Catering Policies

How do I host an event at the MSU Union?

The MSU Union Sales Team will be happy to assist you in choosing just the right room to host your event. The MSU Union offers many elegant rooms, each attractively decorated that will add a distinctive touch to your event. In addition, the Sales Team will be pleased to assist you with all of your event details including room setup and audiovisual needs. To make room reservations, please call the MSU Union Sales and Catering Office at 517-355-3464.

How do I place my Catering Order?

After your room has been reserved and your event details planned, our Catering Coordinator will be happy to assist you with your menu selections. We can plan your menu at the time of booking or, if it is more convenient, our Catering Coordinator will contact you later. In order to assure the availability of your menu selections, we request that your complete menu be confirmed ten (10) days in advance of your event.

In order to provide the finest quality to your guests, we suggest that you select one (1) entrée selection with a vegetarian option for served meals. Should you desire two (2) entrée selections plus a vegetarian option be served, you will need to provide your guests with place cards indicating their entrée selection. Please note, when two entrées are selected, all meals will be billed at the cost of the higher priced entrée.

How is my event confirmed?

Spartan Signature Catering will provide you with a copy of the Banquet Event Order containing your event’s catering details. Please review the Banquet Event Order carefully. After confirming that all of the details are correctly written, please return a signed copy of the Banquet Event Order to our office at Spartan Signature Catering, Abbot at Grand River Ave., East Lansing, MI 48824. Or please fax your signed Banquet Event Order to us at 517-353-8748. Upon receipt of your signed copy, your event is considered confirmed.

When do I provide my Final Guest Count (Guarantee)?

When your event is booked and menu selections are made, we ask for the number of guests who will be attending your event. Because guest lists change, 72 hours prior to the start of your event, we ask that you contact Spartan Signature Catering at 517-355-3495 and provide us with the exact number of people who will be attending your event. For events taking place on Monday or Tuesday, your guest count should be received in our office before 5:00 pm on the preceding Thursday. The number of guests you provide at that time is considered your guarantee. Spartan Signature Catering will prepare and serve up to five percent (5%) over your guarantee. Your event billing will be based on the guarantee, or the actual number of guests served if it is greater than the guarantee provided. Reasonable increases to your guarantee will be accepted up to twenty-four (24) hours prior to your event. Your guest count can increase, but not decrease. Every effort will be made to accommodate your increase, however, we may not be able to insure that the same entrée as selected will be available for the entire group. Please be aware if a final guest count is not provided as requested, the last guest count we have on file will become your guarantee.

Can I plan an event at the last minute?

Spartan Signature Catering understands that emergencies arise and we will be happy to work with you to meet your needs. Depending on the amount of time available, limited menu selections may exist. Because of the extensive effort required, orders placed within forty-eight (48) hours of an event may be assessed with additional service charges and pricing will be by special arrangement.

What is included in the per person cost?

Events held in the MSU Union are set with china, flatware and glass stemware. In most instances, the per person price also includes the cost of linens and the necessary equipment needed to serve your event. Should you desire specialty linens, china, flatware, stemware or additional equipment to enhance your event, Spartan Signature Catering will be happy to assist you. You will be assessed the rental costs for each plus a twenty percent (20%) handling fee. In the event your function does not have food service, a minimal fee of $5.00 per tablecloth and $15.00 per skirt will apply.

What payment methods are acceptable?

Spartan Signature Catering is pleased to accept a six-digit MSU account number, cash, certified check (made payable to Spartan Signature Catering), Visa, MasterCard, Discover and American Express as methods of payment for your event. Please be advised that for all non-MSU affiliated events, payment in full is required twenty-four (24) hours prior to your event.

Payment for wedding receptions is required ten (10) days prior to your event.

What other charges should I be aware of?

