Catering & Food Guidelines | Student Center | SIU

All events or meetings held within the Student Center must use one of SIU's Approved Caterers or one of the Student Center's vendors.  Caterers must meet the food safety standards set by the Student Center.  Food items which require refrigeration or heating on site to ensure food quality must have a caterer present for the duration of the event. 

Talk with your Event Coordinator today about catering options! 

SIU Approved Caterers

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The approved list of vendors is subject to change. Please contact the Assistant Director of Dining and Catering, Kelley Wilkins at 618/453-1136 if you have further questions about catering.

The Student Center requires Registered Student Organizations (RSOs), University departments, and off-campus organizations to utilize the SIU Approved Caterer list for all catered events.

All meetings and events that bring catered food into the facility will be charged a $1.00 House Keeping Fee (per person per reservation count per day). This charge is for cleaning and sanitizing the event space and disposing of excess waste. If the RSO, University department, or off-campus organization is found to have brought food without prior approval, the organization/department is subjected to a 25% up charge to the already applied House Keeping Fee.

RSOs, University departments, and off-campus organizations are responsible for letting Student Center Event Services know their caterer of choice at least ten (10) business days in advance. A late fee will apply if a caterer is not provided within that time frame. The late fee includes a 25% up charge to the already applied House Keeping Fee. The Student Center will coordinate all event logistics concerning catering through the customer.

The Student Center must know about all food deliveries and pick-ups at least two (2) business days in advance; this includes events where a caterer is dropping-off food and not remaining on-site. Customers are liable and responsible for any food drop-offs and deliveries. If the RSO, University department, or off-campus organization is found to have a drop off without prior notice, the organization/departments is subjected to a 25% up charge to the already applied House Keeping Fee.

Pizza may be picked up or delivered to the Student Center. Organizations and departments may ONLY order pizza and beverages from pizza businesses (not wings, salads, sandwiches, etc.). If a pizza business is on SIU’s Approved Caterer’s list, they may order additional menu items.

Organizations and departments may be charged a $50 minimum excessive cleaning fee if Student Center space is left unclean after use.

All organizations and departments in violation of any food policies will be given an email warning for the first offense. A second violation will result in a $50 fee. A third violation will result in the suspension of the organization’s and/or department’s food privileges for a period of sixteen academic weeks, not including summer semester.

Food items which require refrigeration or heating on site to ensure food quality must be ordered through a Student Center vendor (i.e. Marketplace, Starbucks, Subway) or through one of SIU’s Approved Caterers.

Caterers must meet the standard set by the Student Center. Food items which require refrigeration or heating on site to ensure food quality must have a caterer present for the duration of the event. Decisions made by Student Center Event Services' in conjunction with Assistant Director for Dining and Catering are final.

KITCHEN RENTAL:

• $75.00 per event per day. Ballroom Kitchen and Old Main Kitchen are the only spaces available for rent.
• Kitchen rentals include the use of house coolers, house warmers, ice bin, and access to ice machine.
• The caterer is responsible for the cleanup of the kitchen and equipment that has been used. All counters, sinks, and equipment should be wiped down and free of debris. The caterer is responsible for bringing proper cleaning supplies and towels to sanitize the area. Sweeping, mopping, and trash disposal will be the responsibility of the Student Center.
• Additional charges for extensive cleanup will be added to the customer's final bill if the caterer does not follow protocol.

ALCOHOL SERVICE:

• The caterer will be provided a bar setup for $50.00 per bar per day.
• The setup includes a portable bar, use of house coolers, ice bin, and access to ice machine.
• The caterer is responsible for the cleanup of equipment that has been used. Equipment should be wiped down and free of debris. The caterer is responsible for bringing proper cleaning supplies and towels to sanitize the area.
• Additional charges for extensive cleanup will be added to the customer's final bill if the caterer does not follow protocol.

EXAMPLES:

• RSO/University department/Off-campus organization is having pizza at an event or meeting (regardless of size). Charge: $1 per person
• RSO/University department/Off-campus organization is having box lunches at their luncheon. Charge: $1 per person
• RSO/University department/Off-campus organization is having a dinner in the Ballrooms. Charge: $1 per person
• RSO/University department/Off-campus organization is having a leadership breakfast in Old Main Room. Charge: $1 per person
• RSO/University department/Off-campus organization is having a reception where the caterer drops off food that requires refrigeration or heating to ensure food quality.Not allowed

Catering Policy PDF

Events/meetings with less than 75 attendees: Registered Student Organizations (RSOs), University departments, and off-campus organizations may bring small, pre-packaged food into the Student Center.

