GUIDELINES

General Information

EDGE Catering caters events on the OSU-Cascades campus and offers pick-up options for certain events off-campus. Unless otherwise noted, all catering services are provided buffet-style with compostable service ware included. Orders are placed through CaterTrax. These guidelines follow and supplement the OSU-Cascades Events Operational Rules. Learn more about these rules by contacting Event Services.

Custom menu requests and retail case purchases may be submitted by email to catering@osucascades.edu.

Reservations & Ordering Process

The Reservations & Ordering Process section outlines how to initiate a catering order using CaterTrax and provides step-by-step guidance for university departments, external clients, and student organizations. It also includes instructions for invoicing, case purchases, and billing structures for events using mixed funding sources.

Getting Started with CaterTrax

To place a catering order, clients must first create an account in the CaterTrax system, which is accessible at https://beav.es/EDGEcatering. When signing up, users will need to provide their last name, email address, and create a password. Once the account is active, clients can browse menus, build quotes, and submit catering orders directly through the platform.

If you have not yet submitted an order and have questions about the process, special accommodations, or menu planning, please email catering@osucascades.edu before placing your order.

Once an order has been submitted in CaterTrax, all adjustments, questions, or communications related to that order must be submitted via the "Tracking Message" feature. This ensures all updates are centralized and reviewed promptly by the catering team.

External Clients (Non-University Groups)

• Must book space through Event Services before placing a catering order.
• Catering staff confirm room bookings before processing any orders.
• A billing contact (name, address, phone, and email) must be provided.

Internal Clients (University Departments)

• Must have booked space via 25Live before placing a catering order.
• Provide a valid index number at the time of ordering.
• Room changes must be communicated to EDGE Catering.
• Charges are billed after the event.

Student Organizations (RSO and DSO)

• Only student officers may place catering orders.
• Use of student fee funds must follow the Student Fee Committee and EDGE Catering Guidelines.
• Clubs may accept third-party sponsorship, but students must remain the main point of contact.
• Rooms must be reserved by the student club.

Mixed Funding Model (Internal)

1. The student organization places one complete order.
2. The order specifies which items are funded by internal index codes vs. external support (external partners or other university departments).
3. Dining will separate invoices accordingly for accurate billing.

Custom Case Purchases (Retail Items)

• Emailing requests to catering@osucascades.edu two weeks in advance.
• Ordering items in full-case quantities only.
• Approving the final quote before the order is placed.

These purchases can be funded through either internal indexes or external funds. A PDF menu will be made available for student organizations to choose from. All custom case purchases will be billed through EDGE Catering, and orders will be manually added by the Catering Admin. Standard case options available on standard menu.

Invoices

All EDGE Catering charges are billed after the event unless otherwise specified. For internal university clients, charges are processed via the index number provided at the time of ordering. External clients may receive a final invoice via email following the event and will be responsible for prompt payment according to the terms outlined in the quote or agreement. Student organizations using student fee funds must follow established invoicing procedures to ensure alignment with Student Fee Committee and university accounting practices.

Weekend & Holiday Events

• Weekend events must be requested 30 days in advance via email, with menu choices included.
• Holiday events are subject to staffing and evaluated on a case-by-case basis.

Menu Selection & Dietary Needs

EDGE Catering offers both standard menu selections and custom menus upon request. Custom menus allow for event-specific flexibility, regional or cultural considerations, and themed experiences that fall outside of our regular offerings.

Pick-Up Orders

EDGE Catering offers pick-up orders for select items from the menu during regular business hours. In accordance with Oregon State Food Service Laws, an individual retrieving a pick-up order is required to have a valid food handler’s card. When picking up an order, reusable catering supplies such as platters, utensils, and beverage dispensers may be provided.

All reusable items must be returned within one hour of the event end time provided at the time of ordering. Equipment not returned within one hour of the end of a pick-up order will be considered lost and the replacement fee will be added to the order. This fee may be waived at the discretion of EDGE Catering. Returns should be made directly to either the Catering Chef or the designated staff member on duty.

Any EDGE Catering equipment or supplies not returned on time will be considered lost, and the client will be billed a market value replacement charge, which will be added to the final invoice.

Disposable to-go packaging is available for purchase upon request. These are recommended when clients wish to remove food from campus or when events take place after normal business hours (after 7:00 PM).

For all pick-up orders, the client assumes responsibility for the safe handling of food once it leaves EDGE Catering’s supervision. It is required that at least one individual involved with the event has a valid food handler’s card.

Standard Ordering Timeline

• If a guaranteed guest count is not provided by 10 days before the event, EDGE Catering will use the number of attendees submitted at the time of the original order as the guarantee.
• 30 days before the event – Alcohol service request with finalized menu and to request weekend service
• 21 days before the event – Deadline to request a custom menu
• 14 days before the event – Finalize standard menu selections
• 10 days before the event – Submit guaranteed guest count
• 1–9 days before the event – Requests for changes will be reviewed at EDGE Catering’s discretion, some changes may be subject to a fee.

Fast Track Catering Service (Internal & Student-Facing Groups)

EDGE Catering offers a Fast Track Catering Service for internal university departments and student-facing organizations, such as student clubs and Student Life offices. This streamlined process allows for quicker turnarounds on smaller-scale or high-frequency events.

Eligible groups should email catering@osucascades.edu directly with the following details:

• Menu selections (standard or case-packaged items)
• Service time and date
• Event location
• Billing index or payment source

The Fast Track option includes a limited set of items on the menu and packaged products available for expedited processing. Orders submitted via Fast Track will be manually entered into CaterTrax by the Catering Admin. Menu availability is subject to product stock and staffing capacity.

