FAQs

About Baylor

1. I am interested in touring Baylor, how do I arrange that?
Campus Visits, at 254-710-2407, runs campus tours and would be happy to help you prepare for a tour of campus.

Catering

1. I heard that approved caterers could now be used on campus but your site says that only catering being paid for by a Baylor purchasing card can utilize this new service, is that true?
Yes. Only events paid for by a Baylor department with a Baylor issued purchasing card may use the caterers found on the approved off campus caterer list. Baylor Dining Services/ARAMARK, remains the only option for catering services if you are a non-Baylor or external group having an event on campus (wedding cakes are an exception). Baylor Catering may be reached at (254)710-4762 for information about their services and pricing.

2. Are approved external caterers allowed in every facility on campus?
No. There are several facilites that are managed by Baylor Dining Services exclusively. If your event is booked in one of these facilities, you may only use Baylor Dining Services as your food provider. Before you book catering with any vendor, ask the person you booked the facility through, or contact the CEM department at 254.710.4105, to find out if your event location falls in this catagory.

3. It seems as though I misunderstood the off-campus catering policy because as soon as I heard we could use someone other than Baylor Catering, I went ahead and booked my catering with a vendor off campus. It has been brought to my attention, however, that they are not on your "approved off-campus caterer list." Will this be a problem?
Yes, this will cause issues with your event. Only Baylor departmental events, paying for food with a Baylor issued purchasing card, may use approved off-campus caterers. Even beyond that, not every facility on campus will allow approved off campus caterers to cater in them. If you are unable to break your contract with an outside vendor, the CEM department will work with you to offer suggestions of other locations where you may be able to have your event (may mean moving event off campus). Please note however, that no refunds or compensation will offered be offered if you must cancel your event.

4. When do I need to use a Baylor approved caterer?
Any function on campus where food and/or beverages will be offered that have will be purchased with Baylor University funds through a Baylor purchasing card must use a Baylor University approved caterer.

5. Why do I need to use a Baylor University approved caterer?
Baylor has a responsibility to manage risks associated with all activities that take place on campus. Accordingly, the University has determined that the approved caterers, found on the approved off-campus caterer list, meet standards for liability and other business insurance, business license, health department certification, and have had regular McLennan County health inspections. It is anticipated that meeting these criteria will help to safeguard University students, faculty, staff, administration & guests.

6. What if I want to use a caterer not on the approved list?
Caterers may be added to the approved list after appropriate due diligence by the Off-Campus Catering Review Committee. If the caterer wishes to initiate the process they should contact the office of the Assistant Vice President for Campus Services at 254.710.4109 for more information. Keep in mind that simply beginning this process does not make them eligible for hire and there is always the chance that they may not be approved even after going through the review process. In the meantime, you should contact an approved caterer to make other arrangments.

7. Do I need to use a Baylor Approved Caterer even if I am just ordering Pizza to be delivered to my office?
YES.

8. How should I pay for any catering costs?
The method of payment for off-campus catering costs is with the Baylor Purchasing Card issued only to Baylor faculty & staff. For information on how to obtain a P-card visit the purchasing website at: http://www.baylor.edu/procurement/index.php?id=45027. Keep in mind that any catered event not being paid for by a Baylor purchasing card is not considered a departmental event and therefore must use Baylor Catering Services for the event.

9. Will the Baylor approved caterers know how to comply with the University Beverage Contract?
Yes. Part of their agreement is to accept and abide by the University's Beverage Contract. The University asks for your support in notifying Campus Services of any non-compliance by calling 254.710.4109. A link to the list of all products allowed through the University's Beverage agreement can be found in the call out box to the right.

10. What is the University's Dr. Pepper Beverage Contract I have heard of?
The University has a contract with Dr. Pepper Bottling of Texas for exclusive beverage pouring and representation rights on campus. The contract requires the University to only offer approved Dr. Pepper products, stating that, "Only Dr. Pepper Beverages will be served, distributed, sampled, or otherwise made available on campus." All University units & departments are required to abide by this contract when purchasing beverages through an approved caterer.

