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ADMINISTRATIVE POLICY # 20130326 ORIGINATING DEPARTMENT: Administration SUBJECT: Food and Refreshments Policy PURPOSE: This sets forth the Cities' policy as it relates to the purchase of food and
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How to fill out subject food and refreshments:

01
Determine the number of guests and their dietary restrictions or preferences.
02
Create a menu that includes a variety of food options to cater to different tastes and dietary needs.
03
Decide whether to hire a catering service or prepare the food yourself.
04
If hiring a catering service, research and contact reputable companies in your area. Obtain quotes and compare their services and menus.
05
If preparing the food yourself, make a list of ingredients and recipes needed. Plan the cooking and preparation schedule to ensure everything is ready on time.
06
Consider the logistics of serving the food. Will it be buffet style, plated meals, or a combination of both? Arrange for appropriate serving equipment and set up the serving area accordingly.
07
Take into account the refreshments needed for the event. Plan to have a variety of beverages, both alcoholic and non-alcoholic, to cater to different preferences.
08
Calculate the quantities of food and refreshments required based on the number of guests and the duration of the event.
09
Make arrangements for storage and transportation of the food and refreshments if necessary.
10
Communicate the menu and dietary options to the guests in advance to accommodate any special requests or restrictions.

Who needs subject food and refreshments?

01
Individuals hosting events such as parties, weddings, corporate meetings, or conferences.
02
Event planners and organizers responsible for arranging food and refreshments for their clients.
03
Businesses or organizations hosting promotional events or product launches that require catering services.
04
Institutions, such as schools or hospitals, that provide meals or refreshments to their students or patients.
05
Anyone hosting a social gathering or get-together where food and refreshments are expected.
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Subject food and refreshments refer to any food or drinks provided during an event or gathering.
Organizers or hosts of events where food and refreshments are provided are required to file subject food and refreshments.
To fill out subject food and refreshments, organizers need to document the type of food and refreshments provided, quantity, cost, and the event where they were served.
The purpose of subject food and refreshments is to provide transparency and accountability for expenses related to events.
Organizers must report details such as the date of the event, type of food and refreshments provided, quantity, cost, and any sponsors or donors.
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