Service Charges

All food and beverages served in the MSU Union must be provided by Spartan Signature Catering and is subject to an eighteen percent (18%) service charge. Special exceptions are made for wedding cakes and small party favors. Events held in the MSU Union will have service provided by uniformed Spartan Signature Catering wait staff. Service standards (number of wait staff in attendance) are based upon your event type (served meal, buffet, refreshment break, etc.) and menu selections. Spartan Signature Catering will be happy to discuss enhanced service options available to you. Additional charges will be assessed when extra staffing is chosen.

Service charges for groups of less that twenty-five (25) people and charges for bartenders and any other necessary service labor will be specified on your Banquet Event Order separate from the standard service charge. To insure the finest quality of food and service, events beginning more than fifteen (15) minutes after the scheduled start time may be subject to additional service charges.

Sales tax

State of Michigan sales tax (6%) will be added to your event bill. If your group or organization is tax exempt, please provide a copy of your State of Michigan Tax Exempt Certification to be filed with your Banquet Event Order.

What if I have to cancel my event?

If an event is cancelled within ten (10) days, but prior to seventy-two (72) hours of the event, you will be charged fifty percent (50%) of the function value plus any additional expenses listed on the Banquet Event Order Form. If a cancellation occurs within seventy-two (72) hours of the event, you will be charged one hundred percent (100%) of the function value including room rental, plus any expenses listed on the Banquet Event Order Form. For the purpose of this paragraph, function value is defined as the item price or price per person multiplied by the guarantee number,plus applicable taxes, service labor and other charges.

What is the Alcohol Use Policy in the MSU Union?

Alcoholic beverages may be served and consumed at social events that qualify as a “private party.” A private party is defined as a cohesive group whose members are individually invited by the host of the event. Only those invited members may consume alcohol and they cannot be charged for the cost of the alcohol. Examples of qualifying groups as “private parties” include wedding receptions, family parties, corporate and company functions. Spartan Signature Catering must provide the service when alcohol is served in the MSU Union.

Alcohol Use Policy Guidelines

1. Alcohol will not be served to any minor actually, or apparently under the age of twenty-one (21) years of age.

2. For events where underage participants (minors) are present, parents or the host of the event are responsible for preventing consumption of alcohol by the minors.

3. All use of alcohol will be incidental to the purpose of the event. Events where the sole purpose is the consumption of alcohol (drinking parties) will not be permitted. “Bring-your-own-bottle” or self-service events are not permitted.

4. Events where alcohol is served must be accompanied with substantial food arranged and served by the MSU Union/Spartan Signature Catering. 5. Qualifying groups will furnish all alcoholic beverages to be served at their event. No MSU account will be used nor personnel involved in the order, purchase or transportation of alcoholic beverages.

6. The MSU Union/Spartan Signature Catering will control and handle all aspects of alcohol service.

7. At the conclusion of the event, all unused quantities of alcohol will be boxed up and returned to the group and removed from the premises.

8. MSU Union/Spartan Signature Catering reserve the right to refuse service to any individual attending an event if proof of legal drinking age in not demonstrated, or to anyone impaired by the use of alcohol. The host of the event will be notified ofintoxicated attendees for appropriate action to be taken. We reserve the right to refuse service to anyone providing alcohol to minors.

9. Events serving alcohol will be limited and restricted to second and third floor private scheduled rooms. Attendees will not be permitted to take alcoholic beverages into the hallways, concourse, restrooms, or any other public areas of the MSU Union. No pitchers or carafes containing alcohol are allowed on the tables. All alcohol must be dispensed from the bar. No shots will be served.

10. Alcohol service in third floor rooms will be limited to wine service for served meals only during the fall and spring semesters when school is in session. Full bar service is permitted during school breaks and during summer session.

11. The host individual or host group will be responsible for any individual attending the event who violates any of the above policies.

12. The Alcohol Use Policy will be reviewed with you at the time you book your event.

13. For additional information concerning the Alcohol Use Policy Guidelines, please refer to the Alcohol Policy Form available from our Catering Coordinator.

