Department of Hospitality Services

   

Guidelines for Requesting Hospitality Services

All requests for hospitality services must be made in writing by the person responsible for the meeting with approval by the Superintendent of Schools or a cabinet member. Written requests must be received by the Hospitality Services Department 48 hours in advance to effectively prepare and ensure delivery of service in a timely manner.  The below mentioned request for services forms can be duplicated as needed.  These forms must be used to place orders and must contain all requested information.

Form “A” #5255, is to be used to request hospitality services for meetings attended by Miami-Dade County School Personnel and are limited to items listed on the form. 

Request for hospitality services for attendance by district personnel must have a minimum of 10 people in order to justify the labor cost associated with delivery and setup for such service.  Coffee service is calculated at 1.5 cups per person.   Hospitality services will be delivered at least 15 minutes prior to the start of the meeting or as soon as thereafter depending on any conflicts in schedule meetings starting at the same time.

Form “B” #5256, is to be used to request hospitality services for meetings attended by Guests Not Employed by Miami-Dade County Public Schools System and are limited to selection of items listed on the form.  If the meeting restricts your participants from leaving the area for a lunch break, sandwiches can be provided.  We encourage each meeting to allow time for participants to have a break for lunch to minimize expenses for hospitality services. The increases in cost of food and supplies are having a major impact on our annual budget. We must operate within income generated through non-tax dollars.  

Form “C” #7209, is to be used to request Special Food Items to be Served for Special Functions/Meetings on a Limited Basis. Such requests can only be processed with approval by the Superintendent of Schools or his designee. This service is limited to the availability of requested entrée items and is also limited to the listed beverages.  Dessert will be served based on the availability of requested items.  If you wish to request additional items, they can be purchased, depending on availability, from the hospitality services office.  No reimbursements will be made for items purchased elsewhere.

Based upon the time required to prepare items and the travel time necessary for delivery, hospitality services will be performed from 8:00 a.m. to 3:45 p.m. on a first come, first serve basis.  Due to conflicts in scheduled delivery time for various meetings, only a limited number of hospitality services can be provided during this time.  Some requests for services may not be honored and the staff person requesting services will be advised accordingly.  Except for regularly scheduled Board Committee meetings and the School Board meetings, if a meeting begins or ends after 3:45 p.m. the person requesting the service is responsible for completing the setup of the service and the securing of hospitality services equipment after the meeting has ended. This is extremely critical in light of controlling the over time budget for the Department of Hospitality Services.  Your cooperation is needed to accomplish this goal.

When requesting hot beverage service, please verify that the room has sufficient space and electrical outlets to accommodate the use of electrical appliances.  A table or an accessible space must be made available for the service.  Hospitality Services cannot leave delivery carts at meetings, as they are utilized to transport and deliver other services.  If a meeting space does not have adequate electrical outlets, please notify Hospitality Services at 305-995-1363 and an insulated container will be used.

Hospitality Services reserves the right to modify the request as needed to stay within the State Board of Education rule 6a-1.0143 and Miami-Dade County School Board rule 6Gx13-3d-1.022.

When a meeting for services requested is canceled or rescheduled, please notify Hospitality Services immediately to confirm the cancellation.  If no notification is made to Hospitality Services of the cancellation and the service is delivered, the responsible party requesting the service may be required to reimburse Hospitality Services the amount of the service cost from their departmental budget.

If a meeting location has changed prior to delivery of the service, please notify Hospitality Services at once, and the service will be redirected to the correct room.

Equipment, trays, and utensils must not be removed from the room except by hospitality service personnel.

 

 

Under Florida law, e-mail addresses are public records. If you do not want your e-mail address released in response
to a public records request, do not send electronic mail to this entity. Instead, contact this office by phone or in writing.