Office of Student Life
Dining Services

Newark Catering Policies and Procedures

Thank you for allowing Newark Catering the opportunity to cater your event. We are excited that you have chosen us and are looking forward to meeting all your event needs. Email sl-newarkcatering@osu.edu with questions.

Menus and Ordering

Ordering and Guarantees

Please plan to place your order six to eight weeks in advance. Find the catering menu for Newark here and the menu for University Catering events here. Menus for most events must be finalized with Newark Catering no later than four weeks prior to the scheduled event. For groups of 150 or more guests, the planned menu(s) based on the expected guest count will represent the client’s minimum commitment for billing and cannot be reduced further. For groups less than 150 guests, no less than 10% attrition can be given with the final guarantee.  

The final guarantee is due 14 calendar days prior to the scheduled event.  Your guarantee is not subject to reduction. If no guarantee is received, Newark Catering will consider the expected number of guests on the client confirmation to be the correct guaranteed number. All charges will be based on the guarantee or upon the actual number of persons served, whichever is greater. All food and beverage items must be purchased through Newark Catering to comply with state and local regulations. 

Late Requests and Changes

Ideally, catering details should be confirmed on the timeline provided above to ensure quality food and service preparations and availability. We understand, however, this will not always be possible and while every effort will be made to accommodate short-notice requests and changes, we may need to assess a 15% administrative fee for changes made within 10 business days of an event.  

Menu Pricing 

All prices are subject to change and substitutions may be necessary based on uncertain market circumstances. Newark Catering will provide the client with advanced notice of an increase and the right to decide between the price and reasonable substitutions. Food and beverage pricing can be confirmed a maximum of two months in advance with menu selection.

Final Guarantees

Menu(s) must be finalized no later than four weeks prior to the scheduled event. The planned menu(s)/ estimated menu is based on the expected guest count and will represent the client’s minimum commitment for billing and cannot be reduced greater than 10% attrition.

  • The final guarantee is due two weeks prior to the scheduled event. Newark Catering will not be responsible for service to more than 5% over the guaranteed number of attendees.
  • The final guarantee is not subject to reduction.
  • If no guarantee is received, Newark Catering will consider the planned details in the approved confirmation to be the correct guarantee for final billing.

Cancellation Policy  

Newark Catering is committed to the success of a scheduled and confirmed event. In the event of a situation beyond human control, not induced by negligence, Newark Catering will not be held responsible. Inclement weather is not a valid cause for cancellation of an event under contract. 

Should it be necessary for you to cancel your event, Newark Catering reserves the right to impose a cancellation fee based on the following scale. Written notice to cancel an event is required. 

  • Greater than 90 days prior to the event: No charge or penalty.
  • 90 days to 61 days prior to your event: An amount equal to 33% of the food and beverage revenue based on the minimum estimate stated on the Confirmation Agreement.
  • 60 days to 31 days prior to your event: An amount equal to 50% of the food and beverage revenue based on the minimum estimate stated on the Confirmation Agreement.
  • 30 days or less prior to your event: An amount equal to 100% of the food and beverage revenue based on the minimum estimate stated on the Confirmation Agreement.
  • 15 day or less prior to your event: An amount equal to 100% of the food and beverage revenue, equipment rental, and labor expenses based on the minimum estimate state on the Confirmation Agreement.  

Registered Student Organization Cancellation Policy

For student organizations, should it be necessary for you to cancel your event, Newark Catering reserves the right to impose a cancellation fee based on the following scale. Written notice to cancel an event is required. 

  • 60 days to 16 days prior to your event: An amount equal to 50% of the food and beverage revenue based on the minimum estimate stated on the Confirmation Agreement.
  • 15 day or less prior to your event: An amount equal to 100% of the food and beverage revenue, equipment rental, and labor expenses based on the minimum estimate state on the Confirmation Agreement. 

Payment 

Please note that payment confirmation is an estimation of fees based on what you have currently scheduled. 

For those outside the University, if your confirmation reflects a cost of less than $500, you are asked to submit payment in full along with a signed confirmation within 15 days of this confirmation being sent.  
•    If your confirmation reflects a cost of greater than $500, you are asked to submit payment of 50% of the total cost reflected in this confirmation along with a signed confirmation with 15 days of this confirmation being sent.  
•    If the reservation is made less than 30 days from the event date, the deposit and signed confirmation are required five days after the reservation is booked.  


As a University client, you are asked to request a Purchase Order through Workday at this time. Your Purchase Order or other approved method of payment (check and credit card) must be received within 15 days of issuance of your confirmation and no less than five business day prior to the date of delivery/event. 
It is imperative that your Purchase Order is for the fiscal year in which your event takes place. When submitting a request for Purchase Order please include the 6-digit Reservation Number in the Internal Memo Line and use "Catering Services Supplier: Newark Catering." See the Events and Conferences Payment page for more details on the payment process in Workday. If the reservation is made less than 30 days from the event date, the Purchase Order is required five days after the reservation is booked.  

We will not charge anything to your Purchase Order until the time of your event. Newark Catering will prepare and email an invoice within 30 days of the event. Any adjustments you would like to request to your final invoice must be received within seven days of receiving the invoice. 

Please send a copy of your Purchase Order with your Confirmation number to the Reservation Team via email at sl-newarkcatering@osu.edu. Receipt of your Purchase Order indicates your acceptance and understanding of the terms and conditions expressed in this Event Confirmation and the accompanying Facility Policies and Procedures.  


Checks should be made payable to The Ohio State University. Please mail to OSU Newark Catering, 1219 University Dr. Newark, OH 43055.  Please e-mail Newark Catering once the check is mailed to sl-newarkcatering@osu.edu. 

To pay by credit card, please visit the Newark Catering Payment page to access our secure online portal.  You will need your confirmation number in the subject of this email.

Newark Catering will prepare and email an invoice within 30 days of the event. Any adjustments you would like to request to your final invoice must be received within seven days of receiving the invoice. 

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