A special one-day liquor license may be obtained from the Michigan Liquor Control Commission by nonprofit charitable organizations registered with the State of Michigan and will be required when either of two (2) conditions exist: each attendee for each seat pays a specified amount of money for a retail sale of liquor, or a “cash bar” takes place at the point of service.

The organization is solely responsible for obtaining the special license. The process includes approval by the Secretary of the Board of Trustees of Michigan State University and the Department of Police and Public Safety. The organization is required to sell beverage tickets at a table separate from the bar service area. Guests may subsequently redeem tickets at the bar. MSU Union/Spartan Signature Catering personnel will not take part in any monetary transaction for the purchase of alcohol.

Is there anything else I need to be aware of?

Catering Minimums

Spartan Signature Catering will gladly prepare food service for any size group. However, under certain circumstances, there may be additional charges for groups of less than twenty (20) people.

The State of Michigan Health Department codes does not permit the removal of leftover food and beverage provided by Spartan Signature Catering from the MSU Union or from off-site locations.

Decorations

All proposed displays and or decorations for events held in the MSU Union are subject to the approval of the MSU Union Sales and Catering Office. Please discuss your ideas with our staff well in advance of your event. Spartan Signature Catering and the MSU Union require that you be responsible for compliance with all rules and regulations with respect to such decorations, including but not limited to the local fire code. Open flame is not permitted in the MSU Union. Enclosed candles may be used, but only if rented from Spartan Signature Catering at nominal charges.

MSU Union does not permit affixing anything to the walls, floors, doors, doorframes, staging, stage curtains, draperies or ceilings with nails, staples, tape or any other substance. The use of glitter, crepe paper, confetti and other similar materials is also not permitted.

Spartan Signature Catering and MSU Union cannot and does not assume responsibility for any decorations or articles left in the MSU Union prior to, during, or after your event. All decorations must be removed immediately following the conclusion of your event, unless prior permission has been arranged.

MSU Union reserves the right to assess damages, in the event any of the above polices are not followed. The amount of damages will be determined by the nature of the damage caused.

Spartan Signature Catering would be delighted to assist you with décor items to enhance your event for food tables and guest seating. Please consult with our Catering Coordinator, who will be happy to provide ideas and costs to you.

How do I host an event outside of the MSU Union?

Please contact Spartan Signature Catering at 517-355-3495 to arrange your special event. Our Catering Coordinator will be happy to guide you through all of the details. Information we will need includes the date of your event, the location of your event, the beginning and ending times of your event, the sponsoring group or organization of your event, the type of event you are hosting, the approximate number of guest attending your event, and the method of payment you will be using.

High quality cater ware is used for events held outside of the MSU Union. Should you desire china service for your event, a $3.00 per person charge will be assessed, depending upon your request and service location.

Spartan Signature Catering will determine what service needs is required after discussing your event with you. If wait staff is deemed necessary at your event, an eighteen percent (18%) service charge will be assessed.

All events are subject to delivery charges, which will vary in price depending on the location of your event. Generally, for on-campus deliveries, the charge is $30.00. For off-campus events, the charge is typically $50.00, but can vary depending on location. Spartan Signature Catering recognizes the need to be budget conscious and offers the option of picking up your catering order from the MSU Union Catering Kitchen, thereby eliminating the delivery charge.

Welcome and thank you for choosing Spartan Signature Catering in planning your event. We strive to please our guests in every way possible. Whether you are planning a wedding, business function or a very special event, Spartan Signature Catering is committed to delivering delicious cuisine, an exceptional visual experience and only the highest level of customer service for you and your guests. You can be confident that your event will be handled professionally and expertly, allowing you to relax and enjoy the experience.

This guide has been developed to assist you through the planning process. It will offer you ideas and suggestions to provide your guests with a memorable dining occasion. We are happy to help tailor your event with a custom menu or special service options. Just tell us what you want for your guests and we will arrange it.