Policies

Emporia State University’s Catering Policies 

Welcome to your event by Fresh Ideas at Emporia State University! Our mission is to provide you with exceptional quality, exceptional service and a creative cutting-edge culinary experience. Our professional staff is available to assist in planning your special event Monday-Friday 8:00am - 5:00pm. Please contact our catering coordinator at 620.412.6749 for customized service and menus.​ 

Policies & Procedures 

To ensure optimal selection and the best possible service, we kindly ask that events be booked at least 10 days before the event. We understand events arise unexpectedly and we will do our best to accommodate your needs. However, we cannot guarantee our availability for events booked less than 7 days prior to the event. If catering is available, a 20% late order fee will be applied to all orders booked with less than 7 business days’ notice. 

Guest Counts & Final Menu 

Billing will reflect the final headcount received 7 business days prior to the event or the actual headcount at your event, whichever is greater. Menu details must be finalized by the customer 7 business days prior to the event as well.  

Pricing 

All published and quoted prices are subject to change. Some prices are quoted based on current market prices, and will fluctuate accordingly from listed menu prices. Any variations in price from menu prices will be communicated by Fresh Ideas Catering upon planning your event. 

Cancellation 

If your event needs to be cancelled or rescheduled, please notify the Director of Catering at least 3 business days prior to the event, some charges may still apply for incurred expenses. Cancellations received less than 3 business days prior to the event will be charged the full amount. 

Severe Weather Cancellation 

If inclement weather is approaching, the university will make an announcement regarding the cancellation of events on campus. If they post a cancellation due to weather, we will adhere to their announcement and automatically cancel your catered event at 100% refund, if your event reschedules. If no arrangements have been made within 3 business days to reschedule, there will be a charge to recuperate total costs incurred for your catering. This may include food that has already been ordered. Please note: if your event is still being held and the university has closed, we cannot accommodate your event.  

Billing & Payment 

Payment for school sponsored events is due within 30 days after receipt of invoice. All functions to be paid from the Guest Account Fund, must notify the Director of Catering at the time the order is placed. A deposit of 50% of the bill is required for non-school sponsored functions once your event has been confirmed and the remaining balance is due immediately at the conclusion of your function. State and local taxes will be added as appropriate. All organizations that are tax exempt must send their certificate to the Catering team at catering@emporia.edu at the time the order is placed. 

Service ware 

All disposable service ware will be furnished as accompaniment to all items purchased. Some exceptions apply to pick up orders. Any additional service ware required will be charged accordingly. China and glassware are available upon request, at no additional charge, for events held within the Memorial Union. China and glassware are available for an additional charge of $2.19 per person for events held outside of the MU Center.  

Linens 

Tablecloths are supplied for all food and beverage service tables at events. Tablecloths and cloth napkins are also provided for all tables at served meals. 

Additional linens are available for $5.99 per tablecloth or $1.00 per napkin. Orders for linens must be made at least one week prior to your event. 

Event Spaces & Equipment 

Please direct all non-food related concerns to Emporia State University Conference and Scheduling at 620-341-5443. These items include room reservations, room setup and configuration, technical support, and equipment. Fresh Ideas Catering is not responsible to provide setup or remove any equipment reserved through Emporia State University Conference and Scheduling, or Union Services. Please ensure that an appropriate food staging area is included on your room reservation. Fresh Ideas catering is not responsible for any equipment or personal belongings left in public areas. Customers will be billed replacement costs for any damaged or missing catering equipment or supplies. An additional set up fee may be applied to outdoor events. 

Food Safety 

Food safety and sanitation is Fresh Ideas Catering team’s priority. With the exception of desserts, food will not be left out in an event for longer than 2 hours. 

Any unused food, including desserts, may not be removed from an event in accordance with state health regulations. However, all usable leftover food items will be donated to Corky’s Cupboard, a university food pantry. The mission of the Corky's Cupboard campus food pantry is to foster a healthy university community by providing temporary food assistance in an effort to alleviate hunger. 

Special Diets 

Special diets are accommodated upon request. We kindly request that your needs be submitted as soon as possible. If you have questions regarding your dietary needs, please reach out to catering@emporia.edu and we would be happy to help. Additional fees may apply to adjusted meals. 

Catering & Wait Staff 

All buffet and plated meals include adequate wait staff. Should you desire additional servers, additional hours of service, or for an event that attendants are not assigned, additional charges will apply. Ask your Catering Director for details. 

Delivery & Pick-Up Orders 

There is no delivery fee for catering services held on Emporia State University campus. Off campus deliveries will be charged a minimum of $50 delivery fee. 

Catering orders will include necessary utensils, dinnerware, and condiments in quantities consistent with your order. Some exceptions apply to pick-up orders. 

Nutritional Information 

Signs will be provided for your event with the item names and potential allergens. Additional nutritional information can be provided upon request. 2,000 calories a day is used for general nutritional advice; however, caloric needs may vary.