Catering services

Office hours

• Open Monday to Friday, 7:30 am to 7 pm.
• Bookings outside of these hours may be subject to service charges and are booked at the discretion of Arbutus Catering.

Minimum orders

• Monday to Friday 6:30 am to 7 pm $50 minimum order.
• Monday to Friday 7 pm to 10 pm $100 minimum order.
• Saturday and Sunday $1,500 minimum order.
• Statutory Holidays $2,000 minimum order.
• Orders not reaching minimums will be charged the difference to meet the minimum order requirement.

Off campus orders

• A delivery charge may apply to off campus services.

Order deadlines

• Menu selection and an estimated number of guests must be finalized 15 days prior to the event start date.
• Final guaranteed guest numbers must be finalized 7 days prior to the event start date.
• Final billing will be based on the final guaranteed number of guests or the actual number served, whichever is greater.
• We make every effort to accommodate changes after these deadlines. Changes may be subject to product availability and additional charges.

Cancellations

• Cancellations must be received at least 15 days prior to the event start date.
• Cancellations received 6 to 14 days prior to the event will be charged 50% of the original quoted price, including any non-refundable deposit paid.
• Cancellations made 5 days or less prior to the event will be charged 100% of the original quoted price.
• Additional employee-related charges may apply due to insufficient notice.

Delivery times

• Arbutus Catering staff will set up 15 minutes prior to event start time.
• A renter or their representative must be available to accept, verify and sign for the catering delivery.
• Arbutus Catering staff are not responsible for food and catering supplies after delivery.

Allergies and dietary restrictions

• We will make every reasonable effort to accommodate dietary needs. We require notification of dietary needs at least 7 days prior to the event. Alternative meals may be subject to additional fees.
• We cannot guarantee our facility to be free of all allergens as the kitchen is also a learning environment for the Culinary Institute of Vancouver Island.

Equipment

• Arbutus Catering provides all utensils, cutlery and dishes required for on-campus events.
• Linens are available upon request at an additional charge.
• Renters are responsible for theft, loss or damage to the catering equipment provided. Lost, misplaced or damaged items may result in additional charges.
• Rental fees may be required for larger functions.

Substitutions

• In the event of a change in product availability, Arbutus Catering reserves the right to substitute comparable products of equal quality.
• Pricing will not change for confirmed orders.

Ownership of leftovers

• In accordance with health and safety regulations, leftover food that is not individually packaged remains the property of Arbutus Catering and will not be removed from the event by the renter or the renter’s guests.

Liquor license

• VIU has two permanent liquor licences on campus, Building 300 (Arbutus Room and Cafeteria) and Building 310 (Malaspina Theatre Lobby).
• If liquor service is requested outside of these areas, Arbutus Catering can apply for a special event licence on your behalf. Fourteen days of lead time is required. A $150 application and remote bar setup fee will apply.
• We are required to staff and conduct responsible beverage service for all liquor licensed events.
• Bartending service has a minimum charge of $150 per bar, which includes 2 hours of guest bar service with 1 bartender.
• Additional bartenders and or additional bar service time may be provided at a rate of $40 per hour, per bartender.
• Bartender charges will be waived in the event bar sales exceed $400 per bartender before taxes.

Service charge and gratuities

• A 15% service fee will be charged on all food and beverages plus applicable taxes.

Severe weather closures

• In the event that VIU closes campuses or facilities due to severe weather conditions, events and catering services may be cancelled in alignment with VIU closure announcements.
• Deposits will be refunded unless the event is rescheduled, in which case the deposit may be applied to the rescheduled date.

Outside food and beverage

• No external food or beverages are permitted in our rental facilities except for wedding or birthday cakes (subject to conditions).