Food and Nutrition Services (FNS) Catering Policy

1. FNS Catering Services

Food and Nutrition Services (FNS) will provide catering services to both internal and external customers when events:

• Adhere to system catering guidelines.
• Do not interfere with patient or retail services.

2. Catering Event Requests

• All internal and external catering events must be approved by senior leadership (Vice President level and above, or their designee).
• The approval process may vary by facility based on leadership structure and catering management systems.
• Internal catered events, those without outside facility reimbursement, are limited to events that support:
  • Physician engagement
  • Community outreach (including administratively approved board meetings)
  • Fundraising activities
  • Facility-wide associate engagement
• Recurring meetings and events that do not extend through entire meal periods, and where retail options are available (cafeterias, physician lounges, coffee shops), do not qualify.
• Catered events must serve a minimum of 10 individuals. FNS or facility leadership may establish maximum attendee requirements.
• FNS reserves the right to decline large events that could interfere with patient or retail services.
• FNS leadership reviews catered events and may recommend:
  • Adjusting menu selections
  • Declining catering services
  • Using alternative methods for food service
• Catering requests must be submitted at least five (5) working days before the event to allow for procurement of food, supplies, and labor.
  • Exceptions may be granted on a case-by-case basis when resources allow.
• Expectations regarding holiday meals, celebratory events, and recognition events will be established and communicated by Human Resources and Administration.

3. Catered Meals

• Meals will align with retail menus or standardized products.
• Whenever possible, catering will use a standardized menu that aligns with CommonSpirit FNS catering expectations and available facility resources.
• All catered meals will be billed accordingly.

4. Outside Catered Events

• Outside catered events are defined as events with associated revenue.
• These events must also be approved by senior leadership.
• They are not limited by the internal catering guidelines outlined above.
• FNS is responsible for appropriately charging external organizations requesting catering services.
• FNS is not responsible for event setup, service, or cleanup when an outside contractor provides catering.

5. Internal Catered Events

• Breakfast catering is not authorized unless:
  • The event is scheduled for an entire day, or
  • Explicit approval has been granted by facility senior leadership.
• Beverage-only events will not be provided during times when retail or physician lounge services are available.
• Single Use Vouchers should be used instead of catering services when deemed appropriate by FNS and meeting organizers.
• FNS reserves the right to require the use of Single Use Vouchers when conference rooms are located near retail dining areas.

6. All Catered Events

• Each facility will determine catering service hours in coordination with facility or regional FNS leadership.
• All catered events, including those scheduled outside normal operating hours, must be presented to FNS and are subject to FNS's right of first refusal.
• Cancellations made within seventy-two (72) hours of the event may result in charges to the cost center for labor, food, supplies, and other losses incurred due to cancellation. These charges are assessed at the discretion of FNS.
• For events where alcohol service is requested, meeting organizers must obtain all required facility approvals and provide documentation to the FNS department.