Policies

On-Premise Catering Policies

For events hosted within on-campus University facilities

Hours of Operation


Regular Business Hours of Service: Monday- Friday, 7:00 am to 5:00 pm


Because the University is closed during most holidays, service is unavailable. Any events requiring service outside of business hours (during the week and weekends) will incur an additional fee of $50.00


*Additional fees may apply depending upon event type, event time, and event venue.


*In the event that UMD has an emergency closing or reduced operations, all catered events are CANCELED.

Ordering Guidelines

 

  • 2 Weeks minimum notice requirement on placing orders for buffets or larger receptions* 3 Weeks notice for events of 100 or more guests.
  • 72 business hour notice for final counts or changes *1 week's notice for larger events of 100 or more guests.
  • If shorter notice is given we will do our very best to accommodate your request, but your menu selections and services may be limited and additional service fees will incur (minimum of $20.00) *See final guarantees & cancellations below.


It is a UMD Dining Services department policy that for the protection of students, staff, and the public attending a meeting, meal, conference or special event that all food will be provided by UMD Dining Services. Fresh Leaf Catering will be unable to assist any department or organization that wishes to use food items from other sources without prior authorization. Please see the UMD Food Policy for detailed information.


Event Planning & Payment 


Kirby Student Center Room Reservations and requests for media equipment, tables, garbage, etc. are handled by Kirby Student Center Reservations. Please visit their website for more information.

Locations outside of KSC, for Room Reservations Contact Facilities Management Events office at 218-726-8865 or email them at [email protected]. Please visit their website for more information.

Fresh Leaf Catering's Office (125 Kirby Student Center) can assist you with menu planning. Please feel free to contact us by Email, [email protected] (this is the preferred method of ordering as it provides everyone with a written copy and confirmation of the order) or please feel free to call us with specific questions  (218)-726-7177.

Please provide us with all of the following information when emailing your order request.

  • Date of service.
  • Timeline, start time, end time. Any special notes such as guest arrival, or serve time, clean up time etc.. (you must allow set up time & clean up time in your reservation for catering staff).
  • Location of your event & times the room is reserved for.
  • Tables & Garbage: You are responsible for ordering adequate tables for your catered event, (a computer desk is not acceptable).
  • Menu choices & any special dietary requirements.
  • Billing information:

Internal departments and groups,  please include the EFS Account String with your order.


 External customers, please call the catering office at 218-126-7177  with credit card information prior to your event. (For your safety, do not send credit card information in an email). Or, you may pay in person in the catering office.

  • A Visa, Master Card, or Discover Credit Card
  • A check or money order payable to Fresh Leaf Catering


Menu Pricing & Service Times


Official Student Organizations receive a 20% discount. Please let us know at time of ordering.
All prices are subject to change. 
Buffet menu quantities and perishable items are limited to a two-hour service period. Food items will be removed at the end of the service period to ensure food safety.


Fees and Delivery


Orders from Fresh Leaf Catering can be Picked Up or Delivered.

  • $50.00 minimum order for pick up orders
  • $200.00 minimum order for delivery orders
  • $300.00 minimum order for serviced events

Pick Up Orders: Client is responsible for picking up the order, the set-up/presentation of their order/clean up and returning items back to catering. *A fee will be charged if items are not returned, missing or damaged. (See more pick up and return instructions below) *$50.00 minimum order for pick up orders.


Delivery Option Fees


Free boxed lunch on campus deliveries* $20.00 delivery fee added to out buildings and after hour deliveries.

$10.00 Delivery Fee for Drop Off Orders: The delivery fee does not include set-up. Client is responsible for the set-up/presentation of their order/clean up and returning items back to catering. *A fee will be charged if items are not returned or missing-Equipment is recorded. *$200.00 minimum order for delivered orders.

$25.00 Delivery Fee for Delivered & Set Up Orders: Catering Staff will deliver, set up and return at the event end time to clear the order.*$200.00 minimum order for delivery orders.

Serviced Events: A 18% Service Fee will be assessed for all events requiring staffing to be present at the event. *This includes placing table cloth(s) on guest tables if required, setting up buffet lines and beverage stations, unwrapping food and replenishing items as needed and cleaning up. *$300.00 order minimum required.

Deliveries Outside of Regular Business Hours: Deliveries outside of business hours on weekdays, weekends, and orders that require the use of a vehicle will incur additional fees. *Minimum of $50.00.


End Time: If catering staff arrives at the end time given to clear, and they are asked to wait or come back later a minimum $15.00 return fee will be added to your billing, if you cannot clear and return all of the items yourself.

*Additional fees may apply depending upon event type, event time, and venue.