Events/meetings with more than 75 attendees: Registered Student Organizations (RSOs), University departments, and off-campus organizations may not bring small, pre-packaged food into the Student Center. Events/meetings must use a SIU Approved Caterer unless otherwise approved by Student Center Event Services.

Small, pre-packaged food includes food in manufacturer sealed, airtight containers or wrappers. No homemade items are allowed.

Meetings and events that bring in small, pre-packaged food into the facility will be charged $1.00 House Keeping Fee (per person per reservation count). This charge is for cleaning and sanitizing of the event space and disposal of excess waste. If group is found to have brought food without prior approval, group is subjected to $1.00 fee plus 25% per person.

      Exception for RSOs: Registered Student Organizations (RSOs) may bring in small, pre-packaged food and one (1) Pepsi beverage option for scheduled events/meeting in the Student Center at no additional per person cost. Small, pre-packaged food should come from a store (grocery store, discount store, etc.) and not an SIU Approved Caterer. If an RSO is found to have brought food and drink without notifying Student Center Event Services, the RSO is subjected to $1.00 per person fee plus 25% per person.

Per Southern Illinois University's agreement with Pepsi MidAmerica, all beverages must be Pepsi products, including bottled water (Aquafina or Crisp & Clear).

RSOs, University departments, and off-campus organizations must notify Student Center Events Services if they plan to provide small, pre-packaged food, ideally at the time of the initial reservation. If individuals, organizations, or departments decide to bring in small, pre-packaged food after they initially reserve space, they must notify Event Services at least two (2) business days in advance.

RSOs, University departments, and off-campus organizations must provide their own utensils & paper goods when bringing in small, pre-packaged food and Pepsi beverages.

Food items are not allowed to be handed out in common areas or hallways unless a solicitation space is scheduled. Food items would then be subjected to the Student Center’s Solicitation Policy.

Small, pre-packaged food wrappers or empty containers must be disposed of by the reserving group. Per the Scheduling Guidelines Policy, groups may be charged a $50 minimum excessive cleaning fee if Student Center space is left unclean after use.

Food items which require refrigeration or heating on site to ensure food quality must be ordered through a Student Center vendor (i.e. Marketplace, Starbucks, Subway) or through one of SIU’s Approved Caterers. Food would then follow the Student Center’s Catering policy.

Popular Food Items with Additional Conditions

Popcorn: Allowed, but will follow the Student Center's Catering policy.
Pizza: Allowed, but will follow the Student Center’s Catering policy.
Boxed lunches/meals: Allowed, but will follow the Student Center’s Catering policy.

NOTE: If the organization or department is getting food delivered or picking up from a caterer, this must be coordinated with Student Center Event Services and does not fall within the Small/Pre-Packaged Food Policy.

Examples of Small/Pre-Packaged Food

YES	NO
Cake, Cookies, Cupcakes (pre-packaged)	Homemade Items
Chips (pre-packaged)	Meat/Cheese Trays
Fruit Trays (sealed)	Sandwich/Wrap Trays
Veggie Trays (sealed)	Salsa/Dip (if requires refrigeration)
Salsa/Dip (pre-packaged and no refrigeration required)	Ice Cream
Candy/Fruit Snacks (pre-packaged)	Non-Pepsi Drinks
Bagels/Muffins (pre-packaged)
Granola Bars/Protein Bars/Crackers (pre-packaged)
Drinks (Pepsi products only; Water: Aquafina & Crisp & Clear)

Examples:

• RSO/University department/Off-campus organization is having pizza at an event (regardless of size). Charge: $1 per person
• RSO/University department/Off-campus organization is having a box lunches at their luncheon. Charge: $1 per person
• RSO/University department/Off-campus organization is having a speaker in the auditorium and wants to have a reception afterwards with cookies, cupcakes, and a fruit plater. Attendance is expected to be 200 people. Charge: $1 per person.
• RSO/University department/Off-campus organization is hosting a movie night in the auditorium and is serving popcorn. Charge: $1 per person
• RSO is hosting a “Meet the Member” event the first week of classes. The RSO intends to have individual chips and bottled water. Charge: No charge
• RSO is using an Approved Caterer to supply bagels for a breakfast meeting. Charge: $1 per person
• University department/Off-Campus organization is bringing snacks for a meeting. Charge: $1 per person

Small/Pre-packaged Food Policy PDF

Events wanting to have alcohol must read and abide by the Alcohol Liquor Management Policy for Southern Illinois University Carbondale. 

