University of Montana Western logo.
Apply Visit More Info

Ordering Deadlines

To ensure we are able to meet your needs and expectations, we require the following: 

A minimum of one month notice for larger events (100+ guests).

A minimum of two weeks’ notice for smaller events. 

A minimum guest count is required one week prior to any event. Any changes within the one week window will be subject to product availability and staffing. We will make every effort to meet your needs and accommodate last minute requests. 

Quoted head count one week prior to an event is the count customers will be charged for.

Ordering Process

Complete an online Event & Catering Inquiry Form found on the UMW website. Campus Events & Conference Services staff will follow up one to two weeks of submission.

Last Minute Orders & Order Changes  

Orders placed within two-weeks of service will be assessed a $35.00 surcharge. Last minute orders may result in limited menu options.

Special Diet Accommodations

Accommodations for special diet options add $4.00 per request.

Customized Orders 

Orders made off-menu will incur additional fees.


Additional charges may be assessed for labor in special circumstances. Examples include time of year, additional labor required for event, etc.


A gratuity is charged at 18% of the cost of food for hosted events. 

Pick-Up Order Convenience Fee

An 10% convenience fee is added to all pick-up orders.

Campus Account Purchases

A 10% discount is applied to all orders placed with a campus index code.

First Right of Refusal

In compliance with State Health Department policy and the University’s food inspection license, organizations or individuals using University facilities may not sell or serve food or beverages that are provided by commercial or domestic sources other than the UMW Dining without prior approval. Only if the needs or wants of the organization or individual cannot be reasonably provided by the UMW Dining will special consideration be given.

An exemption for First Right of Refusal is required two-week’s in advance. Complete a First Right of Refusal form found on the UMW website.

Cross Contamination, Food Allergies, Special Diets Disclaimer

UMW Dining welcomes the opportunity to serve our guests with dietary needs and preferences. Please inquire with Event Planning staff about our custom dietary meal service options.

While UMW Dining makes every attempt to accommodate individualized dietary needs, please be aware that UMW Dining prepares items contacting eggs, fish, milk, peanuts, shellfish, soy, tree nuts, and wheat. Every effort is made to safely prepare and serve foods but there is always a risk of cross contamination of allergens or gluten. In addition, there is always a possibility of cross-contact and suppliers and manufacturers may substitute or modify products at any time, without notifying us. Individuals with food-related dietary concerns should be aware of these risks. Questions about ingredients should be directed to the Director of Dining Services. It is the responsibility of the individuals with food allergies or dietary concerns to make the final judgement about whether a food item is appropriate for them.

Equipment Use Charge

Charged at market value.