CATERING POLICY

POLICY STATEMENT/PURPOSE:

All ARH entities and employees are expected to comply with established guidelines when providing food and beverages during hospital-related events.

Beverages and food are often an important adjunct to business meetings and activities at Appalachian Regional Health. To support and provide these services in a quality and cost-effective fashion, specific guidelines have been established.

RESPONSIBILITY:

The Appalachian Regional Health leadership, managers and employees

DEFINITIONS:

N/A

PROCEDURE:

1. Appalachian Regional Health departments must annually provide, as part of the budget process, an itemized projection of planned events requiring food and beverage services. All these events shall be discussed and justified as part of the budget process and submitted to Accounting in these GL accounts:
   • Catered Food:
     • Purchased Services – Intercompany if provided internally by Food and Nutrition Services.
     • Outside Catering and Beverages if acquired from outside sources.


2. General Guidelines:
   • Appalachian Regional Health does not fund office/departmental dispensed water and beverage services for the exclusive use of hospital employees. Providing reliable water fountains and/or vending machines with a water selection is encouraged. Departmental alternatives to bulk water and/or coffee service must be paid with non-Appalachian Regional Health funds.
   • Offering or providing beverages and food as part of routinely held business meetings is not funded by Appalachian Regional Health. Instead, the meeting facilitator or leader should allow for breaks that provide opportunities for participants to acquire their own beverages and food through established food service operations and/or Micro Market and vending areas. When clear business reasons for catered food and/or beverages exist, the service must be acquired as follows and approved / monitored through the budget process.
     • Catering requests for on-site food and beverages weekdays from 6:30 a.m. to 4:00 p.m. are to be acquired from the Food & Nutrition Services (FANS) department. Every attempt will be made to accommodate desired services internally at the most competitive price and level of service. On occasion, however, exceptions will be approved through Food & Nutrition for reasons due to event size, demand, kind of service, location and scheduling.
     • For meetings held during retail café service hours, department charge meal tickets should be provided to meeting participants in lieu of catering as the most cost-effective solution.
     • When catering is required, a catering request shall be submitted to FANS in advance as follows:
       • Beverage and/or snack service: 3 business day
       • Breakfast, including continental, and lunch service (weekdays 6:30 am – 4:00 pm): 5 business days
       • Dinner service (weekdays after 4:00 pm): 7 business days
       • Special events, including large groups, plated service and weekends: 10 business days
     • Where the services cannot be provided internally, the sponsoring department may acquire catering through local vendors. External catering requests must be approved by a CEO or above. External catering without prior approval shall not be eligible for reimbursement.
   • Beverages and/or food provided for waiting areas, hospital pantries and physician lounges is to be acquired internally through Food & Nutrition Services. If FANS is unable to provide the approved service, they will work with the department / unit and Purchasing to arrange for alternative services.


3. Celebrations and Recognitions:

   Each hospital department maintains the opportunity to provide funding for special food and beverage services for key events such as the following. The locations for these events shall normally be decided based on the purpose of the event. Whenever possible the service should be planned in advance and acquired through FANS.

   • Years of service
   • Significant retirements or farewells (more than 10 years)
   • Special achievements such as program graduations and reaching customer service and financial targets
   • Approved educational events with defined objectives and continuing education credits. This does not include routine staff and management meetings.


4. Human Resource Activities:

   As part of recruitment and orientation efforts by Appalachian Regional Health. Human Resources may choose to establish an estimated annual budget figure for providing food and beverages during these activities. Recognizing these activities and meals may occur away from the Hospital, Appalachian Regional Health encourages moderately priced ($17 - $25 per person) restaurants be utilized.



5. Off-site and Remote Locations:
   • Some events, because they are approved for off-site or remote locations may acquire catering services by utilizing an outside catering vendor. Every attempt shall be made by the user when planning these types of events to obtain competitive bids for services.