactic reactions, we cannot guarantee full omission of the offending ingredient. This is due to the physical constraints of our own kitchen and that of our specialist suppliers where the ingredients may be present within the production environment

Order Expectations 

Order Policy

To ensure quality, accuracy, and timely service, all catering orders must be finalized by the deadlines outlined below.

Order Deadlines

Standard Catering Orders:
14 business days 
Large Events and VIP Events 
20 business days 
Rush orders (24 hrs. or less) 
Accepted with fees and limited availability

Late Orders & Changes

Orders or changes submitted after the deadline are considered late and are subject to the following:

•           Acceptance is not guaranteed and depends on ingredient availability and kitchen capacity.

•           Approved late orders may incur a late order fee of 15% of total cost. 

•           Menu substitutions may be required if original items are unavailable.

Same-Day or Rush Orders

•           Same-day or rush-hour orders are accepted only at management’s discretion.

•           A rush fee of 30% will apply.

•           Premium labor charges will be added.

•           Full payment may be required at the time of approval.

Final Count Policy

•           Finial Count must be submitted 72 hours before the event

•           Once the order is finalized, reductions in guest count are not eligible for refunds.

•           If additional guests are added after the final guaranteed deadline, we will make every effort to accommodate the increase based on kitchen capacity and product availability. Any additional guests will be charged at the prevailing per-person rate at the time of the event and may be subject to additional labor or service fees. 

Why This Policy Exists

This policy allows us to:

Source fresh ingredients responsibly
Schedule staff appropriately
Delivery consistent quality and service

Late Pickup Policy

To ensure smooth operations and maintain quality of service for all clients, catering orders must be picked up at the scheduled time agreed upon at the time of booking. A 15-minute grace period will be provided after the scheduled pickup time. If the order is not picked up within this window, a late pickup fee will be applied as follows:

$25 for delays of 15–30 minutes
$50 for delays of 30–60 minutes
Additional fees may apply for delays exceeding 60 minutes
Labor Charges:
If a late pickup results in staff being required to remain on-site beyond their scheduled shift, additional labor charges will be applied. Labor will be billed at an hourly rate based on the number of staff affected and the total time extended.

Cancellation 

While we hope that cancellations will not be necessary, we understand that circumstances may arise. We kindly ask that cancellations be submitted in writing at least five (5) business days prior to the contracted event date to avoid any charges. Cancellations made within four (4) business days of the event will incur a 50% cancellation fee to the total amount.  Cancellations made within seventy-two (72) hours of the event will incur a 100% charge of the event price. If the campus closes due to inclement weather, catering will cancel all orders and make every effort to notify event planners forty-eight (48) to seventy-two (72) hours in advance.

Payment

Client agrees to provide valid payment information at the time the order is placed. Acceptable methods of payment include Check, Credit Card, Cash, Usource, or Grant Code. For payments made by credit card, seventy percent (70%) of the total charges will be processed one (1) day prior to the scheduled event, and the remaining thirty percent (30%) will be charged following the completion of the event. Payments made by check must be made payable to Bowie State University. Client acknowledges and agrees that no services will be performed, delivered, or rendered without valid payment information on file or confirmed payment arrangements. The service provider reserves the right to withhold or cancel services if payment information is not provided or cannot be processed.

Staff Information

We will recommend the staffing needs at the cost below based on the style and service level, location and timing of your event. If you would like additional bartenders, chefs and/or service attendants to serve at your event (i.e. drinks, etc.), we are more than happy to provide them with appropriate additional fees.

Recommended Staffing Needs, these are just an outline, your Coordinator may suggest staffing based on menu, location, safety precautions in place and type of event:

o 1 staff per 50 guests on Buffets 

o 1 staff per 10 guests on china service

o 1 bartender per 75 guests, hosted

o 1 bartender per 50 guests, cash

Staffing rates are as follows: 

Service Attendant 

$37.50 per hour

4-hour minimum

Bartender 

$50.00 per hour

4-hour minimum

Chef Attendant *required for action stations and passed hors d'oeuvres

$50.00 per hour

4-hour minimum

China & Rental Fees
China, glassware, flatware, linens, and any additional rental items are not included in menu pricing unless otherwise specified. These items will be billed separately based on current rental rates. Rental quantities are based on the final guest count. Any changes after the final guarantee deadline may result in additional fees or limited availability. 

Special Orders

While centerpieces and floral arrangements are typically handled by the event planner, we are happy to coordinate with local vendors upon request. Please note that additional fees may apply.

To ensure proper setup, we kindly ask that all linen and floral arrangements arrive at least three (3) hours prior to the start of service.

Irene Lewis 

Catering Coordinator

Irene.Lewis@elior-na.com

267-774-6387