USC Clubs
Outside Catering Policy & Procedures
To ensure a safe and seamless catering experience while honoring our lease agreement with Western, the following policies must be followed when requesting to bring in outside food to the University Community Centre.
Advance Request:
Submit all requests in writing at least 14 days in advance.
Include:
Reason for the exemption
Restaurant name
List of menu items
Delivery method
Event date
Restaurant Location:
Must be located within 50 km of London, Ontario to ensure safe food transport.
Vendor Requirements:
Must hold all required licenses, permits, and Green DineSafe certification.
Food must come from a facility that complies with local health regulations.
All staff handling food must have valid food handler certifications.
Delivery & Inspection:
USC Catering reserves the right to inspect all food items upon delivery for safety compliance.
Food Safety Standards:
Food must arrive in disposable trays compatible with our hot holding equipment.
Temperature requirements:
Hot food: above 140°F (60°C)
Cold food: below 4°C (40°F)
Reheating fees may apply if temperatures do not meet these standards.
Service Support & Approval
USC Catering can support your event by providing hot holding, serving equipment, and staffing. A service quote will be provided prior to the event, and your group will be responsible for all associated fees. Outside catering is only allowed in designated areas, and the approved catering team is responsible for setup and full cleanup, including removing equipment and food waste.
Please note: We reserve the right to reject any restaurant or food delivery if safety protocols are not met. Special requests may be considered on a case-by-case basis by management.
For all inquiries or to submit an outside catering request, please contact: Courtney Cromwell at courtney.cromwell@westernusc.ca.
Event & Cancellation Policy
If USC Catering must cancel or postpone an event due to restrictions imposed by Western University, the local health unit, or the provincial government, the client agrees to either:
- Reschedule the event based on available dates, or
- Mutually cancel the event, in which case all payments made will be refunded minus any non-refundable costs paid to third-party suppliers.
This same policy applies to any force majeure event or act of God. If the client cancels the event:
- All deposits remain non-refundable.
- If canceled within 7 days of the event, 50% of the total balance will be retained by The USC Catering team.
Menu selections may be made anytime after contract signing but must be finalized no later than 14 days prior to the event. Bar options may be changed up until 7 days prior to the event.
The client may increase the guest count up to 72 hours before the event. Any increase over 10% of the confirmed total is subject to the Chef team's ability to accommodate. The final invoice will reflect any guest increases.
Our Commitment & Limitations
At The USC, we're dedicated to providing all the goods and services outlined in your official quote- exactly as promised. We also work with trusted third-party partners to bring you top-quality products and experiences. While we hold our partners to high standards, The USC can't be held responsible for any issues or damages that result from a third-party vendor's actions. If a concern arises, we'll happily help connect you with the supplier so you can resolve it directly.
Please note that the University Students' Council operates under a lease agreement with Western University here in London, Ontario. Because of this, The USC isn't responsible for parking changes, construction, or other campus adjustments beyond our control. That said, we'll always do our best to keep you informed of any disruptions and make things right wherever we can.