Fast Track Timeline

• 7 days before the event – Order must be submitted
• 4 days before the event – Guaranteed attendance numbers and final edits due
• 1–3 days before the event – Only minimal changes allowed, subject to EDGE Catering discretion

Weekend & Holiday Events

• Weekend events must be requested 30 days in advance via email, with menu choices included.
• Holiday events are subject to staffing and evaluated on a case-by-case basis.

Special Dietary Needs

EDGE Catering is committed to providing safe and inclusive options for all guests. We regularly accommodate dietary preferences and restrictions including vegetarian, vegan, gluten-free-friendly, halal, and allergy-conscious meals.

We follow best practices in food safety and labeling and make every effort to comply with the Top 9 Allergens as defined by the FDA:

1. Milk
2. Eggs
3. Fish
4. Crustaceans
5. Treenut
6. Peanuts
7. Wheat
8. Soy
9. Sesame

If a guest at your event has specific dietary requirements, please include that information in your order notes or tracking messages. While we cannot guarantee an allergen-free kitchen, we take all reasonable precautions to minimize cross-contact. A menu with allergen information will be present during the event.

Important Notes on Special Diets

• Our facility is not a certified gluten-free kitchen. We offer gluten-free-friendly options, but trace cross-contact with gluten-containing products is possible.
• Pre-packaged allergen-safe foods can be purchased and provided when a higher level of assurance is required.
• Custom accommodations or specialty meals can be arranged when requested during the ordering process (additional costs may apply).

On-Campus Venues

EDGE Catering provides service across a variety of campus venues. Some locations may have specific limitations for setup, service, or clean-up.

• Minimums: Orders require a minimum of 10 guests and must exceed $50 to qualify for delivery. Orders under $50 may incur a delivery fee.
• Space Access: Hosts must ensure EDGE Catering staff have access at least 30 minutes prior to event start.
• Delivery Timing: Scheduled in advance; delays may result in fees.
• Building Support: Coordinate with Event Services or Facilities for key access or setup logistics.
• Unsupported Spaces:
  • Graduate Research Center (GRC)
  • Child Care Center
• Menu Restrictions: Certain items may not be approved for delivery to specific spaces.
• Service Placement: Determined by EDGE Catering based on safety and flow.
• Exclusive Service: All food and beverage must be provided exclusively by EDGE Catering.

Food Safety

• Food not consumed within two hours may be removed by staff.
• Clients may not transport leftovers using EDGE Catering equipment.
• EDGE Catering does not provide to-go containers.
• Service should not be delayed past scheduled pickup or end time.

EDGE Catering reserves the right to withhold leftovers or halt service if food safety standards are at risk.

Fees

Cancellation Policy

Standard Cancellations

• Cancelled within 2 business days: 100% charge
• Cancelled 3–4 business days before: 75% charge
• Cancelled 5–7 business days before: 50% charge
• Cancelled 8+ business days before: no charge unless custom items were ordered

Date Hold Cancellations

Cancellations within 14 business days may incur partial charges if the date was held and other clients were turned away.

• Minimum late cancellation fee: $100
• Additional charges may be assessed based on:
  • Staffing plans and prep hours
  • Calendar demand
  • Event size and complexity

Additional Service Fees

Custom Menu Fee Tiers

Tier 1: Basic Customization

Minor modifications to existing menus (e.g., swapping sides)

Fee: $25 flat fee

Tier 2: Themed or Cultural Menu Requests

Full redesign of a menu section (e.g., themed international meals)

Fee: 10% of event total, minimum $50

Tier 3: Fully Custom, Chef-Designed Experiences

Multi-course meals, curated experiences, tastings, presentations

Fee: Up to 20% of event total, minimum $100

Alcohol Service

EDGE Catering offers limited alcohol service for events hosted at OSU-Cascades. Alcohol service must follow University Standard 07-005 and all applicable state laws.

General Requirements

• Only beer, wine, and cider may be served.
• No liquor or hard alcohol will be offered.
• All alcohol service requests must be submitted at least 30 days prior to the event.
• Events must be registered with OSU Risk Management and require use of EDGE Catering's OLCC license.
• A $50 OLCC License Fee will be added to all alcohol services.

Minimums & Staffing

• Alcohol service requires a minimum total charge of $500 to proceed. If the total service cost does not exceed $500, the client will be billed the $500 minimum.
• One OLCC-certified bartender is required for every 50 guests.
• Alcohol service includes a 2-hour window of service, plus 1 hour of setup and cleanup.
• Additional bartending hours may be added at $50/hour.
• Alcohol will be charged based on the guaranteed quantity, with any overages billed after the event.

Service Conditions

• Alcohol service is only permitted outside of university business hours (after 5:00 PM).
• Alcohol must be served alongside food, and EDGE Catering must approve the menu. Food must remain available for the duration of alcohol service. If food is depleted or removed, bar service will be stopped immediately to remain compliant with university policy and state regulations.
• Alcohol service will end 30 minutes before the event concludes.
• Consumption is restricted to the immediate service area.
• Guests must show ID; bartenders will check identification for anyone appearing under 30 years of age.

Included Beverages

• Local Beer, Cider, and Oregon Wines
• Infused Water
• Canned Sparkling Beverages
• Choice of Seasonal Lemonade or Iced Tea

EDGE Catering reserves the right to refuse service to any guest and to limit or adjust alcohol service based on event size, location, or staffing availability.

Donated Alcohol

EDGE Catering does not accept or serve donated alcohol at events. All alcoholic beverages must be sourced and provided through EDGE Catering in compliance with OLCC regulations and OSU policy. This ensures proper licensing, service accountability, and adherence to risk management protocols.

Groups or sponsors wishing to contribute toward alcohol costs may do so through financial sponsorship arranged in advance but may not supply alcohol directly. No outside alcohol is permitted to be served, consumed, or stored on campus by event hosts, guests, or external vendors.