Outdoor Events


Fresh Leaf Catering is happy to accommodate your on-campus, outdoor events. In an effort to make all aspects of your outdoor event run smoothly, we do require that you have reserved an adequate rain site and that the rain site is selected to be approved by the Catering Manager. In the event of inclement weather, the decision to move the event indoors will be made at least four hours prior to the event by Fresh Leaf Catering and not the individual or department hosting the event.


If you would like to have a Chef on-site grilling there will be an additional $100.00 minimum charge per Chef (one Chef needed per every 250 guests *depending on the event). Delivery fees will apply.


*Prices reflect Chefs grilling on Kirby Terrace - inquire about additional fees for other areas on campus.

Alcohol Service


UMD Kirby Student Center holds an alcohol license that allows Fresh Leaf Catering to serve alcohol at approved events in the Kirby Student Center. At the time you make your reservation with Kirby Student Center, they will inform you of the policies pertaining to serving alcohol at your event. See Kirby Alcohol Policy. A UMD Police officer may be required to staff your event.


Please contact catering with inquiries. Alcohol service requests must be submitted at least 2 weeks out prior to the event, or sooner for large or special occasion events.


We provide wine and beer service or full bar service with options of hosting and/or a cash bar. *See minimums and pricing below.

  • Includes: Premium Mixed Drinks, House Wine (Merlot, Pinot Noir, Riesling, & Chardonnay), Domestic & Imported Beers, and local beers.
    • Mixed Drinks - $7.00 each
    • House Wine - $7.00 each
    • Domestic Beer - $6.00 each
    • Premium Beer & Canned Drinks- $7.00 each
    • $200.00 minimum bar sales required (if minimum sales are not met, the event host will be required to pay the difference).

$75.00 bartender fee per bartender (2 hour minimum) The Number of bartenders required is determined by event needs. Bartender fees waived if bar sales are over $500.00. 

18% service fee will be added to your total bar sales and will be billed to the event host.

No added gratuities to your billing. Any gratuities collected are put into a Dining/Catering Services scholarship fund for our wonderful student staff.


*Prices subject to change


Pick Up and Return Catering Order Instructions


At the time you place your order, you will be instructed where to pick up, AND where to return your order. *Location will depend on times- Either the Fresh Leaf Ballroom Kitchen or the Main Production Kitchen.


Ballroom Kitchen 3rd Floor, 320 KSC is located in the hallway behind the Ballroom.


Main Production Kitchen 1st Floor KSC is located across from the Kirby Student Center Information Desk, through the double doors, down the hallway through the double doors on the left.  A fee will be charged if items are not returned, missing or damaged- Equipment is recorded. There will be a $15.00 unturned cart fee applied to any order with an unreturned cart.


See Attached UMD Fresh Leaf Catering Pick Up Order, Set Up, Clean Up & Return Instructions, which includes Chafing Pan Instructions. 

Guest Guarantees


Accurate counts, special dietary information, and plated meal designations all help to optimize service. The final guaranteed count (and any applicable special dietary information and meal designations) must be provided a minimum of 72 business hours (Monday-Friday 8am to 4pm) prior to the scheduled event. *One week for events of 100 or more guests. This number is considered final and cannot be reduced. Increases in guest count will be honored whenever possible, but are not guaranteed and will be subject to a late revision fee of $20.00. The final food and beverage charge will be based on the guaranteed count or actual number served, whichever is greater.


Cancellations


While reasonable effort will be made to minimize cancellation charges, groups will be held responsible for all charges incurred as a result of any commitments made to facilitate the event. Events canceled within three business days may be charged up to 100% of the total estimated food and beverage charges.

To avoid any charges, Fresh Leaf Catering must be notified of a cancellation.

  • For smaller events under $500.00-72 business hour notice is required*minimum of $20.00 late fee, per revision.
  • For larger events over $501.00-1 weeks notice*minimum of $50.00 late fee
  • Conferences and Weddings canceled 7 to 30 days prior to the event will be charged a fee of 25% of final costs. Cancellations from 0-6 days from the event will be billed 100% of the final cost


Leftover Food 


Fresh Leaf Catering puts significant effort into making appropriate portion amounts for meals/ group sizes in an effort to reduce food waste and exercise fiscal responsibility for the University of Minnesota- Duluth. Dining Services works closely with Second Harvest Northern Lakes Food Bank to donate unused food items where applicable.

We do not recommend serving leftovers after the event, as we cannot anticipate or control how long leftover food has been or will be held at unsafe temperatures. The event organizer will assume full responsibility for any liability as a result from consuming leftover food after an event. We apologize in advance for any inconvenience but it is due to the concern for the health and well being of our campus community that we adhere to this policy strictly. By agreeing to your proposal, you, the organizer accept this full responsibility and liability by accepting Fresh Leaf Catering’s proposal. Catering/ Dining Services will not provide any materials for taking leftover food. If you wish to do so, you must coordinate your end time accordingly. If catering staff has to wait for you to package up leftover food or come back later you will be charged accordingly.