Terms and Conditions
The following policies are intended to help ensure a safe, successful and well-planned event.
Guest Counts and Guarantees
To ensure your event is successful, it is important that we receive an accurate estimated guest count.
An approximate guest count should be provided at the time of booking. A guaranteed guest count is required by 11:30 a.m. five (5) business days prior to your event.
If Food Services is not notified of a final count within five business days of the event, the initial count provided will become the guaranteed count and the customer will be billed accordingly.
After the guarantee deadline, guest counts may increase but cannot decrease because event preparation will have already begun. Any increase in the guest count after the guarantee deadline will be charged at 1.5 times the regular cost. Identical menu items are not guaranteed for late additions.
Pricing and Sales Tax
Prices quoted in the Cowboy Café Catering Guide do not include sales tax.
Prices are based on current market conditions and are subject to change without notice. Cowboy Café Catering reserves the right to adjust pricing based on market conditions and will notify the client prior to the event.
Okmulgee sales tax of 10.083% will be added to each order unless a copy of a valid tax-exempt certificate is provided at least one week prior to the event.
Late Reservations
A 15% late reservation fee will be assessed for catering orders placed within three (3) business days of the requested event date.
Orders placed without sufficient notice may be subject to limited menu and service availability.
Business Hours
Services and listed prices apply to normal University business days and hours:
Monday-Friday, 7:30 a.m.-4:30 p.m.
Service availability is subject to the University calendar.
Minimum Guest Count
Cowboy Café Catering requires a minimum of 12 guests for all meals unless otherwise stated on the menu.
For events with fewer than 12 guaranteed guests, a $30 fee will apply.
Delivery
Deliveries within the boundaries of the OSUIT campus will incur a $35 setup and pickup fee.
Off-campus delivery service is not available.
Cancellations
If it becomes necessary to cancel an event, please notify the Cowboy Café Manager or Assistant Manager as soon as possible.
A cancellation fee will be charged for orders canceled within three (3) business days of the event. The fee will be based on food and labor costs accrued at the time of cancellation.
If OSUIT is closed due to inclement weather or other circumstances beyond the University's control, catered events will automatically be canceled.
Specialty Meals and Dietary Needs
Requests for specialty meals, including vegetarian, diabetic or food-allergy accommodations, must be confirmed at least five (5) business days prior to the event.
Special meals requested by a client or guest during the event may be subject to additional charges.
Linen Service
Buffet events will receive black linen tablecloths and skirting on buffet lines.
Events held in the Student Union may request dining table linens and napkins. Standard house colors are black and orange.
Requests for linen service must be made at least 10 business days prior to the event.
Linen pricing:
House tablecloths: $4.00 each
Extra color overlays: $4.00 each
House linen napkins: $1.50 each
Specialty tablecloths in colors other than standard house colors: starting at $5.00 each
Specialty napkins in colors other than standard house colors: starting at $2.50 each
China and Disposable Service
Cowboy Café Catering provides a standard china setting for lunch events held within the Student Union unless otherwise requested by the guest.
Disposable products are the standard service option for events held outside the Student Union.
Equipment and Rental Items
If special equipment, china, tables or other rental items are required, the cost of those items will be added to the final bill.
Clients will be informed of applicable rental costs when event arrangements are finalized.
Leftover Food
In accordance with Oklahoma State Department of Health requirements, leftover food from a catered function cannot be distributed to the host or guests following the event.
Credit will not be issued for unused food.
Event Contract
To ensure event details are accurate, a contract outlining the event arrangements will be emailed to the client.
Please review the contract carefully. If there are any discrepancies, contact Dining Services immediately by phone or email.
Before signing and returning the contract, please review Cowboy Café Catering's cancellation policies and procedures.
Payment
OSUIT departments and student organizations may make payments through University Bursar or CVI accounts.
Individuals and community groups without a University-approved account are required to pay a 50% deposit at the time of reservation.
The remaining balance is due three (3) business days prior to the event.
Accepted payment methods include:
Cash
Major credit cards
Checks
Any discrepancies involving guest counts or charges should be identified and resolved with management before departure from the event.
Exclusive Food and Beverage Provider
Cowboy Café is the exclusive provider of food and beverage services on the OSUIT campus.
Outside catering may not be provided without prior approval from the Student Union Services office.