A few highlights are listed below:

• Vendors: All alcohol vendors are noted on the Approved Caterers list with (Licensed to serve Alcohol).
• Alcoholic Liquor Use Request Form: For events held in the Student Center, the Alcoholic Liquor Use Request Form will be completed with your Event Coordinator.  It is the responsibility of the organizer to ensure correct information is communicated to your Event Coordinator in a timely manner.  Approval of alcohol at an event is not guaranteed. 

General Terms and Conditions:

Prior to the sale or distribution of alcoholic liquor on the Carbondale campus or at SIUC-controlled events at other locations, the unit hosting the event (hereafter referred to as the “sponsoring unit” shall complete an Alcoholic Liquor Use Request form. The form must be completed and submitted to the Vice Chancellor for Administration and Finance at least ten (10) business days before the start of the event. The sponsoring unit must receive written approval to sell or distribute alcohol prior to any such sale or distribution and shall abide by all rules, requirements, and restrictions in the law, Board or University policy, or as otherwise stated by the Chancellor (or designee).

The University reserves the right to withhold approval of possession, consumption, delivery, and sale or serving of alcoholic liquor from any event at any time and for any reason deemed appropriate by the University.

All sale or delivery of alcoholic liquor on the Carbondale campus or at events controlled by SIUC shall meet the following requirements:

1. Events where direct cash sales and/or service of alcoholic liquor occur must be catered by one of the approved campus vendors or by sponsoring unit in compliance with this Policy.
2. An off-campus vendor shall not conduct direct cash sales for alcoholic liquor on University property even if the vendor is a licensed caterer unless the vendor has been approved in writing by the Chancellor or designee.
3. Alcoholic liquor may only be sold, delivered, or served in campus facilities and is limited to public cultural, educational, entertainment, athletic, or social events. No alcoholic liquor shall be sold or served in violation of any laws, including but not limited to, selling or serving alcoholic liquor to individuals under 21 years of age.
4. Alcoholic liquor must be sold, served, and consumed in a physical setting that is conducive to control and reasonable privacy. Participants may not be permitted to remove alcoholic liquor from this setting.
5. Participants may not be permitted to bring or otherwise provide their own alcoholic liquor to any event, except as otherwise approved by the Chancellor (or designee).
6. The campus vendor, or sponsoring unit if a campus vendor is not being used, is responsible for ensuring that the sale or service of alcoholic liquor and the demeanor of the participants and their invited guests are in accordance with state law and University policies.
7. Prior to holding or advertising an event at which alcoholic liquors may be sold or served, the sponsor(s) or unit(s) planning the event shall obtain approval for the sale and/or serving of alcoholic liquors from the  Chancellor (or designee). See the Alcoholic Liquor Use Request. Each event requires approval; standing approvals are prohibited.
8. Events involving requests for the sale, delivery, or serving of alcoholic liquor must comply with all other requirements set forth in University policies regarding the use of University facilities.
9. The head of the sponsoring unit and/or other sponsor and the vendor (if applicable) are responsible for ensuring that the sale, serving, and consumption of alcoholic liquor remains in compliance with this Policy, and all other policies, laws, and regulations governing the sale or service of alcoholic liquor. The head of the sponsoring unit and/or other sponsor and the vendor (if applicable) are also responsible for ensuring that the demeanor of the participants and their invited guests at the event remain in compliance with University policy.
10. The following regulations apply to all events at which alcoholic liquors are sold or served:
    1. The events must be catered by one of the approved campus vendors or the sponsoring unit must have Basset-trained staff on-site to provide oversight and ensure compliance with all applicable laws, rules, regulations, and policies;
    2. The sponsoring unit of the event must demonstrate compliance with the factors set out in Board policy.
    3. The sale or service of alcohol liquors must be approved in writing in advance of the event by the Chancellor (or designee);
    4. The event must be hosted and/or controlled by a campus or university unit;
    5. The event must be closed in the sense that there are specific invitees or ticket holders or the location is otherwise separated or sectioned off from other areas of campus;
    6. The event must be conducted in a physical setting that is conducive to control and reasonable privacy; and
    7. The event must comply with all other requirements set forth by the Chancellor (or designee) in the approval and all other University policies, regulations, or rules governing the use of University facilities.
11. All events, sponsors, concession operators, and caterers who are authorized to sell alcoholic liquors at events held in buildings owned or controlled by the University must maintain dram shop liability insurance with a minimum of $1 million of coverage with the Board of Trustees named as an additional insured.
12. Non-alcoholic beverages must be available whenever alcohol is being sold or distributed in any way.
13. The University reserves the right for its staff, contractors, and representatives to refuse to provide or sell alcoholic liquors to any guest who appears to be intoxicated, inebriated, or impaired due to alcohol consumption and to require the guest to leave the property or premises.

