Welcome to the room reservation and food service online management system Memorial Medical Center Food and Nutrition Services Catering Policy

Catering and Room Reservation.

All catering requests must be made through the Memorial Medical Center's online intranet portal or by going to https://memorialmedicalcenter.catertrax.com. An authorized user must set up an account by using the "Need an Account" link beneath the Login button. When ordering a catering with a room reservation, the room will need to be reserved first. At the end of reserving the room, the requestor will be asked if he/she would like to add catering to the room reservation. Electing to add catering, will generate all the room information into the catering system. Audio-visual equipment may be requested via the online room reservation system. Please be aware that a room reservation cannot be added to a catering if you create the catering first. Space in individual departments is at the discretion of each director. 5 business days lead time is required for all catered events.

Priority.

The Education Department oversees room reservation of major conference rooms and may, at its discretion, override room reservations per Memorial Medical Center protocol.

Functions will be catered in the following order:

• Medical Center Board of Directors
• Administration
• Medical Staff Meetings and Committees
• Education
• Non-Medical Center entities
• Other

Cost Transfers.

Food and Nutrition Services Catering is available from 9 AM – 5 PM Monday through Friday. Catering function requests for Food and Nutrition Services Department require a minimum of one week prior notice for service. Functions that are not routine must be approved by Administration. Functions not meeting the one week prior notification will be subject to having all associated costs, including additional labor costs transferred to the requesting department. Catering Services labor costs for functions outside of normal scope and hours will be transferred to the requesting department. Requests for new service lines will have the labor costs transferred to the requesting department. Caterings requiring additional labor, i.e., plated service, bar service, etc., will have these costs transferred to the requesting department. The requesting department will be billed for the cost of the function. Catering costs are billed monthly. Any labor transfers will be done by pay period.

Right of Refusal.

The Director of Food and Nutrition reserves the right to refuse a requested service due to scheduling conflicts, type of service required, staffing, etc. Refusals will be communicated to the requesting department as soon as possible.

Notifications.

Catering requests are received immediately upon completion of the online request. The requesting party will receive an electronic invoice via email. The Executive Chef, or a designee, will review the request and make copies for all appropriate personnel and departments. If necessary, the Director of Food Services, Executive Chef, Storeroom Clerk and Administrative Assistant will review catering requests with special requirements to determine if additional cost must be transferred to the requesting party. Any corrections/additions to the order will generate an electronic email notification.

Special Requests.

If the requesting department prefers a particular item or menu that is not within the catering system, the request may be made through the "Chef's Choice" option within the catering system. All special requests are subject to approval by the Director or Executive Chef of the Food and Nutrition Services department. Requests for specialized foods not available as a standard catered meal menu items will not be honored unless a prior request has been made and approved. This includes special dietary needs by attendees.

Repeating Functions.

"Regularly scheduled functions" may be scheduled through the Catertrax system. Regularly scheduled functions are staffed and honored according to the function priorities listed above.

Service Hours.

Food and Nutrition Services Catering is available from 9 AM – 5 PM Monday through Friday. Departments that request catering for events scheduled after 4:30 PM must make arrangements for delivery and/or service with the Director of Food and Nutrition. Catering for weekends or holidays must have prior approval of the Director of Food and Nutrition.

Off-site and Outside Group Orders.

Catering for off-site locations and outside groups are outside of the normal scope of the Food and Nutrition Services Catering department and are subject to the transfer/charge of labor cost. Outside groups will be charged and billed by the Food and Nutrition Services Department for approved catering.