Conference Dining Home Page

We are pleased to have the opportunity to provide dining services to your conference/camp participants this summer.  This letter is to provide you with some information, whether you’ve hosted your conference with UAF in the past or this is your first year, we hope this serves to assist you in preparing for your conference.

We have created a tentative meal schedule for summer conferences.  These times are what most groups have requested so far.  These times are tentative and subject to change, so if you need to arrange a different schedule, please let us know if you have not done so already.

If you have not done so already please take a moment to review your dining agreement to ensure everything is to your satisfaction.

Rates

Rates for 2011 are listed, 2012 rates will be posted upon approval

Breakfast: $7.95
Includes: Eggs, Breakfast Potato, Bread, and Protein, as well as fruit, and cereal

Lunch $9.20 
Includes: Buffet with entrées, sides, vegetarian/vegan option, salad/deli bar, and deserts

Dinner $10.30
Includes: Buffet with entrées, sides, vegetarian/vegan option, salad/deli bar, and deserts

Day Rate $26.60
Includes: Breakfast, Lunch, and Dinner

Lunch Ready to Go $8.25
Includes: Sandwich (Meat or Veggie), fruit, chips, bottled water, and a cookie

Buffet options are cycled so you will always find something different to eat.  All buffets include a self-serve beverage service including coffee, hot tea, iced tea, hot chocolate, water, juice, milk, and fountain sodas.  We reserve the right to change the menu based on demand and availability of product.

Please see the “Dietary Accommodations” section for more information regarding special circumstances.  Let us know if there is anything you want to see on the menu and we can try to accommodate you.

The day rate is available only for conference groups that have a dining agreement in advance of service.The daily rate includes Breakfast, Lunch, and Dinner.  Lunch Ready to Go is priced at a discount and not combinable with the daily rate discount.

Guest Check-In and “Courtesy” Cards

UAF requires that a PolarExpress “Courtesy” card be issued to dine at the Lola Tilly for conference dining.  This card is like a meal “debit” card, and allows guests to be accurately counted when entering the dining hall.  In addition, the card can be used to access campus housing and other campus facilities (provided that you are purchasing access for your guests from the appropriate departments).  There are additional options for guest check-in provided in this section.

You must contact the PolarExpress Office to purchase cards and have them programmed. You may reach them between 8:00 a.m. and 5:00 p.m. (Alaska Time) at 907-474-7657.  The PolarExpress Office needs at least five (5) business days advanced notice to program and print Courtesy Cards.

Options for Guest Check-in:

• Each individual guest will have a PolarExpress "Courtesy Card"
• One "Courtesy Card" will be issued, UAF Dining Services staff will scan the card for each participant that identifies themselves as being with the above named group
• One "Courtesy Card" will be issued, the above named organization will have a representative available to identify and authorize each guest as they arrive at the check-in station

Options 4 and 5 are only for groups staying on campus less than one night or with approval from the PolarExpress Office

• A preprinted sign-in sheet will be provided for guests to sign
• A blank sign-in sheet will be provided for guests to sign

We strongly encourage that you choose option 1.  Although it is possible to have “phantom” diners (people claiming to be with your group but aren’t) it is least likely with the first option because each participant will have their own card.  Your group may be charged for “phantom” diners.  (To date we have not had any significant problems, our staff is usually very good at prevent such circumstances)

Dietary Accommodations

Guests with special dietary needs should contact either Ted Lancette or Natalie Janicka (contact information below).
Vegetarian entrées are served at each meal.  We strive to limit the foods in which common food allergens are present for the convenience of our guests.  We would like to meet with anyone who has a food allergy or special dietary need so that we can best accommodate their needs.
Even if you don’t have a special dietary requirement, if you wish to see something on the menu please let us know, we cannot promise to fulfill your request, but we will try to accommodate any requests we receive.
You may also choose Catered Meals for your conference guests if you have specific needs that we are unable to meet.  Our Catering Manager will be happy to discuss your options; however, most groups choose Conference Dining due to the lower cost.

Location

Guests eat at the Lola Tilly Commons located at 411 Tanana Loop East on the UAF campus.  For a map, see the UAF Campus Map.

Housing

We do not book conference housing.  Please contact Conference Services at 907-474-6769.

Parking

The closest parking lot is the Patty Center/Lower Campus Housing parking lot; guests would walk around the building to the main entrance.  A parking decal is required to park in this lot or metered parking is available on the south side of Tanana Loop.  Most guests choose to walk to the Lola Tilly Commons as it is more convenient.

For information regarding public parking lots, parking decals, and other parking-related services, you may reach Parking Services at 907-474-PARK (7274).

Shuttles/Handicapped Accessibility

The main dining room and restrooms are handicapped accessible.  Shuttles service is available from the west side of the commons and the east main entrance is only a short distance away.  The upstairs is not accessible by elevator or wheelchair lift.

UAF provides campus shuttle service which includes handicapped accessible shuttles.  For information, call 907-474-RIDE (7433).

Upper Room

The Upper Lola Tilly is defined by the UAF as a “public” gathering place.  This means that no group can reserve or use the room exclusively.  When the building is open, anyone may use the room upstairs for meetings or other gatherings that do not interfere with others’ ability to utilize the space.  25 to 30 people can be seated in the room comfortably.  Should you need a private or guaranteed space, contact Wood Center scheduling at 907-474-6023.  Please note that this room is not handicapped accessible.

Catering

Catering services can be booked online at www.uafdining.com.  For assistance, please call the Catering Department at 907-474-6820.  Both Conference Dining and Catering Services are now booked through the Catering Department to better serve our guests needs.

Payment

A 75% deposit is required to place your reservation and the full payment is due at the time of service.  Adjusted charges will be billed after the event.  We accept check, Visa, MasterCard, Discover, or cash payment, although we discourage cash payments for your security.

University of Alaska sponsored events may be paid via a UA Purchase Order or UA Procard (sorry, no LPO’s).  If paid with UA payment sources, you will not be billed until after the day of service.  When paying with a UA Procard, it is the cardholder’s responsibility to determine whether they are able to pay for food service with their Procard and/or do the necessary procedures to make this option available.  Dining Services, contractors, and affiliates are not able to verify this before charging the card and are not liable in the event that the charges are authorized by the Processor but against University Regulation.

Your bill is calculated based on the guarantee number or actual number of guests, whichever is greater.  Please let us know of any changes to your headcount at least three business days in advance.

Cash Paying Customers

Throughout the summer we take cash, credit card (Visa, MasterCard, and Discover), and check payments (local checks only), as well as Polar Express card payments.  Our hours during the summer are based upon advanced conference dining agreements.  If there are no conferences booked, then we will not be open.  Other locations will have fixed hours of operation.

Rates               Breakfast           $7.95
                        Lunch                  9.20
                        Dinner               10.30

NOTE: No discount is offered for cash customers who purchase all three meals in one day, discount is only available with a Conference Dining Agreement.  If guests have a PolarExpress Card and intend to eat at least 10 meals, then a 10-for-$85 option is available by contacting the PolarExpress Office at 907-474-7657.

Other Dining Opportunities

Summer dining locations and hours will be posted at www.uafdining.com in May.  In addition to all on-campus dining locations and most vending machines, many off-campus locations accept Bear Bucks which are funds that can be placed on your PolarExpress or Courtesy card much like a Debit Card.  For more information, visit www.uafbearbucks.com.