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Scholar’s Table FAQs

FULL-SERVICE EVENT CATERING

When to Book

For the best selection of venues and service providers, we recommend booking your event at your earliest convenience. We try our very best to accommodate last-minute bookings. Please contact us to find out how we can make your event a success!

Event Venues

Whether you are planning a conference, gala dinner, corporate meeting, or informal function, UBC Okanagan offers a range of venues to suit. See our events page for details about our most popular venues, but keep in mind that we can often host you anywhere on campus.

Staffing

Staffing levels are based on number of guests and service type. Please note these ratios are guidelines only, and that requirements vary depending on the size and scope of your event.

1 server per 20 guests for plated meals
1 server per 25 guests for buffet
1 server per 30 guests for receptions
1 bartender per 100 guests
All events have a supervisor/host for the duration of the event

For all events, we recommend consulting with a Catering Manager to ensure a seamless experience for you and your guests.

Staff are scheduled for a minimum of 4 hours, with 1.5 hours for setup and 1 hour for take down.

Menus

Looking for something that’s not on the menu? Our expert culinary team is happy to work with you to create the perfect menu for your event.

Alcohol Service

We are a licensed caterer with the LCLB of BC, offering two types of alcohol service:

Cash bar – Guests purchase their own drinks with cash, debit or credit.

Host bar – Client purchases all drinks and is invoiced based on consumption.

Bar service with glassware requires a server in addition to a bartender.

If your event is taking place at an unlicensed facility, your Catering Coordinator will gladly arrange a liquor license for you. A $75 administration fee applies.

Rentals

Any rentals that your event requires will be expertly handled by your Catering Manager.

Payment

We accept payment by Journal Vouchers (UBC clients only), certified cheque, Visa and MasterCard. Prices listed do not include applicable taxes or gratuities. When paying with a Journal Voucher your Table order is GST and gratuity exempt.

Cancellation Policy

Please see our Catering Event Contract (section 6.0) for full details.

Allergies & Dietary Restrictions

Scholar’s Catering will accommodate allergies and dietary requirements whenever possible. Please notify us of any dietary requirements as early as possible so we can do our best to accommodate them. We do not have an allergen- or gluten-free kitchen, but we do our utmost to prevent cross-contamination and to communicate information about allergens to our customers.

Scholar’s Pantry FAQs

DELIVERY CATERING

Placing an Order

Orders can be placed by phone (250.807.8509) or by email. Orders must be confirmed by 10:00am one business day prior for next-day deliveries on the UBC Okanagan campus.

Minimums

Minimum order is $50. Deliveries on statutory holidays require a minimum pre-tax order of $200 and may be subject to additional labour charges.

Service Details

Scholar’s Pantry does not include service staff or rental items. Compostable and biodegradable paper service is available on request:

Coffee Service includes complimentary cups, stir sticks, cream, milk, and sugar. Please note on your order if you do not require cups or stir sticks.

Full Paper Service | $0.75 per person | Paper plates, napkins and recyclable cutlery.

Customers are encouraged to use reusable alternatives to disposable plates, cups, and cutlery to reduce waste.

Tablecloths are also available for $12 each, on request.

Event Venues

Your Catering Manager will help you find the perfect space for your event. Please see our events page for a list of favourite locations on campus, or contact us for details.

Order Changes

New orders or changes to existing orders must be made by 10:00am one business day prior to the delivery date. Hot lunch orders require two business days’ notice.

If you cannot meet the deadline, please contact our office and we will do our best to accommodate you.

Payment Details

Payment is required at time of order. Accepted methods include Journal Vouchers (UBC clients only), Visa and MasterCard. While we finalize our new online ordering system, we will call for your credit card details after your order is submitted. When paying with a Journal Voucher your Pantry order is GST exempt.

Delivery

Scholar’s Pantry orders are delivered and set up by our Delivery Specialists.

Delivery is offered seven days a week and is free of charge on the UBC Campus. Deliveries are scheduled within a 30-minute window and include equipment pickup, if required.

Cancellation Policy

Cancellations must be made by 12:00pm two business days prior to the delivery date.

After 12:00pm two business days prior to the delivery date a fee of 50% of your food and beverage order will apply. Any cancellations after business hours one business day prior to the delivery date are subject to a 100% fee.

Allergies & Dietary Restrictions

Scholar’s Catering will accommodate allergies and dietary requirements whenever possible. Please notify us of any dietary requirements as early as possible so we can do our best to accommodate them. We do not have an allergen- or gluten-free kitchen, but we do our utmost to prevent cross-contamination and to communicate information about allergens to our customers.