Terms and Conditions
Additional Terms and Conditions
The following policies will help ensure a safe and well-planned event:
In order to ensure that your event is successful, it is imperative that we have an accurate estimated count of guest participants. An approximate count should be provided at the time of booking. A guaranteed guest count is required by 11:30 am five (5) business days prior to your event. If the Food Services office is not notified of a final count within five (5) business days, the initial count given will be the set guarantee and the customer will be billed accordingly. At this point, your numbers may increase, but they cannot decrease as our preparation has already begun. Any increase in the guest count after the guarantee deadline will incur a price increase of 1.5 times the regular cost. Please note, identical menu items are not guaranteed.
Prices quoted in the Cowboy Café Catering guide do not include sales tax. The prices in our catering guide are based upon current market conditions and are subject to change without notice. We reserve the right to adjust pricing based upon these 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 the tax exempt certificate is provided one week prior to the event.
A late reservation fee of 15% will be assessed for any catering event orders placed within three (3) business days of the desired event. Catering orders placed without sufficient notification will be subject to a limited menu and service availability.
Services and prices are for normal business days (M-F 7:30 a.m. to 4:30 p.m.) in accordance with the University calendar.
Cowboy Café Catering sets a minimum of 12 guests for all meals unless otherwise stated on the menu. For events with less than 12 guaranteed guests, a $30.00 fee will apply.
Deliveries made within the boundaries of the OSUIT campus will incur a $35.00 fee for set up and pick up. Off campus delivery services are not available.
If it should become 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 cancelled within three (3) business days of an event, based on food and labor costs accrued up to the time of the cancellation. If OSUIT is closed due to inclement weather or other acts of God, all catered events will automatically be cancelled.
Guests requiring specialty meals (i.e vegetarian, diabetic, or other food allergy requests) must also be confirmed five (5) business days prior to the event. Special meals added by a guest of client during the event are 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 choose dining table linens and napkins. (Standard house colors include: black & orange). Request for linen service must be made a minimum of 10 business days prior to the event.
House table cloths are available at $4.00 each
Extra color overlays at $4.00 each
House linen napkins are available at $1.50 each
Specialty table cloths (colors other than standard) start a $5.00 each
Specialty napkins (colors other than standard) start at $2.50 each
Our catering department provides a standard setting of china for all lunch events located within the Student Union, unless otherwise requested by the guest. Cowboy Café Catering provides disposable products as our service standard outside of the Student Union.
Should special equipment, china, or tables be required, we will charge for the required items and add the additional rental charges to your final bill. You will be apprised of the cost of the rental items when the arrangements for your event are finalized.
In accordance with the Oklahoma State Department of Health codes, any leftover food cannot be distributed to the host, or guests, following a catered function. Credit for those portions unused will not be made available.
To ensure that all event details are accurate, a contract will be e-mailed regarding the details. Please review the contract for accuracy; if there are any discrepancies you will need to contact Dining Services immediately by phone or email. Before signing and returning the contract, review the cancellation policies and procedures of Cowboy Café Catering.
OSUIT Departments and student organizations can make payments through University Bursar or CVI accounts. Individuals or community groups without a university approved account are required to place a 50% deposit on all orders at the time of reservation. The remaining balance of the order is due three (3) business days prior to the event. Cash, major credit cards, and checks are accepted. Any discrepancies in count or charges should be identified and resolved with management prior to departure from event.
The Cowboy Café is the exclusive provider of food and beverage services on the OSUIT campus. No outside catering may be provided without the prior approval of the Student Union Services office.