Catering FAQ

Kent State University Catering

Dear Members of the Kent State University Community,

We are here to help you! These FAQ’s were created to assist you in learning more about the Kent State University's catering program in University Culinary Services (UCS). UCS implement significant upgrades to the dining facilities, offers a large selection of healthy options, and is committed to providing students flexibility to use their meal plans at any Kent State campus.

Below you will find answers to common questions about University Catering. Additional questions can be answered by contacting our University Catering Office at 330-672-3305 to speak with a staff member or email catering@kent.edu

FAQ:  University CULINARY Services

Q. Is there a policy that requires us to use University Culinary Services for all on-campus catering and culinary services?

A. When there is a university contract with a preferred vendor(s), all purchases of goods and/or services using university funds must be made from those vendors. If University Culinary Services cannot fully meet the expectations of a catering request, the use of an outside vendor may be requested and the “right of first service” waived.  To make a formal waiver request, submit the Food Refreshment Waiver Request Form.  Please refer to Policy 7-12.1 Administrative policy regarding purchasing of goods and/or services, for more information.

The following represent the only standing exceptions to this right of first refusal:

1. Personal Food Items. Personal food items purchased with personal funds including but not limited to bagged lunches from home, birthday cakes, cookie exchanges, office potlucks, and similar items brought to campus. Personal food items purchased with personal funds for this purpose may not be otherwise reimbursed later with University funds.
2. Pizza. The purchase of pizza with University funds for an on-campus catering event, whether single or in bulk, of any dollar amount.
3. Events Equal to or Less Than $200.00. An on-campus catering event costing equal to or less than $200.00 for any event at any time from any vendor, provided that a written estimate is secured prior to the event or the commitment of University funds.

For Events More Than $200.00. A Food Refreshment Waiver Request Form must be completed and approved for all instances where catering is brought onto campus from an alternate provider. Responses to all waiver requests will be sent within 7 business days upon receipt. All decisions whether to grant or deny waiver requests are final.

Q. May I use off-campus restaurants for business meals?

A. You may use off-campus restaurants for business meals. We encourage you to support our Kent-area businesses when the appropriate need arises. Procedures for hosting business meals or hospitality events off-campus and payable or reimbursable by university funds remain unchanged and may be found in Policy 7-02.5 Administrative policy regarding business meals and hospitality expenses payable or reimbursable from university funds. There may be occasions when hosting events off campus supports our institutional mission and priorities; and if those hospitality events meet the provisions of Policy 7-02.5, utilizing university funds for those events is permissible.

Q. All on-campus events must be catered by University Culinary Services, correct?

A. If University Culinary Services cannot fully meet the expectations of a catering request, the use of an outside vendor may be requested. To make a formal waiver request, submit the Food Refreshment Waiver Request Form.  Please refer to Policy 7-12.1 Administrative policy regarding purchasing of goods and/or services, for more information.

The following represent the only standing exceptions to this right of first refusal:

1. Personal Food Items. Personal food items purchased with personal funds including but not limited to bagged lunches from home, birthday cakes, cookie exchanges, office potlucks, and similar items brought to campus. Personal food items purchased with personal funds for this purpose may not be otherwise reimbursed later with University funds.
2. Pizza. The purchase of pizza with University funds for an on-campus catering event, whether single or in bulk, of any dollar amount.
3. Events Equal to or Less Than $200.00. An on-campus catering event costing equal to or less than $200.00 for any event at any time from any vendor, provided that a written estimate is secured prior to the event or the commitment of University funds.

For Events More Than $200.00. A Food Refreshment Waiver Request Form must be completed and approved for all instances where catering is brought onto campus from an alternate provider. Responses to all waiver requests will be sent within 7 business days upon receipt. All decisions whether to grant or deny waiver requests are final.

Q. How do I request catering for my event?

A. You may order online, over the phone, or by meeting in person with the catering team. You can always call the Catering Office at 330-672-3305 to speak with a staff member or email catering@kent.edu.  Staff will meet in person to discuss your event and menu needs and answer your questions.

Q. I can’t seem to find what I want within my budget.

A. Our posted menu is a guide. Please call a member of our catering team at 330-672-3305 and we can work with our chefs to create a menu that will work for you within your budget. 

Q. To whom do I talk with in the catering office?

A. The team can be reached at 330-672-3305 or catering@kent.edu and are located on the 2nd floor of the Kent Student Center, Kent campus.

Q. I want to book an event at a regional campus. What is the process for this?

A. You can book an event for a regional campus by contacting the catering office at 330-672-3305 or by email.

Q. How do I get a waiver from using University Catering?

A. All catering orders on Kent State University campuses that are below a total cost of $200.00 can be fulfilled with any catering vendor, including University Culinary Services.  No waiver is required to use an off-campus catering vendor for an event with a total food cost of $200.00 or less. Further, all pizza orders (of any dollar amount) for events on Kent State University campuses can be fulfilled with any catering vendor, including University Culinary Services. In summary, no waiver must be submitted for on-campus catered events totaling less than $200.00 or for pizza orders of any dollar amount. We understand the occasional need to use other caterers or restaurants for a variety of reasons. Complete the Food Refreshment Food Waiver Form.

Q. Is price a determining factor in obtaining a waiver?

A. Many factors are considered when reviewing waiver requests. If you wish to submit a waiver based on price considerations, contact the catering team first at 330-672-3305 so you can discuss your budget and your event needs with a member of the team.

The following represent the only standing exceptions to this right of first refusal:

1. Personal Food Items. Personal food items purchased with personal funds including but not limited to bagged lunches from home, birthday cakes, cookie exchanges, office potlucks, and similar items brought to campus. Personal food items purchased with personal funds for this purpose may not be otherwise reimbursed later with University funds.
2. Pizza. The purchase of pizza with University funds for an on-campus catering event, whether single or in bulk, of any dollar amount.
3. Events Equal to or Less Than $200.00. An on-campus catering event costing equal to or less than $200.00 for any event at any time from any vendor, provided that a written estimate is secured prior to the event or the commitment of University funds.

For Events More Than $200.00. A Food Refreshment Waiver Request Form must be completed and approved for all instances where catering is brought onto campus from an alternate provider. Responses to all waiver requests will be sent within 7 business days upon receipt. All decisions whether to grant or deny waiver requests are final.

Q. Can I take university guests and/or job candidates out to eat off campus using university funds?

A. Yes, you may utilize off-campus dining options. Please refer to Policy 7-02.5 Administrative policy regarding business meals and hospitality expenses payable or reimbursable from university funds for business meals and hospitality events.

Q. May I host an event at a location off campus using university funds?

A. Yes, you may host an event at an off-campus location using university funds. Please refer to Policy 7-02.5 Administrative policy regarding business meals and hospitality expenses payable or reimbursable from university funds for business meals and hospitality events.  

Q. May I host an event at the Kent State University Hotel and Conference Center? 

A. Yes.  The Kent State University Hotel is owned by the Kent State University Foundation and is the primary preferred area hotel for Kent State. As with any off-campus location, please follow the procedures outlined in Policy 7-02.5 Administrative policy regarding business meals and hospitality expenses payable or reimbursable from university funds for business meals and hospitality events.  To book a function contact Mary Kline, Catering Manager, Kent State University Hotel, 330-968-6921 or mkline@kentstatehotel.com.  For general questions regarding Kent State University and the Kent State University Hotel contact Lawrence Carter, Kent State University Foundation Hotel Asset Manager at 216-798-3245 or lcarte19@kent.edu.