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Sign in to your account to start a new order or manage your existing orders, or get started by registering for an account
We Cater to You!
The Retail Food Services Catering Team at PHSA welcomes the opportunity to serve you. In order to successfully respond to your needs, we ask that you review our policies and procedures.
7:00 am – 5:00 pm
We recommend booking as soon as possible...it's never too early to book your catering event with us! As soon as you have your date - whether it is next week, month, or year, reach out and log in to CaterTrax for your Catering needs.
We request that you provide 48 hours advance notice for most of our catered services and 72-hour notice for the lunch and dinner buffet. As always, we will work with you to find solutions for your last-minute needs.
Catering orders with less than 24-hour notice will be based on product and staff availability and may include a service charge. You must call the catering supervisor to confirm receipt of last-minute orders.
Orders can be placed via the following link:
Orders are processed every business day between 8:00 am to 4:30 pm. Orders received after 4:30 pm are dated the next business day, and we will confirm receipt of your order through CaterTrax within office hours.
Rest assured that we will make every effort to accommodate your catering requests. Again, your best bet is to provide as much advance notice as possible.
Retail Food Services Catering will confirm receipt of your order through CaterTrax during office hours. For internal client events, a PHSA cost center number is mandatory prior to the event for billing.
After entering the department, project number, and the name of the financial signing authority on the checkout page, placing the order implies that the cost has been approved. We will process the cost from our end, and you will not receive any additional email for signature approval.
External clients are subject to current local sales tax and may be paid with credit cards (VISA, MasterCard) or approved cheques, payable to PHSA.
For events without a cost center number, 100% payment is due and required prior to the event. The balance will be charged on the same day for any additional orders made during the event day.
BCC&W - Monday - Friday: Minimum CAD $50 order required for delivery.
Any delivery can be processed for Client Pick-up and if needed Return and delivery fees will apply.
Extra charges for linens, china, and disposables may apply.
Large Boxed Meals, Hot & Cold Buffets, and all other orders: Guaranteed minimum is due seven (7) business days prior with changes possible, upon approval, up to three (3) business days prior.
Served Meals: Guaranteed minimum due five (5) full business days prior to your event. If we do not hear from you with a final number by the due date, the last estimated number will be used. Increases to your guarantee are subject to approval and may be assessed as additional service charges.
The client is financially responsible for 100% of the final guaranteed number or the actual number of guests served, whichever is greater.
We know that at times you may need to cancel an event with short notice. Due to our advance preparation, complete cancellations within 48 hours will incur a charge of 50% of the total, and cancellations within 24 hours will incur the full cost.
Retail Food Services Catering serves in BC Children’s & Women’s Hospital and BC Cancer only by special arrangement.
Events that require special arrangements for waste receptacles and disposable made with Housekeeping.
If you require uniformed Servers during your event, staff are available for 4 hours at $80.00 per staff member. Anything beyond 4 hours will be charged an hourly rate of $40.00 per hour, per staff member.
These are served meals that include biodegradable paper plates, disposable cutleries, and paper cups/lids for hot beverages, iced tea, and iced water. Please include the information through CaterTrax if you are planning a program to be held before, during, or after the meal so that meal service can be timed accordingly. Served meals are priced for a minimum of 20 guests. For fewer than 20 guests, please send an email to Retail Food Services Catering for specially selected menus to meet the minimum of 20 guests.
Retail Food Services Catering does not provide tables or chairs for events. Please arrange with your site Facilities Management/Housekeeping. For sites that do not have a Coordinator, arrangements can be made with facility management for the delivery and set up of tables & chairs. For special events, we can arrange for the delivery of tables and chairs from an off-campus vendor at a surcharge of 15% over the vendor invoice or a minimum of $30, whichever is greater. Additional delivery fees apply.
We can accommodate special diets ranging from low-sodium, low-fat, vegetarian, vegan, lactose-intolerant, gluten-free, and limited Kosher. Please provide this information through our online platform CaterTrax.
Our creative staff can help you customize your menu, provide options, and provide just the right atmosphere. In addition to our fine food and service, added decorations are not included but we can assist with layout and set up with added labor cost of $30 per hour, per staff member.
Retail Food Services Catering is generally closed on Weekends. Large Weekend and statutory holiday events are possible with minimum order guarantees: $175.00; based on staff and product availability. Please contact the Catering coordinator or Manager to confirm the exact days of closure.
Based on public health and safety concerns, we do not allow food to be taken from catered events and do not package leftover perishable foods. There are also limitations on the types and kinds of food that can be left out for extended periods of time. We will be happy to help you choose menu items that meet the needs of your event. Any non-perishable food (i.e., baked goods) may be taken, but arrangements must be made by the client. Clients are not allowed to take our baskets, platters, trays, or other equipment from events. Any missing equipment will be charged back to the client. Thank you for your understanding.
To professionally prepare for each guest, we request that you guarantee the number of guests attending your event at least 48 hours in advance. Any changes to your guarantee must be received 48 hours prior to the event. If no changes are confirmed, service will be provided and billed for the original number of guests.
We know that accuracy and timeliness are everything when it comes to the success of your event. Retail Food Services Catering at PHSA extends to all of our customers are service guarantee: On occasion, there are circumstances that are beyond our control, and this may not apply. In these instances, we will do everything in our power to keep you apprised of the situation well in advance.
Our mission is to ensure that you receive the highest quality of service and an unforgettable catering experience. Please be assured that we are dedicated to achieving excellence in every aspect of our service, from the quality of our food to the professionalism of our staff at your service.
Thank you for considering our catering services. We are confident that we can provide you with an exceptional catering experience and we are excited to work with you. We appreciate your interest in our services and we are looking forward to serving you. If you have any questions or need assistance in planning an upcoming event, please feel free to contact our manager or Catering Coordinator.
Regards, Retail Services Team at PHSA
