Policies

Welcome to EvergreenHealth Catering!

Policy:

The Food and Nutrition Services Department will provide catered food service upon request for any meeting or event which involves individuals invited to the hospital, or its facilities, during Café 128’s hours of operation. These hours are Monday – Friday 6:30am-8:30pm, Saturday – Sunday 8am-8pm.

Food and beverage service is to be ordered by the requesting department’s Administrative Support Staff through the CaterTrax website. All catering orders must receive approval from the department’s Manager, Director, or VP.

All catering charges will be transferred to the appropriate departmental cost center at the end of the month.

Procedures:

All catering requests must be ordered through the CaterTrax website. CaterTrax is found on the Useful Links drop down menu found on EvergreenHealth’s Intranet home page.

EvergreenHealth Intranet users must set up personal department account profiles. Should additional instructions be needed in setting up an account, users can access a tutorial available on the CaterTrax website or contact a member of the Food and Nutrition Services Department for assistance.

Catering requests must be ordered at least 72-hours in advance to allow sufficient time for the Food and Nutrition Services Department to place orders with their vendors and adjust staffing as needed.

A late fee of 15% will be added to all orders placed with less than 72-hours notification.

Various types of Catering services are available, including buffets, a la carte items, snacks and beverages.

Please note: to ensure adherence with food safety standards, hot foods are only available for orders to locations within the main campus connected buildings. All ancillary buildings can order cold foods for Catering services.

Any changes to an existing CaterTrax order must be submitted as an electronic tracking message via CaterTrax. To complete this, click the “Request Changes” icon on your order page.

Upon review, the Retail-Catering Supervisor will notify the requestor if the submitted change request can be accommodated.  

Notification for a decrease in guest count must be received by the Food and Nutrition Services Department at least 72-hours in advance. If notification is received with less than 72-hours notification, the customer will be charged the full invoiced amount.

Cancellations to any confirmed orders will be managed on a case by case basis. However:

Orders with less than 24 hours’ notification of cancellation will be charged the full invoiced amount.

Specialty foods and items ordered or produced specifically for an event with less than 48 hours’ notification of cancellation will be charged the full invoiced amount.

Cancellation requests received after standard business hours on Fridays, weekends or holidays will be evaluated on the next business day. Non-business hours do not count towards the 24 or 48-hour notification.

Outside for-profit organizations or vendors requesting Catering services for meetings will be billed for those services with an additional 25% markup from the current list price.

Payment from outside vendors is due upon completion of the event either by credit card or company check.

Please contact the Retail-Catering Supervisor to verify pricing.

CaterTrax site review:

Prices, menu options and site content will be reviewed at least annually by EvergreenHealth`s Food and Nutrition Services Department management personnel. Evaluation of services:

The Food and Nutrition Services Department will execute bi-annual customer satisfaction surveys.

The survey results will be shared with the Support Services Director, the on-site Catering team and the District Manager.

Customer feedback, comments and complaints will be addressed in accordance with the accepted service recovery process.