Sage Catering

FAQs

CATERING

I am planning to serve my guests a plated meal. What information do YOU NEED?

Your coordinator will provide a form where you will identify the table and seat for each guest, the dish each guest is having for each course, and details about any guests requiring modified dishes due to dietary restrictions. During dinner service, the Banquet Captain will use this form to ensure that servers deliver the correct dishes to the appropriate guests.

To facilitate this process, name cards must be placed at each guest’s seat in accordance with the form. Name cards are not provided by Sage Catering. Please inform your guests not to change seats during dinner, as this may lead to confusion and may result in guests, including those with dietary restrictions, receiving the wrong meal. Sage Catering is not responsible for any consequences if a guest changes seats and receives an incorrect meal.

Can I offer my guests additional options for each course for plated meals?

Yes, additional options can be offered for any course at a cost of $10 per person for those who select the additional option.

How can I accommodate my guests’ allergies or philosophical food restrictions?

We recommend choosing a menu that naturally accommodates common dietary restrictions. If further modifications are needed, our chef can adjust dishes by removing ingredients or serving them on the side. If specific accommodations are still required, we can provide separate plated meals for those guests. Additional fees may apply for these custom meals.

Does Sage Catering offer a kid’s menu?

For buffet meals, children aged 3-6 are charged at half price. Children aged 7 and older are charged the same price as adults and should be included in your final guest count. The buffet is complimentary for children under 3. For plated meals, please contact your catering coordinator for kid’s meal options.

Can we hire external food vendors?

Outside food is not permitted, with the exception of wedding cakes and external dessert vendors (e.g., ice cream vendors). An external dessert fee of $2.50 per guest applies if the dessert is in addition to the catered meal. If the external dessert replaces the included dessert, a fee of $4 per guest applies.

Does Sage Catering allow homemade desserts?

No, homemade desserts are not permitted, as this would violate BC’s food safety regulations.

Can we pack up leftover food from our event and take it home?

No, leftover food cannot be removed from the venue, except for wedding cakes and pre-arranged lunch-to-go boxes. This restriction is in compliance with BC health and safety regulations. Sage Catering will discard any perishable food items left out for more than 2 hours in adherence to “Food Safe” practices.

CAN WE BRING OUR OWN WINE?

Yes, there is a corkage fee of $30 per 750 ml bottle of wine. You may take home any unfinished, resealed bottles of wine. Note that bottles of authentic Champagne cannot be brought in under the corkage fee but can be ordered through Sage Catering.

Can we bring in our own liquor, beer and other spirits?

No. Due to BC liquor laws, Sage Catering does not permit alcoholic beverages (other than wine) brought in by the event organizer. However, you may request liquor, beer, or spirits not listed on our menu through Sage Catering. Specialty products must be paid for in advance and cannot be taken home after the event, even if unopened.

What does Sage Catering need to know regarding bar service?

We will need information on how beverages will be paid for and your bar menu preferences. Payment options include:

  • Host bar: All drinks are tracked and added to the final invoice.
  • Drink tickets: Guests use pre-distributed tickets for a set number of drinks.
  • Cash bar: Guests pay for their drinks using credit or debit (cash is not accepted).

You can combine these options (e.g., a host bar followed by a cash bar).

For the bar menu, let us know:

  • Wine preferences
  • Whether you would like to offer highballs or shots
  • Beer selections (seasonal options available)
  • Signature cocktails (a minimum order of 25 per type of cocktail)
  • Non-alcoholic drink options (common options include juices, sodas, and sparkling water)
Besides food and beverage, what other charges will appear on my quote?

If your event is at The University Centre, your quote will include charges for food, beverage, equipment (A/V), labour (based on guest count, service type, and event duration), room rentals, taxes, and gratuity.

For events held at other venues, your quote will include charges for food, beverage, labour, catering fees (related to offsite service), linen, taxes, and gratuity.

How far in advance can I choose my menu?

We recommend finalizing your menu no more than 90 days prior to your event to ensure that the selected food items remain consistent. Prices may vary until 30 days before your event.

When is the deadline for submitting my final catering details?

Final catering details must be submitted 10 business days before your event. This includes the final guest count, menu selections, seating plan (if applicable), preferred floor plan with table numbers, bar service preferences, event schedule, and information about guest dietary restrictions. We recommend beginning this process 4-6 weeks before your event to allow ample time to address any questions.

How do I pay my deposits and final invoice?

UBC departments can pay with work-tags.

