STEPS TO PLANNING A SUCCESSFUL EVENT WITH FOOD AT UALBANY

STEP 1: Review the Campus Food Policy

UAS and UAlbany Dining recognize and respect the role of food in the activities of campus departments and student groups. In an effort to ensure the safety and quality of the food provided at special events, meetings etc., the campus community must adhere to the guidelines and standards set forth in the UAlbany Campus Food Policy. Any food policy questions should be directed to dining@albany.edu.

Please note that all food and beverages served on campus must be provided through UAlbany Dining/Catering with the limited exceptions indicated in the Campus Food Policy (See section I, III, V, VI, IX, and XIII) or if UAlbany Dining/Catering determines that it is unable to provide the requested food service -- which is extremely rare -- it may issue a waiver at its discretion (See Campus Food Policy section VIII for guidelines and Appendix A to review the waiver form).

Step 2: Reserve Space

In order to reserve space for your event at the Campus Center or in another campus building, you must use the University's Virtual EMS.

PLEASE NOTE: All catering requests for student groups, faculty and staff must be submitted 2 weeks in advance of the event.  

The Dane's Den at Indian Quad and the State Room at State Quad can only be reserved for student group and/or LLC events. If you are reserving space for a student organization, please call 518-442-5985 or email us at dining@albany.edu.  Virtual EMS is not required for dining room reservations.

Tabling is only allowed on the mezzanine levels of the dining rooms with prior permission from UAlbany Dining by calling 518-442-5985 or emailing dining@albany.edu. Virtual EMS is not required for mezzanine tabling at the dining rooms. However you must use Virtual EMS when tabling at the Campus Center or at other campus buildings (see the Campus Food Policy for more information).

Step 3: Create a Budget and Secure Funding Sources

Once you have reserved the location for your event on Virtual EMS and it has been approved, you need to create a budget and, if applicable, apply for any relevant campus funding, such as UAS Program Funds, UAS Supplemental Program Funds, UAS Beverage or Gift Card In-Kind Donations, or plan a way to raise funds. It's very important that you have a realistic budget for your event in order to buy food/beverages that best suits the needs of your event. 

Step 4: Contact UAlbany Catering

Now that you have reviewed the Campus Food Policy, reserved your space and created a budget, you can now go online to UAlbany Catering's Catertrax to review options and order food/beverages for your event.

Still have questions? Call UAlbany Catering at 518-442-5986 or email catering@albany.edu.

Step 5: Other

If your event involves inviting the media, you must contact the University's Office of Communications & Marketing.

Helium balloons are not allowed in the Campus Center Ballroom or the SEFCU Arena due to contradictions with the fire protection system. 

Follow all parking rules, if applicable.

Contact the UAlbany Police Department to make them aware of your event (provide location, attendance, contact person and any other relevant information).

Review all policies listed on the Office of Student Involvement and Leadership event planning webpage, as applicable (i.e., Amplified Sound Policy, Protest Activity Guide, Political Activity On Campus Policy, Campus Center Rehearsal Space Policy and Campus Center Banner Policy).

Review the campus Alcohol Policy, if applicable.

Review publicity opportunities on campus, such as: exterior flyer posting, campus center banners, monitors, UAlbany website events calendar, and MyInvolvement.

Student Groups and Organizations

PLEASE NOTE: All catering requests for student groups, faculty and staff must be submitted 2 weeks in advance of the event.  

CATERING OPTIONS AND STUDENT DISCOUNTS

It is an exciting experience to organize and host an event. Congratulations! To ensure your experience is an enjoyable and affordable one, recognized student groups and organizations can choose from two different catering menus that include generous student discounts:

10% off the Shoestring Student Catering Guide

25% off the UAlbany Catering Menu

But before you create a menu, there are other steps that need to come first. Please follow ALL the steps below to ensure your food-related event is managed according to campus guidelines and policies.

STEPS TO PLANNING A SUCCESSFUL EVENT WITH FOOD AT UALBANY

STEP 1: Review the Campus Food Policy

UAS and UAlbany Dining recognize and respect the role of food in the activities of campus departments and student groups. In an effort to ensure the safety and quality of the food provided at special events, meetings etc., the campus community must adhere to the guidelines and standards set forth in the UAlbany Campus Food Policy. Any food policy questions should be directed to dining@albany.edu.

