Group Dining

10 Days Prior to Arrival 

• Submit finalized program dates, dining needs, counts, and attendance confirmation. Refer to the chart at the end of this document for Short Notice Fees. 

• Any specialized arrangements will be specifically outlined on the contract (Extended hours, boxed meals, etc.). 

• Any dietary restrictions or food allergies must be confirmed at this time. 

• RIT Dining staff will distribute a copy of the finalized contract for electronic approval to confirm contract accuracy. 

5 Days Prior to Arrival 

• Increases to guaranteed counts are allowed. Based on group size, an additional administrative fee will apply. Refer to the chart at the end of this document for any Short Notice Fees. 

Group Count Updates: 

• If a group of 50 or fewer participants increase their group size, an additional fee of $1 per person per meal period contracted will be applied. 

• If a group of 51 to 100 participants increases their group size, an additional fee of $2 per person per meal period contracted will be applied. 

• If a group of 101 or more participants increases their group size, an additional fee will be applied based on your group size. RIT Dining will ensure you know the applicable fee before your group's first meal with us. 

• Group leads and contacts are responsible for providing all group participants with correct dining location’s hours of operations, meal times, arrangement details, and Dining policies. 

• Groups with participants under 18 years of age must be chaperoned and should not be left in dining locations unattended. 

• Groups dining at an All-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 coordinate this. 

• Groups are responsible for leaving dining locations as they found it. Any group that does not leave the dining location as they found it (e.g., leaving all your dishes on the tables) will be charged an additional administrative fee of $100.00 for cleaning. This fee will be applied to every meal period in which the dining location was not left as they found it. 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 contain or came in contact with peanuts and tree nuts, there will be an additional administrative fee of $250.00 for Allergen Cleaning. This fee will be applied to every meal period in which outside food was brought into Gracie's location. 

• Unauthorized use and sharing of meal cards is strictly prohibited. Misuse of cards will NOT be refunded. This includes but is not limited to, the following: The use of cards at locations or times otherwise indicated in the contract is prohibited and will result in additional charges. 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. 

» 10 Business Days Prior to Arrival

• Submit finalized program dates, dining needs, counts, and attendance confirmation. Refer to the chart at the end of this document for any Short Notice Fees.
• Any specialized arrangements will be specifically outlined on the contract (Extended hours, boxed meals, etc.).
• Any dietary restrictions or food allergies must be confirmed at this time.
• RIT Dining Staff will email a copy of the finalized contract for an electronic approval to confirm contract accuracy.

» 5 Business Days Prior to the Start of the Program

• All updated final counts must be submitted to the RIT Dining Business Office for dining production planning and programming purposes.
• Increases to guaranteed counts are allowed. Based on group size, an additional administrative fee will apply. Refer to the chart at the end of this document for any Short Notice Fees

» No Show: 

• If 50% or less of your group does not show up to a scheduled meal period, you will be charged for the full amount of the quoted meal period. 

» Cancellations:

• If for any reason the entire program is cancelled or meal cards are no longer needed, notify the RIT Dining Business Office more than 10 days prior to the event via the RIT Dining General Request form or by contacting the RIT Service Center. 

• Ten (10) days prior to arrival, any group who cancels completely after the signed contract will be charged a $100 fee will be charged or 10% of the quoted meal period, whichever is greater. 

• Five (5) days prior to arrival, any group who cancels completely will be charged for the full quoted contract. 

» Boxed Meals:

• All boxed meals will be billed on a guaranteed count basis. The group contact is responsible for pickup, and transport of all boxed meals requested. 

• If the boxed lunches need to be delivered, there will be a 10% service fee applied and the location and drop off time will need to be confirmed 10 days prior to delivery date. 

• Any group that does not follow the above rule of 10 days (e.g. submit finalized program dates, dining needs, counts, etc.) will have a Short Notice Fee applied. 

» All invoices will be submitted directly to the group contact and charged to the account number provided. Charges will reflect the terms and rates listed on the group’s contract.

• 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.

» Card printing fees are as follows:

• A $1.00 card printing fee will be charged per classic meal card 

• A $2.00 card printing fee will be charged per custom meal card 

» Custom card criteria includes, but is not limited to, the following: 

• Custom logos or icons. 

• Specific verbiage or phrases. 

• Additional card designs or brand elements. 

» A $1.00 card printing fee will be charged per meal card requested by the group. 

» 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 10 days between events 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. 

• Fees are $0.25 per card but include the following: (1) The Dining Business Office will collect any cards returned to the locations during your event, and (2) Cards will be cleaned, cataloged, and stored until the next event. 

» Fees to open a dining location for times outside of normal hours of operation will be charged on a half-hour basis and will be billed based on group needs and dining location. 

• The group must request the extended hours at least 10 days prior to the start of the event for staffing and planning purposes. 

» Fees to extend the hours of a dining location for times outside normal hours of operation will be charged on a half-hour basis and will be billed based on the following: 

• $100 per thirty (30) minutes OR 

• 10% of your quoted contracted amount for meal period, whichever is greater 

» Fees to open a dining location when it is scheduled to be closed will be determined by the individual locations and added to your quoted amount. 

» Extended hours fees are subject to additional charges based on group needs and the requested dining location. 

Short Notice Fees:

• 1-50 Participants with a 1-3 Business Day lead time: $75 fee
• 1-50 Participants with a 4-5 Business Day lead time: $50 fee
• 1-50 Participants with a 6-7 Business Day lead time: $25 fee

• 51+ Participants with a 1-3 Business Day lead time: $100 fee
• 51+ Participants with a 4-5 Business Day lead time: $75 fee
• 51+ Participants with a 6-7 Business Day lead time: $50 fee