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Olive & Vine, Catering by UC Davis welcomes the opportunity to provide the University of California Davis campus and community clients with delicious menu options and special event service for all occasions.
Please review the following guidelines and policies that will allow us to make your event a success. Most important – book early! We will endeavor to honor all published menu prices from the time of the event confirmation, however, due to market fluctuations, seasonal product availability and shipping challenges, ingredients may be substituted to achieve price point stability.
The following policies have been developed to ensure that we have the resources and adequate time to coordinate a successful event. Our personalized catering consultants are available to assist you with navigating these details.
Olive & Vine, Catering by UC Davis at 530-752-2997 or catering.ucdavis.edu; Olive & Vine Catering | UC Davis Student Housing and Dining Services
Please use our Text Tell Service to reach us for urgent assistance on your event day.
Text the following to 55744: “txtcatering” followed by typing your name, event location, and a brief description of your request. You will receive a phone call response as soon as possible.
Catering orders must be placed a minimum of two weeks prior to your event and are accepted on a first-come, first-serve basis. To ensure the optimum catering services will be available for your special event, please submit your order with as much information as you know as early as possible. Please complete a separate catering order for each day, location and time of service to ensure our availability to meet your needs. Please be aware that Olive & Vine, Catering by UC Davis reserves the right to have a service set 30 minutes prior before or up to 15 minutes after your requested “Catering Ready Time”.
The catering website will accept orders a full 1 year from today but will not allow for any order to be submitted within the next two weeks. Our Companion, by Olive & Vine delivery option is available for orders within that time frame. Our sales team can personally assist you with both Olive & Vine, Catering by UC Davis and the Olive & Vine Companion delivery opportunities.
Due to business volume, a date may be “closed” to accepting new orders if we have determined our resources are already at capacity. Per Regents Policy 5402, all covered services are to be handled in house. Catering is defined as a food and/or beverage service that includes on-campus service or on-campus food preparation. Food delivery in the form of “drop off” is not considered full-service catering and is not being addressed in this policy. More information is available at https://supplychain.ucdavis.edu/procure-contract/buying-srvcs/covered-service. If we are unable to provide the service for your event, you can request a carve out https://supplychain.ucdavis.edu/form/covered-services.
During normal hours of operation, Monday through Friday, 7:00am to 7pm, our food and beverage minimum is based on food and beverage products only at $300 per delivery. All day conferences with multiple meal periods meeting the minimums will have flexibility on the revenue requirement for coffee break refreshes. Services requiring a pick up past 7pm will be subject to additional labor charges or possibly the opportunity to pick up equipment the following day as coordinated with our catering consultants.
The food and beverage revenue minimum for weekend events is $500.00 per delivery.
Catering services on campus observed holidays are approved on a case-by-case basis and have a minimum of $2,500.00.
All delivered catering events are subject to an 18% service charge. This service charge covers the internal processing costs inherent in the preparation and planning required to execute your event, everything from administrative time, training, equipment, vehicles and uniforms. This is not a gratuity for catering staff, and Olive & Vine, Catering by UC Davis staff are prohibited from accepting gratuities.
Please notify us as soon as possible regarding guest special dietary needs or allergies. Please be aware that egg, milk, wheat, shellfish, fish, soy, peanut, and tree nuts are used in our kitchen. Additionally, products we purchase are often produced in facilities that process foods with potential exposure to these allergens. Individually packaged items and customized menus can be created to accommodate guests accordingly.
Plated menus for served meals are available in our Olive & Vine menu on the Catertrax website and are subject to a minimum guest count of 25 persons. All menus include a salad, choice 2 of entrees, coffee, tea, iced water, linens and 2.5 hours of labor for service. Desserts are available in the menu a la carte.
For plated meals over 50 guests, place settings are not included. China, Glassware and Flatware must be rented by the client from an outside vendor. Our sales consultants can assist with the information about what is needed for your menu choices.
Buffet menus are available to serve a minimum of 15 persons. Compostable plates, cutlery and linen to cover the food and beverages are included in the menu price. Staff is included to set up and if replenish the buffet food if required by the event size, but are not dedicated to stay throughout the event. China, glassware and flatware for buffet meal service and additional linen for guest seating tables are located in our Additional Services section of the catering website. Additional options for menus to serve smaller groups are available a la carte or a special menu may be arranged on a customized basis through our personalized catering consultants.
Please provide an estimated guest count reflecting the realistic number of guests you anticipate attending your event when you place your catering order.
A final guest count for events under 200 guests is due three full business days excluding holidays prior to the event.
For Tuesday events, count is due on previous Wednesday
For Wednesday events, count is due on previous Thursday
For Thursday events, count is due on previous Friday
For Friday, Saturday and Sunday events, count is due on previous Monday
For Monday events, count is due on previous Tuesday
For events with over a 200 person guest count, the guaranteed number of guests is due 10 business days prior to the event date, excluding holidays, with any potential increases up to the 3 day out point allowed at no more than 5% of the guest count.
Billing is based on the guaranteed guest count or the actual number of guests served, whichever is greater. If no final guest count is provided as the guarantee, the estimated guest count provided and/or the count and item quantity used when the order was confirmed will be billed. It is the client’s responsibility to submit the guarantee if different from the confirmed number. Guest counts increased after the guarantee count deadline may result in menu substitutions and are subject to additional charges.
We will endeavor to provide personal consultation of your catering event covering all the necessary and extra special details when your event is confirmed. Changes in guest count, style of service, location, date or time may not be possible within two weeks of your event and require immediate notification via the Request Changes link sent with the BEO from the Catertrax website. All change requests after your order is confirmed require the approval from the sales dept. via the website and a new confirmation will be sent electronically if the change is accepted. If change requests can be accommodated within the 3-business day period (refer to the guaranteed number of guests timeline), the order total will be subject to an additional $50 administrative fee. We cannot accept changes to the next business day’s catering orders.
