Catering Information, Policies and Procedures

The University Inn has an extremely qualified staff in place to ensure that your event, regardless of size, will be a success. We are here to assist you in every aspect of the planning and execution of your special event. The following policies and procedures have been established to make a smooth running event easy to achieve.

1.	All food and beverage selections are due two weeks prior to all functions. For events booked in less than two weeks, selections will be honored when and if available.
2.	All food and beverage prices are subject to the Washoe County sales tax (currently 7.25%) and 15% gratuity. If tax exempt status applies, a tax-exempt letter or ID number must be provided prior to the event.
3.	All food and beverage items must be supplied and prepared by the University Inn. Due to health and liability considerations, we do not allow the removal of food or beverages from the University Inn by patrons or guests.
4.	Banquet room rentals are based on anticipated food and beverage revenue and vary according to the space and size of event. Your Catering Coordinator will furnish information on all charges.
5.	Events must be secured with a deposit in the amount of 25% of anticipated charges or valid credit card at the time of booking. A deposit in the amount of 50% of the total anticipated charges is due thirty (30) days prior to the event. Full payment is due on the day of or working day immediately prior to the event in the form of cash, company check or credit card. Remaining balances due will be mailed and payment is expected within thirty (30) days after the event.
6.	For groups paying via DPO, the DPO must be received by the University Inn ten days prior to the event.
7.	Arrangements for direct billing may be made in advance. All applications must be approved by our Accounting Department prior to the event. If direct billing is approved, you will receive a statement. Full payment is expected within thirty (30) days after your event.
8.	The University Inn requires a guarantee of the number of persons attending each function by 12:00 p.m., at least three working days prior to the event. If not guarantee is received, the original estimated count will be your guarantee and is not subject to reduction. You will be charged for the number guaranteed or the number of guests served, whichever is greater.
9.	Children under the age of ten will be charged half of the regular meal price. The number of children must be noted at the time the guarantee is finalized.
10.	There is no charge for cancellations made at least seven full working days prior to your event. Cancellations made less than two working days are subject to a 10% service charge and costs incurred.
11.	Audiovisual equipment is available on a rental basis for your function. Please notify your Catering Coordinator of your requirements as soon as possible so that it will be available or ordered for your event.
12.	Menu suggestions have been provided. However, if you require a special menu or would like to order something that is not on our menu, our Catering Coordinator would be pleased to discuss options with you.
13.	Your Catering Coordinator can assist you with special arrangements to personalize your event.
14.	Please notify your Catering Coordinator of any materials being shipped to the University Inn. All packages shipped must be addressed with the guest name, group name and arrival dates. Prior arrangements must be made to send packages back after an event.
15.	All space and meeting room assignments are subject to change by the Catering Department. Function rooms are usually assigned according to the anticipated number of guests and the nature of the function.
16.	The University Inn will not assume responsibility for loss or damage to any merchandise or equipment that is left in any meeting room before, during or after an event.