Payment options:

  • Pay with work-tags (UBC Departments only)
  • Call our main office at 604-822-0429 to pay by credit card.
  • Visit our office to make a payment in person.
  • Send us a cheque.

Cheques can be made out to:

Sage Catering
The University Centre
6331 Crescent Road
Vancouver, BC V6T 1Z2.

THE University Centre

What equipment comes with booking The University Centre?

Your booking includes all necessary food service equipment, such as silverware, glassware, plateware, tables, chairs, and linens.

Can we order catering equipment from external vendors?

Yes, external equipment can be ordered. Inform your coordinator about vendor arrival and departure times. If vendors arrive earlier than 90 minutes before the event or stay later than expected, additional labour charges may apply.

What AV capabilities does The University Centre have?
  • Main Floor (East & West): Two projectors and screens (one at each end of the room) are available for connection via a laptop and an HDMI cable. Built-in speakers connect to two wireless microphones.
  • Wall Ideas Lounge: Equipped with a Bluetooth sound bar for background music and a portable projector and screen. These can connect to a laptop via HDMI. Microphones can be rented for an additional fee.
  • Wall Collaboration Centre: Built-in projector, screen, and built-in speakers are available for connection via HDMI. Microphones can be rented for an additional fee.
  • Room 176: Portable projector and screen available for connection via HDMI. Speakers and microphones can be rented for an additional fee.
  • Room 175: TV available. A portable project and screen can be rented for an additional fee.
  • Room 173: TV available. A portable project and screen can be rented for an additional fee.
  • Room 172: Built-in projector and screen available for connection via HDMI. Speakers and microphones can be rented for an additional fee.
  • Room 171: TV available. A portable project and screen can be rented for an additional fee.
How many guests can sit at a round table?

Our 60-inch round tables comfortably seat eight guests.

How many guests can sit at a harvest table?

We recommend allocating two feet of table length per guest. For example, nine six-foot tables (totalling 54 feet) can seat 54 guests—27 guests on each side.

What is the maximum number of chairs for the Rose Garden?

The Rose Garden can fit up to 150 white folding chairs. Additional standing room is available. If renting chairs from an external vendor, the capacity may vary depending on the chair dimensions.

What are the fees associated with renting the Rose Garden?

The rental fee for the Rose Garden is $1,500 for 4 hours, which includes setup and teardown. An additional $50 fee applies for power and extension cord use. 

Is there a plug in the Rose Garden?

Yes, there is a plug located at the start of the path from the Rose Garden to The University Centre. If you need an extension cord, Sage Catering can provide one for an additional charge. 

Who will be my point of contact on the day of the event?

Your point of contact will be a Banquet Captain, who will be available for the duration of your event. The Banquet Captain will act as a liaison between you (or your event planner), the kitchen, and the service staff to assist with last-minute adjustments, such as changes to the floor plan or event schedule.

How do I create a floor plan?

You can provide your coordinator with a sketch or general notes, and they will create a draft floor plan based on your requirements. If you are unsure of how to start, your coordinator can create a preliminary floor plan and adjust it based on your feedback. If your event is at Cecil Green or The Robert H. Lee Alumni Centre, contact their venue coordinators for assistance.

Can I bring my own menus or place cards?

Yes, you are welcome to bring your own menus and place cards.

Can I use confetti or flower petals?

No. The use of sparkles, flower petals (real or fake), confetti, or rice is prohibited inside and around the venue. If any prohibited items are found after the event, a cleaning fee of $50 per hour will be charged.

When Can I access the venue for setup?

You can access the venue 90 minutes before your event starts. Staff will also arrive 90 minutes before your event start time for setup. If you require an earlier setup, notify your coordinator. Additional labor charges will apply for early setup.

what time can we hold our event UNTIL?

Sage Catering can serve until 1:00 a.m., as this is the latest our liquor license allows.

Where can my guests find parking near The University Centre?

The closest parking is at the Rose Garden Parkade. For details on location and pricing, please visit UBC Parking.

Are there any discounts for UBC alumni?

Yes, UBC alumni receive 10% off the room rental costs.

How do I pay my deposits and final invoice?

Payment options:

  • Can pay with work-tags (UBC Departments only)
  • Call our main office at 604-822-0429 to pay by credit card.
  • Visit our office to make a payment in person.
  • Send us a cheque.

Cheques can be made out to:

Sage Catering
The University Centre
6331 Crescent Road
Vancouver, BC V6T 1Z2