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Creating Your Event


Once you’ve scheduled your venue, your next call should be to the main UW Catering & Events Office at (307) 766-2050. 

When you call our office, we’ll need to know the following information:

● Location

● Date

● Time

● Estimated number of people

● Event budget

● Billing information for booking/reservation


Tips for a Successful Event

One of the most important aspects for a successful event is providing adequate time to plan, organize, and execute an event. 

● Please book your event as early as possible; preferably at least one month in advance if at all possible.

● Certain high volume periods, such as home game weekends during football season, orientation, and graduation may require more advance planning.

● All details, menu items, and guest counts must be finalized at least three working days prior to an event. Any changes requested after that point, if it is possible to make them at all, may incur additional charges.

● All guaranteed guest counts are final. Event sponsors will be charged the final guarantee or the number served, whichever is higher.


Event Confirmation

An event contract form will be sent to you for your review. Please carefully review all details for accuracy. After you approve your contract via a confirmation e-mail, UW Catering will begin preparations for your event.

An estimated number of guests will be required at the time you book your event, followed by a final guarantee number no less than three (3) BUSINESS days in advance of the event. Clients will be charged the final guarantee or the number actually served, whichever is higher. Due to the fact that food must be ordered and staffing secured, guarantees will not be reduced after the final guarantee is received. Every effort will be made to accommodate increases, to ensure all your guests are served. Certain specialty items and holiday closure schedules may require more advance guarantee time.


Additional Information

● All meals served in the Marian H. Rochelle Gateway Center or the University of Wyoming Conference Center will be presented with china, glassware, linen, and silverware at no additional charge. Receptions and other events will be served on compostable, disposable serviceware unless otherwise requested. Due to the additional labor necessary for transportation, any request for china service outside the Gateway Center or Conference Center will be assessed an additional charge of $3.00 per person served.

● All delivered orders must meet a minimum of $120; orders falling below this minimum will be available for pick up.


Billing

All events will be billed through the Residence Life and Dining Services Business Office. Billing information is needed at the time of booking to secure your reservation. Billing is based on guarantee or actual number of guests served, whichever is greater. Payment is expected within 30 days; those past due may incur finance charges.


Linens

UW Catering provides tablecloths and a wide array of colored cloth napkins on all served and buffet meals. Linen will be provided for the food tables only on other events. Specialty linens can be provided with advanced notice for an additional fee. *Subject to availability.


Leftover Food

University of Wyoming Catering & Events will ensure enough food is prepared and served to meet the number of buffet guests guaranteed by every client. However, state and county health codes prohibit any temperature-sensitive food from being taken by clients after an event, and as such is strictly prohibited. Items ordered by quantity, but not temperature sensitive such as dozens of cookies, pastries, breakfast breads, and other baked goods, may be taken after an event. Unused product will be donated to the Laramie Soup Kitchen.


Allergens and Dietary Restrictions

UW Catering will work diligently to ensure any food allergies or sensitivities are met and addressed. We ask that all clients proactively reach out to their guests early to identify any guests who might have special needs due to religion, personal preference, or dietary necessity. Note that deviations from the menu may incur additional costs and in certain cases may not be possible. Please note that any specific dietary needs must be addressed in advance, as we have limited ability to respond to such requests while serving your event.

**Food provided by the University of Wyoming have been produced in a facility that contains tree nuts, peanuts, soy, milk, eggs, wheat, shellfish and fish.**


Custom or Personalized Menus

Our chefs would love to create a customized menu for your event. Our staff is adept at replicating dishes from around the world, as well as creating unique new menus for special events. Such special menus require research, specialized and often costly products that often take longer to procure, as well as additional staffing. We are happy to design new and exciting menus for our clients, but by necessity must price such menus on a case by case basis, and will by necessity be more costly than selections from our published menu. Please contact our catering manager for details and requests.


UW Catering & Events – Guide to Bar Services

UW Catering and Events provides a variety of types of bar services in cooperation with a collection of approved vendors here in Laramie. Services range from wine service to full cash bars. ***All bar service arrangements must be made through UW C&E. Bar services which require the use of an approved vendor must have all details and information submitted to UW C&E a minimum of 14 days before the event date, in order to meet the city permit application deadline.


Cash bar arrangements are available for “Beer and Wine only” and “Full” bars.

For cash bars of any kind, UW C&E will utilize the services of an approved vendor. The vendor supplies the products necessary for the bar, including bartenders. The client is responsible for paying for the bartending labor ($20/hr/bartender), bar setup fees ($50/bar), a city permit application fee ($75), any event insurance required by the vendor (determined by vendor) and gratuity (18% sales). These fees are included for all bar services which require the use of an approved vendor.


There are several options when considering a hosted bar arrangement.

For hosted full bars, UW C&E will utilize the services of an approved vendor. The vendor supplies the necessary products, including bartenders and also keeps track of the drinks being served at the event. The client is responsible for paying for all fees associated with an approved vendor, in addition to the cost of all drinks consumed by the guests. The final cost of the bar services will be charged to the client via the UW Catering and Events invoice after the event.


For hosted Beer and Wine only bars, there are two options:

● UW C&E can utilize an outside vendor where the vendor supplies the necessary products, including bartenders and keeps track of the drinks being served at the event. The client is responsible for paying for all fees associated with an approved vendor, in addition to the cost of all drinks consumed by the guests. The final cost of the bar services will be charged to the client via the UW Catering and Events invoice after the event, similar to a hosted full bar.

● 2. UW C&E can provide a limited bar service. UW C&E supplies the bartenders, glassware and other service equipment. Bartending labor costs $20/hr/bartender, and there is a setup fee of $50/bar. There are not permit, insurance or gratuity fees associated with this type of service. However, the client is responsible for ordering the alcohol and having it delivered to UW Conference Center prior to the event. Businesses such as Gateway Liquors and Northridge Liquors regularly take orders like these and are very helpful if there is uncertainty about types or quantities of alcohol to order.


*** Please contact our Assistant Director, Joseph Sanchez, for further assistance. ***

Email: jsanch13@uwyo.edu

Office: (307)766-2057

UW Catering and Events does not hold a license to purchase or sell alcohol. UW Catering, based upon availability, can provide service staff to serve your alcoholic beverages. UW C&E reserves the right to refuse service to any person or event when it is in UW C&E’s sole opinion and judgment that such service would constitute an infraction of these regulations. Alcoholic beverages sales and service are subject to the rules and regulations of The State of Wyoming Liquor Control Board.


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Residence Life & Dining Services

Dept. 3394 1000 E. University Ave.

Laramie, WY 82071-2000

Phone: (307) 766-3175

Toll Free: (866) 653-0212

Email: reslife-dining@uwyo.edu

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