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When you have a catered event in mind, please contact UCM Catering by Sodexo as soon as possible. Even if you are not yet sure of such details as the exact event date, location, and number of guests that will be in attendance, it's a good idea to touch base with us as early on in the process as possible.

Some catering arrangements through UCM Catering by Sodexo can be made by phone, email, or online; other catering arrangements require an in-person appointment with one of our event planning specialists. It's easy to get in touch with us! 

Manager's Phone Number: (660) 543-4440

Administrative Assistant's Phone Number: (660) 543-4346

Email: sodexocatering@ucmo.edu

Website: ucmo.catertrax.com

Event Planning Guidelines
Our goal is exceed your expectations by serving the freshest seasonal food, beautifully displayed, and served professionally by our highly trained staff. These guidelines will assist event planning basics:

Reserving a Location and Date

Whether the event is to take place on or off site, you will need to have a confirmed reservation and date for the venue location before we will be able to make deliveries. Reservations on the beautiful campus of the University of Central Missouri are made through the Meetings & Conference Services office, 660-543-4342. Even if the date or guest count of your event is only tentative, please notify our catering sales office of your event so that we can make preliminary plans to ensure a memorable occasion.

No matter where the event is held, on or off campus, please make arrangements to secure guest tables and chairs, dance floor, tables for food service, as well as any audio/visual equipment necessary for your event. 

Event Confirmations and Guarantees

All catering events must be confirmed with a Banquet Event Order, or BEO, no less than (10) business days prior to your event along with an "estimated" guest count. The BEO outlines the terms of agreement with UCM Catering by Sodexo and includes all pertinent event information. A "final," or "guaranteed" guest count is required (3) business days prior to your event. If a final guest count is not provided, you may be billed for the estimated guest count, whichever is greater. 

We apologize, but we cannot accept guest count changes within the required three business days.  


Payment

Payment must be received in full prior to the execution of your catered event. Accepted forms of payment include Visa, Master Card, Discover, American Express, Cash, Check, and registered university department/foundation accounts. 

If you or your group is not affiliated with UCM or other institutes of higher learning:

  • A deposit of 75% is required at least (10) business days prior to your scheduled event with the remaining balance due the day of the event.
  • City of Warrensburg sales tax of 8.35% will be added to your bill.
  • Events at Traditions will have Johnson County sales tax of 6.475% and gratuity of 18% added to your bill. 

If you are a tax exempt organization: 

  • Copy of your organization's tax-exempt certificate at least (10) business days prior to the event.
  • A deposit of 75% is required ten business days prior to your scheduled event with the remaining balance due the day of the event.

 

Changing or Cancelling an Event

All cancellations or changes must take place at least (3) business days before your function. If you do not contact us with a final count within the (3) business days allowed, we will prepare for the estimated number and charge accordingly. If you cancel or change an event after this deadline, some of the expenses already incurred cannot be absorbed and will have to be billed. Please understand the only exception is if inclement weather forces the cancellation/rescheduling of the event. 

Delivery Fees

There is a delivery fee for catering services provided outside of the Elliott Student Union. Deliveries will be subject to a dollar amount, or 7% delivery fee, whichever is greater.  

Service Staff

To ensure that your event is a success, a catering staff will be provided for all served meals and some buffets. When attendants are needed, services are at an additional charge of $20.00 amount per hour, per server, with minimum of (1) hours. Buffet style functions are staffed with one attendant for every 30 guests and are included with the per guest price. All waited meals servers are included with the per guest price.

Other staff available for events include Station Chefs, at $50.00/per hour, as well as Bartenders, at $30.00/per hour. 

Catering Equipment

As the host of the catered event, you are responsible for the equipment and decorations we have provided for the service of your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at replacement cost. This includes bowls, platters, and service ware removed from the event. For very large events, specialty equipment may need to be rented at an additional charge. Please contact the catering office at 660-543-4440 if there are any questions. 

Floral Charges

We will be happy to order, receive, and handle floral arrangements for you. For decorative requests, an additional fee will be determined in accordance with your specific needs. UCM Catering by Sodexo is proud to partner with local floral shops!

Linens and Skirting

We will provide linens and skirting for food and beverage tables at no charge. If you would like linen to be placed on guest tables for receptions, breaks, meeting tables and boxed lunches, there will be a $5.00 fee for each tablecloth. Other tables may be skirted and covered at $5.00 per tablecloth and $15.00 per skirt. The same applies to registration tables, name tags, head tables, and any additional table that will not be directly used for setup. We can also provide linen napkins to meet your color scheme for $0.25 per napkin. UCM Catering by Sodexo is proud to partner with Elite Linen!

Specialty linens are available upon request for an additional charge, and must be ordered two weeks in advance. Please schedule an appointment with the catering manager to view the possibilities of the specialty linen from BBJ Linen!

Food Removal Policy

Due to health regulations, it is the policy of UCM Catering by Sodexo that excess food items from events cannot be removed from the event site. Neither the host or the guests are allowed to bring baggies or otherwise hoard items not consumed from an event. Only UCM Catering by Sodexo staff is authorized to handle and dispose of food properly. 

Items purchased for pick up, such as the Shoestring menu, should be properly stored prior to the event and removed and disposed of by the host of the event.

Alcohol Policy

As stated by law, all alcoholic beverages must be served by UCM Catering by Sodexo personnel and consumed in designated areas. Proof of age will be required, as required by law. UCM Catering by Sodexo reserves the right to refuse service of alcohol beverages to any guest. Licenses are displayed as is required by law. 

  • Bar set up fee of $50 is an additional fee that will be added to your bill. 
  • Bartender fee of $30/hour for each bartender will be added to your bill. UCM Catering by Sodexo recommends at least (1) bartender for every 75-100 guests.
  • UCM Catering by Sodexo offers Cash Bar service, Beer and Wine Bar service, and Hosted Bar service. Please schedule an appointment with the catering manager to discuss which type of service would be best for your event.

 

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