Events under 200 people may be cancelled in full any time prior to seven days of an event (excluding a holiday) at no charge. Cancellations less than one week before the event will result in a 50% charge.
A cancellation or reduction of guest count for plated meals with a guest count of 200 or more after the guarantee deadline (within the business 10 days prior) will result in a 50% charge.
All events and/or items cancelled within 3 business days will be billed as ordered (100% charge). A packaged “to-go” alternative may be possible, contact the sales team for options.
UC Davis campus departments may place orders using a recharge number and will be sent a completed copy of their BEO (banquet event order) post event as the receipt to reconcile and generate payment using their Aggie Travel system. All campus department Aggie Travel orders are tax exempt and must be secured by providing the fiscal officer’s name, email, and employee ID at the time the order is submitted at the “check out” point.
Student groups, private parties and off campus corporate clients may place orders to be paid with credit cards and cashier checks. A 100% deposit is required two weeks in advance of the event. Any additional charges from potential increases must be fully paid 3 days prior to the event.
Make Checks Payable To:
UC Regents Olive & Vine Catering
Mailing Address:
Student Housing & Dining Services c/o Olive & Vine Catering
1049 LaRue Rd. Ste 3100
Davis, CA 95616
Most campus room reservations are made directly with Campus and Event Services website.
When reserving a room, allow ample time for catering to set up and clean up on each end of your reservation time. Please inquire with catering sales consultants directly for advice on how much time to allow, usually 45 minutes prior for buffets with compostable service. Food for events with more than approximately 25 people will also require a dedicated back of house staging area for replenishments and catering equipment storage.
Please be aware that the catering department does not have keys or access to any locked buildings. Alert catering in the special instructions of your BEO if a class or another meeting is booked in the same room immediately prior or following your event so arrival and pick up times can be adjusted accordingly.
Please note: there is a $50 re-delivery/pick up charge if upon arrival the room is locked, occupied or catering tables are not available for immediate set up or if the space is locked at the specified pick-up time. If additional product deliveries are made per client’s request on event day, the $50 re-delivery charge will also apply.
Olive & Vine, Catering by UC Davis does not have tables, chairs, BBQ grills or trash receptables and is not responsible for the movement of tables, furniture, resetting or cleaning of rooms, or the removal of trash. It is the responsibility of the client to arrange for custodial and/or compost services, as catering can only remove the food service equipment.
Food safety protocol determines that food out of temperature control is not safe to eat after 4 hours. To ensure the safety of our clients and their guests, Olive & Vine uses time as a public health control and will discard any leftover food that has been out of temperature for over 4 hours, and at the end of the event. Any non-consumed food or beverage already on a buffet or display may be taken by the client with a signed waiver form, if arranged in advance with a Catering Consultant. The client will assume full responsibility and liability for any result of leftover food being consumed after the event. O&V has a limited supply of containers for removal of leftover food that must be purchased in advance (or you can supply your own, but with advance notice noted on the waiver form) and with the understanding O&V staff cannot pack or assist in the removing of leftovers. It is recommended that any leftover food being kept is refrigerated immediately. It is imperative that the client’s removal of leftover food must not cause a delay in the prior arranged pick up time, or the $50 re-delivery/pick up fee will apply.
The UC Davis Conference and Event Services department manages the approval of alcohol at events on campus. Please submit a Campus Alcohol Permit form as soon as possible. Depending on the approval based on the requirements listed in the Alcohol Service Flow Chart, trained Olive & Vine staff may be able to serve wine and beer at your event. Olive & Vine, Catering by UC Davis is prohibited from purchasing or selling alcoholic beverages directly. However, our Catering Consultants can facilitate the procurement of wine and beer through an approved third-party purveyor and arrange it to be billed directly to you (separate invoice from food order with a credit card payment option).
Olive & Vine will not store, transport or assume responsibility for remaining alcohol at the end of an event. Any Reception Bar with alcohol service (not tableside wine service) with client provided or donated alcohol must provide an Aggie Host Security staff. Police Department - Aggie Host (ucdavis.edu)
Sustainable dining means that food production, transport and service have a low environmental impact
Olive & Vine, Catering by UC Davis supports the University of California system-wide sustainability initiatives in many ways including prevention of food waste and diversion of food materials from the waste stream. We proudly offer compostable and recycled “green” products as standard with all catering services. Additional service styles such as compostable palm leaf tableware, reusable china and flatware are available at an additional charge.
To encourage the stewardship of natural and human resources, Student Housing and Dining Services supports growers and producers who practice sustainable agriculture methods. Sustainable agriculture includes ecological growing practices, humane animal treatment and social responsibility such as working and living conditions of laborers, the needs of rural communities and consumer health and safety. https://sustainability.ucdavis.edu/goals/food
Orders over 50 people require the approval of Sous chef or Supervisor
Order delivery times need to be spaced out by 30 minutes.
All orders need to be placed 3 full business days before the event, i.e.
For Monday orders, must be submitted previous Tuesday by 3pm
For Tuesday orders, must be submitted previous Wednesday by 3pm
For Wednesday orders, must be submitted previous Thursday by 3pm
For Thursday orders, must be submitted previous Friday by 3pm For Friday orders, must be submitted previous Monday by 3pm
Cancellations for orders need to be at least 3 full business days before the delivery date. Any cancellation after the deadline will be charged 30% of the total price of the order.
Hours for delivery are 8am to 4:45pm Monday through Friday.
All special exceptions from the set parameters need approval from the Companion Sous Chef or Supervisor before confirmed with guests.
