King Library guidelines to Outside “Approved Caterers”
The meeting rooms in the King library have a different catering process than the rest of San Jose State campus, as we are jointly owned and paid for by both the City and the University and we have policies that need to be adhered to.
If another caterer is to be used then the requested caterer must be one chosen from the San Jose State “Approved Caterer’s list.” This list shows caterers that have been authorized by San Jose State Procurement and proof of insurance is up to date.
Once an approved caterer is chosen it is best to contact the Events Coordinator: Candice McGee (408) 808-2011 to go over set up requirements and to answer any questions that may hinder the event from being a success.
Small food orders: (not requiring chaffing dishes. Example: box lunches, pizza, etc.)
Caterers can use the main entrance (4th street and San Fernando) for delivery to the rooms during open library hours.
Large food orders: (requiring use of the loading dock)
Delivery:
If the caterer of choice is using the loading dock it is only available, during the hours of 9:30-11:30 am and 1:30- 3:00 pm Monday through Friday. Saturday and Sunday the loading dock is not available (or someone will need to arrange with the city to move the trucks out and back in).
Due to the new parking situation on 4th, the other alternative is to use the staff entrance but someone (yourself) will need to be at the gate while they bring the food in and out.
Cars/Vans cannot be parked in the loading dock driveway without being subject to a ticket.
The staff entrance door cannot be propped open.
Library staff will need to escort catering up the staff elevators to the rooms.
Staging/Food Prep:
Must be done in room 255/257 only. These rooms must be booked prior to the day of the event.
The meeting room foyer area, hallway and area in front of the doors to the staff elevator are not to be used for staging.
Room Set Up:
King library will provide in the rooms – (the number of tables and chairs will be determined by the room design and the number of attendees all set ups must be in compliance with Fire Marshall codes and ADA compliance)
- 5ft wide by 3ft deep rectangular tables for dining and food service,
- Standard meeting room chairs
King library does NOT provide in the rooms – (these items will need to be rented from a Party Equipment vendor, arranged by the requestor reserving the room and at the cost to that said requestor)
- round tables
- table linens
- cocktail rounds
- stages
- dishes, glassware, eating or cooking utensils
- cookware
If chaffing dishes are being used, the only tables that can be used are the non-rolling ones (heat from the chaffing dishes burn the tops of the rolling tables even if they have cloths on them.)
Cooking in the room – NO
Refrigeration – NO
Microwave - NO
Who locks and unlocks the room? Rooms should be unlocked prior to the event start time. If the room is not open please contact (408) 808-2129 or security (408) 808-2635.
Will there be media requirements? All media requirement need to be requested prior to the date of the event (and requested on the reservation form submitted to the Events Coordinator)
Spartan Shops is the only vendor approved by the University Police Department (UPD) to provide alcohol service on campus.
Due to the highly restrictive state laws for alcohol service, all catering clients must adhere to SJSU’s alcohol policies located on our website. In the event a group violates these policies, Spartan Catering reserves the right to close a bar at anytime based on their discretion, and to decline future alcohol services to that group.
Requests must be received at least two weeks prior to your event. Please contact the sales office to discuss fees and services for alcohol requests. Please consult the San Jose State/Spartan Dining policy for more information regarding the Alcohol policy.
Clean Up:
The caterer will need to come back to the rooms to remove all of their equipment before the library closes to the public (consult the Library Calendar for public hours). A library employee will need to escort the caterer during the removal of their equipment.
Due to booking of events in the room the next day, caterers may not leave their equipment overnight, rented tables and chairs must also be removed the day of the event.
All the visible trash on the tables and window sills as well as paper materials (handouts) that was brought in must be removed.
Leaving:
Caterer’s must be cleaned up and out of the library by Library Public closing hours.
They will need to either use the staff entrance or the main entrance of the library and use the staff elevators to go up and down to the meeting room. A library employee will need to escort the caterer out if using the staff elevators.
Emergency Info
Numbers to call if there’s a problem:
Security Control Room: (408) 808-2635
Spills: (408) 924-1990
Events Coordinator (cell): (408) 203-1594
Forms:
San José State University Police SPECIAL EVENT SECURITY AGREEMENT