Please note that all food and beverages served on campus must be provided through UAlbany Dining/Catering with the limited exceptions indicated in the Campus Food Policy (See section I, III, V, VI, IX, and XIII) or if UAlbany Dining/Catering determines that it is unable to provide the requested food service -- which is extremely rare -- it may issue a waiver at its discretion (See Campus Food Policy section VIII for guidelines and Appendix A to review the waiver form).

STEP 2: Reserve Space

The Office of Student Involvement and Leadership assists recognized student groups in planning their campus events. If your group is planning a food-related event, you must first follow the steps outlined on the Office of Student Involvement and Leadership's webpage entitles, Plan Your Event, regarding reserving space via the University's Virtual EMS system before you contact catering.

Smaller events, meetings and private meals can also be held at Dane's Den at Indian Quad and the State Room at State Quad. If you would like to reserve Dane's Den or the State Room and/or make arrangements for guest meal tickets, please call 518-442-5985 or email us. Please note that student groups have priority when reserving these spaces. Virtual EMS is not required for dining room reservations.

Tabling at quad dining rooms is only allowed on the mezzanine levels with prior permission from UAlbany Dining by calling 518-442-5985 or emailing. Virtual EMS is not required for mezzanine tabling at the dining rooms. However, you must use Virtual EMS when tabling at the Campus Center or at other campus building (see the Campus Food Policy for more information).

Step 3: Create a Budget and Secure Funding Sources

Once you have reserved the location for your event on Virtual EMS and it has been approved, you need to create a budget and, if applicable, apply for any relevant campus funding, such as Student Association Senate Supplemental Funding, UAS Program Funds, UAS Supplemental Program Funds, UAS Beverage or Gift Card In-Kind Donations, or plan a way to raise funds. It's very important that you have a realistic budget for your event in order to buy food/beverages that best suits the needs of your event. Please review the menus below for options/pricing.

10% off the Shoestring Student Catering Guide

25% off the UAlbany Catering Menu

Step 4: Contact UAlbany Catering

UAlbany Catering is committed to making your event a success. From morning breakfast service to black tie dinners, their goal is to provide youw ith a full range of quality and innovative catering services. UAlbany Catering has trained, professional staff dedicated to providing the highest level catering services. They will assist you with planning your event within budget and offer creative menus, elegant presentations and thoughtful service to deliver your guests a pleasant experience.

You must go in person to the UAlbany Catering office to discuss your event. The office is located in the Patroon Room (Campus Center, 2nd floor, across from the Fireside Lounge). You are expected to come to the first catering meeting with all of the following:

Proof that your space has been approved in Virtual EMS;

Catering's Student Group Event Planning Questionnaire completed, which includes:

The number of people expected to attend;

Your expectations for food/beverages;

A budget online;

Proof that your student organization has the funds to pay for requested catering options and/or proof your organization/group has applied for (or received) funding for your event.

Step 5: Other

If your event involves inviting the media, you must contact the University's Office of Communications & Marketing.

Helium balloons are not allowed in the Campus Center Ballroom or the SEFCU arena due to contradictions with the fire protection system. 

Follow all parking rules, if applicable

Contact the UAlbany Police Department to make them aware of your event (provide location, attendance, contact person and any other relevant information).

Review all policies listed on the Office of Student Involvement and Leadership event planning webpage, as applicable (i.e., Amplified Sound Policy, Protest Activity Guide, Political Activity On Campus Policy, Campus Center Rehearsal Space Policy and Campus Center Banner Policy).

Review the campus Alcohol Policy, if applicable.

Review publicity opportunities on campus, such as: exterior flyer posting, campus center banners, monitors, UAlbany website events calendar, and MyInvolvement.

Feel Free to Contact Us! Call the catering sales lines at 518-442-5986 and a catering specialist will return your call.

1. Email: UAlbany catering catering@albany.edu
2. Copy all inquiries to:
   1. Regional Catering Director: Bethann Anthony | Bethann.Anthony@sodexo.com | 518-344-8300
   2. Catering Manager: Rebecca Butts | Rebecca.Butts@sodexo.com | 518-442-5986