Prepared Food/Catering

Pizza is the most commonly purchased food for RSO meetings and events. Student Life has an established relationship with Papa Johns for purchasing pizza. We use Papa Johns consistently because having 1 pizza vendor helps to prevent confusion. Also, the delivery drivers get to know the campus and where to make delivery. When processing multiple pizza orders each day, this is the most efficient way for Student Life to serve RSOs.

When buying prepared food for meetings and events, the Student Life Logistics Request Form at least 10 business days in advance. The selected vendor must allow tax exempt purchasing and must allow Student Life personnel to make payment over the phone or online using a college credit card. Whenever possible, the vendor must deliver to campus. If the vendor does not deliver, it is the responsibility of the RSO to pick up their order. The RSO is responsible for bringing the receipt to Student Life immediately. 

Any time prepared food/catering is provided for a meeting or event, the following documentation is needed to reconcile the expense: (1) Receipt, (2) attendance/sign-in sheet, and (3) meeting agenda or flyer promoting the meeting/event. If Student Life purchased the food on behalf of the club, documents must be submitted to Student Life immediately following the event. If purchased by the advisor using a One Card, these documents should be scanned with the receipt(s) and uploaded when reconciling the expense(s). Failure to submit these documents will prevent all future orders for your RSO.

Non-Prepared Food

Occasionally, RSOs will host events where they purchase ingredients to make food for events. This is allowed, but be cautious about what you’re purchasing and make sure that you are using safe and sanitary practices when handling food. The person who prepared the food should also provide signage indicating the ingredients to notify individuals of potential allergens.

Potlucks

RSOs can host potlucks on or off campus but should do so cautiously. When you host a potluck, you have no control over how food is prepared or handled. Sometimes food needs to remain hot or cold, and the participants may not have a safe place to keep the food for your event. You wouldn’t want a situation where one (or more!) of your guests gets food poisoning after your event because of poor food handling. If your RSO chooses to host a potluck, it is strongly recommended that you remind participants to handle food carefully and safely to prevent illness. If refrigeration is needed, Student Life MAY have space available, but this is dependent on departmental needs/availability.

Food/Drink Challenges

Due to health and safety concerns, events involving food or drink challenges are not permitted. This includes, but is not limited to, events where food or drinks are involved that center around consuming foods of a certain quantity, at a certain spice level, at a certain speed, etc.

Meals & Tipping

LSC does not allow per diem. Employees and student leaders purchasing on behalf of the college are expected to be reasonable in purchasing meals at restaurants. We are expected to be good stewards of funds...Optics matter! 

Please use the following guidelines for tipping. No tipping is required for catering purchased from the contracted foodservice provider at LSC-CyFair.

• Restaurant Dining - 15-18% of overall bill - Do not exceed an 18% tip.
• Pick up - No Tip
• Food Delivery - $10-20
• Catering Service - 10-15% of bill, max. $100 (catering employees deliver and set up service, clean up after)
• Full-Service Event Catering - 15-18% (catering employees dress/set tables, serve food/drinks, clean up)