Group Dining

Group funds for large, complex, or multi-day events should be requested at least one month ahead of the event's start date. For smaller groups dining within our hours of operation, we require a minimum of seven business days to process a group request. 

Seven business days prior to arrival, the contract will need to be completed by the Dining Business Office and approved by the requestor to be finalized. Changes made after this time will be subject to availability and may be applicable to the fee schedule below. Contract approval will require details including: 

• Dates, times, dining locations, attendance numbers, and incidental needs
• Boxed meals- counts, menu, dietary accommodations, and delivery details, including fees
• Extended hours and location details including fees
• Dietary restrictions/needs and agreed upon accommodations
• Identifier noted for All-You-Care-To-Eat dining facilities

• Group leads and contacts are responsible for providing all group participants with correct dining locations hours of operations, mealtimes, arrangement details, and dining policies

• Groups with participants under 18 years of age must be chaperoned and should not be left in dining location unattended. Please refer to K-12 University Center Policies for further information.

• Groups dining at an AU-You-Care-To-Eat location must have a way to identify themselves (e.g., T-shirts, lanyards). If the group does not have a way to identify themselves, please contact the RIT Dining Business Office when submitting estimated counts. We may be able to assist in coordinating this.

• Groups are responsible for leaving dining locations in the same condition they were in upon arrival. Any group that does not leave the dining location as they found it (e.g., leaving dishes on the tables) will be charged with the applicable cleaning fee for each meal period in violation.

• Gracie's is a peanut and tree nut free facility which means that no outside food is allowed in the dining location. If any food is brought into the facility that could compromise our status as an allergen-friendly facility, there will be an applicable cleaning fee for each meal period in violation.

• Unauthorized use and sharing of meal cards is strictly prohibited. Misuse of cards will NOT be refunded. Unauthorized use includes:

  • The use of cards outside of the locations and meal periods agreed upon in the contract

  • Allowing unaffiliated groups or individuals to use the meal cards and funds provided by the RIT Dining Business Office.

  • Any lost or stolen RIT IDs and/or meal cards must be reported immediately to RIT Public Safety by phone at 585-475-2853 or text at 585-205-8333. Any charges incurred on cards until they have been reported lost or stolen are the responsibility of the group. For a replacement card, contact the RIT Service Center at 585-475-5000 or help.rit.edu, Monday-Friday, 8 a.m.-4:30 p.m..

• All-You-Care-To-Eat meals will be charged on a guaranteed count basis or the number of participants, whichever is greater.
• Final numbers will be due within seven business days of the contract start date.
• For all other meals, the account will be billed based on the amount spent.

• If your program is cancelled or meal cards are no longer needed, notification must be submitted at least seven business days prior to the event through the RIT Dining General Request form or the RIT Service Center.
• Groups that cancel within seven business days of the contract start date will incur cancellation fees.
• Participants added within seven business days of the contract start date may be subject to short notice fees.

• Standard Boxed meal contains sandwich, chips, fruit, and a cookie. Additional items/customization are available upon request and subject to additional charges.
• Billed on a guaranteed-count basis with service fee.
• The group contact is responsible for pickup and transport of all boxed meals.
• Seven business days' notice is required for boxed lunch requests, including guest count and dietary restrictions, to avoid short notice fees.

• Charges will reflect the terms and rates listed on the group's contract.
• All invoices will be submitted directly to the group contact and charged to the account number provided.
• Group contact is responsible to ensure all billing and contract details are approved and communicated to their corresponding departmental contacts.
• All account combinations provided must be enabled to ensure timely billing.
• External groups must submit a completed W-9 form and Tax-exempt documentation (if applicable) 7 days prior to arrival to ensure proper invoicing.
• Invoices for all groups will be issued at the start of the month following the event.

• Group cards are available to be printed at variable rates for Classic RIT Dining Cards or as Custom Cards. Custom Cards include:
  • Custom logos or icons
  • Specific verbiage or phrases
  • Additional card designs or brand element
     
• If using RIT IDs, it is the responsibility of the attendee to always keep their RIT ID with them, otherwise admittance into All-You-Care-To-Eat dining locations will not be allowed unless the participant has another method of payment.
   
• Card Recycling:
  • The Dining Business Office requires seven business days to recycle cards properly.
    • All cards that are still in your care will have to be returned to the Dining Business Office after the event has ended
    • The Dining Business Office will collect any cards returned to the locations during your event. Cards will be cleaned, catalogued, and stored until the next event

• 21 days notice required for extended hours
• Fees to extend the normal hours of operation for a dining location will be charged on a half-hour basis and will be billed based on group needs and dining location
• Fees to open a dining location when it is scheduled to be closed will be determined by the individual locations and added to the quoted amount
• Extended hours fees are subject to additional charges based on group needs and the dining location being requested

• Standard cleaning fee-$100
• Allergen cleaning fee-$250
• No-show fee-100% of contracted rate
• Cancellation fee-within seven business days of the contract start date-$100 or 10% of quoted contract, whichever is greater
• Cancellation fee-within four business days prior to the contract start date-Full quoted contract price
• Boxed meal service fee-10%
• Card printing fee-Classic card-$1 per card
• Card printing fee-Custom card-$2/card
• Extended hour fee-quote will be based on group needs and requested location
• Opening location fee/Private Event Fee-subject to group needs, location, and availability
• Short notice fee-$50/participant added within 7 business days of contract start date
• All prices are subject to change