Catering Procedures

POLICY

Food and Nutrition services provides catering for hospital meetings and groups. Catering requests must be made through Catertrax and submitted 3 to 5 working days prior to event. Catering menu selections are in line with Caromont Health’s heathy eating initiatives. The cost center of the department’s requesting catering services will be charged automatically at the end of the month. If event is off-premises, the event must have ten (10) or more guests and the cost must total more than $200 unless approved by a VP.

PURPOSE

To provide catering options for Caromont-sponsored meetings and/or groups.

RESPONSIBILITY/SCOPE

Operations Manager, Director

PROCEDURE/GUIDELINES

Ordering

Catering arrangements can be made on the Catertrax site. Some arrangements may require personal attention. Please do not hesitate to call ext. 4006, 2817 or 2425 for any additional information or special needs and requests.

Catered Request Process

1. The Catering Request form must be completed in full with the appropriate approvals. Only electronic requests (through CHIP) will be accepted. Incomplete request will be returned.
2. Approved catering events must be submitted prior to the event. Approved catering requests for groups of 10 or more must be submitted at least 3 working days (Monday through Friday) prior to the event. For groups of 50 or more, the request must be completed at least 5 working days prior to the event.
3. Approved catering requests may be submitted up to 12 months in advance of an event. Medical Staff may submit request on an annual basis.
4. Cancellations must be made at least 24 hours in advance of the scheduled event. However, if an event is scheduled for Monday, the cancellation must be made by Noon of the previous Friday. This helps to control labor and food costs.
5. We will honor catering requests made by outside organizations whose activities are compatible with the mission of Caromont Health and as time and resources allow. Outside organizations should contact the Department of Food and Nutrition Services to make arrangements for catering.
6. The Director of Food and Nutrition Services reserves the right to make changes to a catering request in consultation with the requestor.
• Please note that out catering menu selections are in line with the hospital’s healthy eating initiative. It is encouraged to choose healthy meal options.
• Healthy Menu Options:
• Breakfast options include: Fresh fruit, yogurt and granola, Egg beaters, turkey and chicken sausage, quinoa, oatmeal, grits, boiled eggs, salmon and bagels with capers and flavored cream cheese.
• Lunch options include: Mixed greens, chicken breast on romaine lettuce, Greek chicken salad, fresh fruit cottage cheese plate, spinach salad. Assorted low fat dressing options are available. Sandwich options include: grilled chicken sandwich, Caribbean chicken sandwich, spicy turkey sandwich, roasted Arctic char hoagie, Greek chicken sandwich or salmon with citrus salsa.
  Lunch entrees served with baked chips.
• Dinner options include: Mixed greens, chicken breast on romaine lettuce, Greek chicken salad, fresh fruit cottage cheese plate, spinach salad. Assorted low fat dressing options are available. Grilled chicken sandwich, Caribbean chicken sandwich, spicy turkey sandwich, roasted Arctic Char hoagie, Greek chicken sandwich or salmon with citrus salsa. Entrees also include wheat rolls and a variety of vegetables to choose from.
• Beverage options: Choice of 2: water, unsweetened tea, diet soda or juice.
7. Patient Care takes priority over any catered event. If necessary, due to patient care, any and all catering for that day, etc. will be cancelled. The requestor will be notified as quickly as possible prior to the event.
8. Significant changes to the Catering Request Form (i.e. change in service, change in number, etc.) should be submitted on a new form 2 days in advance for 10-49 guests and 4 days in advance for 50 or more guests.
9. Hours of service are Monday through Friday, 6:30 A.M. to 5:00 P.M. (office hours are 7 A.M. – 5:00 P.M.). Please specify the time in which the meal service is to begin rather than the time the meeting begins. Due to overlapping requests, delivery times are not guaranteed but every effort will be made to deliver in a timely manner. Events requiring the use of overtime will result in the overtime being charged to the requesting department.
10. *** Please be sure to reserve the room at least one hour prior to the start of the meeting to allow time for set-up and at least one hour after to allow time for clean-up. For larger scale events, allow for ample extra time.
11. *** Table and chair set-up arrangements should be made through Housekeeping at ext. 4790.

Payment

1. Your department cost center;
2. Contact name;
3. Contact email address;
4. Department directors’ approval.

***For outside organizations, prepayment must be made no later than 15 days from the date of the event. Payment is to be made for the guaranteed number in full.

If necessary, other payment options are available. Please inquire if needed. If you have any additional questions, please contact Food and Nutrition Services at ext. 4006, 2817 or 2425.

• Menu options other than those outlined on this menu may be discussed with the Director of Food & Nutrition Services.
• Menus are planned by Food & Nutrition based on productions schedules.
• Any additional costs beyond food and basic labor, such as China, linen or equipment rental. Flowers, extra labor, etc. will be added and charged at cost.