Time Restrictions for Sale or Distribution of Alcoholic Liquor

The following time restrictions are the minimum standards for time restrictions at events where alcoholic liquor is sold or delivered. The Chancellor may approve or require alternate starting and/or ending times for the sale or delivery of alcoholic liquor at the event. The sponsoring unit may also end the sale or delivery sooner than required by the approval or this Policy. The sponsoring unit responsible for the event may not extend the sale or delivery of alcoholic liquor.

1. The sale or delivery of alcoholic liquor may not begin more than sixty (60) minutes prior to the scheduled start of any event.
2. For concerts and plays at the University, the sale or distribution of alcoholic liquor will terminate no later than forty-five (45) minutes prior to the scheduled end of the performance.
3. 3. For events conducted by Intercollegiate Athletics, the sale or distribution of alcoholic liquor may begin not more than ninety (90) minutes prior to the scheduled game time for men’s and women’s basketball games and not more than 3 hours before the scheduled game time for football games. For other events, the sale or delivery of alcoholic liquor may not begin more than sixty (60) minutes prior to the scheduled start of the event.
4. For all other events the following general rules will apply:
   1. If the event has a scheduled intermission, the sale or delivery of alcoholic liquor will terminate no later than thirty (30) minutes after the end of intermission or no later than forty-five (45) minutes prior to the end of the scheduled end of the event, whichever is later.
   2. If the event does not have a scheduled intermission, the sale or delivery of alcoholic liquor will terminate no later than forty-five (45) minutes prior to the end of the scheduled completion time.
   3. For private events, the sale or delivery of alcoholic liquor shall terminate no later than thirty (30) minutes prior to the scheduled end of the event.

Staff Training

Servers and bartenders hired by the University, approved food service contractors, and other University-approved vendors or contractors must meet all legally mandated Basset training standards prior to beginning work.

If you want to give your guests options within the Student Center, meal cards are the best solution! 

Each guest would receive a meal card to use at any of the eateries within the Student Center.  Mealtimes are dependent on Student Center hours, which can vary by semester(s). 

Review our meal card options below. 

Guarantee Cards

These cards can be set to any amount desired. This can be chosen based on the Marketplace/Subway/Starbucks pricing and determined by how many meals will be covered. Example: $20 a day for breakfast/lunch, $12 for lunch ONLY, $25 for lunch/dinner.

Guarantee cards are billed for the total amount assigned, not by the amount used per card. Cards will be paid in full by the contractual amount. Example: $25 per day, but guest only uses $18. Card will be billed at $25.  

Offset Cards

These cards are similar to the guarantee cards but are used as “extras” should a guarantee card be misplaced or a guarantee card holder runs out of money. We recommend a supervisor hold onto offset cards and only hand out as needed. We don’t charge for any of the offsets unless they are used. If they are used, it will be charged like the guarantee cards, in full by the contractual amount.

Inclining Balance Cards

These cards are used like credit cards. There is no limit to the amount and can/will add up quickly. Inclining balance cards are great for back ups when using guarantee cards or if you are hosting lunch for a campus visitor. We recommend inclining balance cards be assigned to a supervisor. If the inclining balance card is lost or not returned, we do charge a $50 lost fee. Should you lose the card, please contact us immediately so we can deactivate the card. 

Additional Information:

• Meal cards have a 5-business day MINIMUM advance notice requirement.
• Customers should provide a timeline of when meal cards will be used (i.e., breakfast at 7:00am, lunch at 12:00pm, etc.). This will help us prepare our staff so that lines may move faster.
• Some customers may qualify for tax exempt status. If you think you may, please ask!
• Meal cards are only redeemable in the Student Center. They may not be used at any other businesses or University Housing dining facilities.