BJC Catering

ROOM RESERVATIONS

• All room reservations must be confirmed and made with the venue's Facility Management prior to catering confirmations.
• BJC rooms may be reserved through the Catering by Penn State website.
• Please direct any on-campus room reservation inquiries to the prospective facility management or through 25-Live.

CATERING REQUESTS & ORDERS

• Please fill out the Catering Request Form for University Park and someone from our Sales & Booking team will be in contact with you shortly!
• Please provide Catering by Penn State at least 30 days' notice for your event.
• If you provide less than a 2-week notice, we will make every attempt to cater your event. However, the event will be subject to product and staffing availability.

SPECIAL DIETARY NEEDS

• We can accommodate dietary and allergen needs. Please address any special needs with your Sales Specialist at the time of your initial booking.

DEPOSITS & PAYMENTS

• Non-University Hosts Deposits: A $500 non-refundable deposit is required at booking to hold the date/time. This deposit will be put toward your ending balance. 50% deposit is due 90 days prior to your event date. Final Balance is due 14 days prior to your event, as well as your final "Guarantee" count. Failure to remit payment prior to these deadlines may result in cancellation.
• For University events we accept University budget numbers for direct billing. 
• For non-University events we accept all major credit cards and checks. Please work with your Sales specialist on finalizing these payment details.

FOOD SERVICE & EVENT POLICIES

• Except for wedding cakes, no outside food & beverage may be brought into the Bryce Jordan Center or a catered event, unless otherwise approved by the Food & Beverage Director.
• Buffet style service does not imply "all you care to eat". Quantities of food prepared will adequately serve the number of guaranteed guests.
• Guests are not permitted to take leftover food, beverages, condiments, or paper products from the premises of any catered event. 
• If an event begins more than 30 minutes after the scheduled starting time, all means will be made to accommodate a later start time. However, Catering by Penn State cannot be held responsible for the overall quality of the meal. The Host will be responsible for any additional costs incurred, which will be applied to the final catering bill.
• Event Hosts are responsible for ensuring that all property belonging to Catering by Penn State is promptly returned. Hosts may be subject to additional fees for unreturned items.
• Product availability and pricing is subject to change without prior notice. If an unusual or uncontrollable circumstance arises and Catering by Penn State must make changes, substituted items of comparable quality will be served. When possible, Event Hosts will be notified of any changes. 
• On-campus refuse collection and disposal is the sole responsibility of the Facility Management. Catering by Penn State will not transport/dispose of refuse. Please make appropriate arrangements with the Facility Management or the Office of Physical Plant. 
• Basic events are set up as a buffet service with compostable serving products. Linens are provided for Food & Beverage tables. 
• Catering by Penn State can provide customized linens, china service, and attendants for an additional fee. Arrangements for these services must be made at least 30 days in advance of the scheduled event day.

GUEST COUNTS & EVENT ORDERS

• Estimated Counts: Estimated counts are counts initially given to reserve a catering. 
• Guaranteed Counts: Guarantee counts are due 14 days before the scheduled event day. You may go up for your Final count number (not more than 20%) but cannot go down.
• Final Counts: Final counts are due to the Sales team at least 5 days before the scheduled event day. If this number is not given, the guaranteed number will be used.
• Once the Final Counts are received a Sales Specialist will send confirmation via email with event totals. It is the Event Host's responsibility to review the event order details and communicate any discrepancies and/or changes.
• There is a 50 person minmum for any full-service on-campus catering requests.
• Event Hosts are required to provide confirmation by signature on their Event Order(s) provided by Catering by Penn State at the time of Guaranteed Counts due date.

CANCELLATIONS

• Cancellation is required in writing and all deposits will be forfeit. 
• Cancellation of any Catering or Room at the BJC will follow the timing as outlined here: 
  • 4-week notice = 50% Total due
  • 2-week Notice = 75% Total Due, 1 week or less notice = 100% Total Due. 
• Please direct any cancellation of other spaces outside of BJC to the respective entities' staff.

TAXES & SERVICE FEES

• All Food & Beverage charges are subject to 6% sales tax unless an exemption form is provided in advance.
• An 18% service fee will be assessed to all events, excluding room & A/V fees. 
• An Off-Premise Catering Fee will be assessed for all events that are not hosted at the BJC. Fees are determined by event so please ask your Sales Specialist for more information.

PARKING & AUDIO-VISUAL EQUIPMENT

• Campus parking (including the area around the sporting venues) is controlled and monitored by Penn State Transportation Services. Please contact the Transportation Offices for arrangements if necessary.
• At the BJC, we offer state of the art A/V for your meetings. A flat fee of $50 is assessed for self-use. If you require an A/V technician, a fee based on length of time and complexity of the event will be assessed. This request must be communicated at Booking. 
• At any other venue/space, it is the sole responsibility of the venue/space and/or Host.