11. Can approved off-campus caterers host catering expos' or showcases on campus?
No.

12. Can I use caterers listed on Baylor ISP's Preferred Restaurant Partners list for my event on campus?
Not unless your event is being held in a Baylor Athletic venue. The restaurants posted on Baylor ISP's restaurant list have agreements directly with Baylor Athletics and can only cater to the events being held in athletic venues. They are not allowed to cater in any non-athletic, campus facility unless they have been approved through the Off-Campus Catering Committee's review process and are currently on the approved off-campus caterers list found on the CEM website at www.baylor.edu/cem.

Child Protection & Abuse Prevention Training

1. Why is the training program necessary?
In 2011, the State of Texas passed a law requiring that employees of any camp held on college and university campuses within the State of Texas undergo sexual abuse and child molestation prevention training. The training must include an examination.

2. Which camps are covered by the Texas law?
While the Texas law only applies to all camps with at least 20 campers who attend activities for all or part of at least four days, Baylor University has elected to require the training for all camps conducted on its campus and athletic facilities.

3. What camp staff is covered by the Texas law?
The law requires all staff in a position involving contact with campers undergo training and successfully pass an examination in a state-sanctioned training program.

4. How can my camp comply with the Texas law?
This year, Baylor University will be offering the program offered by the Texas Baptist Camping Association (YC06-0001). This program is offered free of charge and includes a 22 minute video, written materials, and a written test. Each staff member should be provided a copy of the written materials, a link to the online video and the test. After the staff member watches the video they should take the test and send it to the camp director for grading and evaluation. Camp directors may then sign the certificate of completion form as the "facilitator" and insert the name of their camp in the "church or organization" blank. Camps may utilize other state-sanctioned training programs, however, they will be responsible for any costs related to the use of such program.

5. There is a test? What do camp staff have to score?
A score of 70% on the test is a pass. Baylor University will provide an answer key to each camp director. Each camp director is responsible for grading the exam and verifying that a passing grade was earned before issuing the certificate of completion form.

6. How long is successful completion of the program recognized by Texas?
A staff member who has successfully completed the training program is permitted to work at camps on the University's campus for up to two years. They should keep a copy of their certificate of completion if they anticipate working at multiple camps over multiple years.

7. What is the camp director's responsibility?
Prior to each camp, each camp director must coordinate the completion of the training program and evaluation by each staff member. Certificates of completion should be obtained on each staff member. Texas law requires that copies be maintained by each camp for two calendar years. A copy of the certificate of completion for each staff member working at each camp must also be provided to Baylor University's Event Services Office AT or BEFORE the camp checkin for Baylor University's facilities. Baylor University Event Services will coordinate with the Camp Director the filing of the state-mandated registration form for the Camp.

General Questions

1. How do I know which type of event request form I need to fill out(Departmental, Student, External)?
Determining your event category is simplest by thinking of who would pay for any charges. The only Departmental Events are those paid for with a valid Baylor departmental account number, it is not just an event hosted by a faculty or staff member. In the same way a student event is for sanctioned student groups and require an event approval from student activities, not simply a Baylor student holding a special event. External events are all other events taking place at Bayor University.

2. I called the facility or CEM department directly and was told my facility request/date was available but after I submitted my form online was informed it was not. Why is that?
The CEM department works on a first come first served basis, meaning that facilities/dates are reserved based on who's formal request was recieved first. When you called the facility/date may have looked open on the calendar but as request forms are recieved and reservations appropriately made other events may have requested the same facilities/dates first. This is why it is so important to complete your online event request form quickly while still being accurate. It may also be beneficial to be somewhat flexible in your dates or facility choice so that our office may work with you to try and find alternate options when possible.

3. Why are your prices not listed on the website?
With so many facilities and types of services offered on campus it would be very difficult to maintain continuously accurate pricing information. In order to remove the possibility of displaying outdated information prices and fees will be discussed either after the CEM department recieves a complete and accurate event request form or direct contact is made with the CEM department.

4. May I use the new McMullen-Connally Faculty Center for my special event?
If this is an external event (meaning it is not hosted, attended, run and paid for by a Baylor department) then unfortunately the answer is no.

Summer Programs

1. I am interested in registering for a summer program being held at Baylor this year...how do I do that?
While summer programs at Baylor are managed by the CEM department we work with each program director to manage the logistical aspect of their time on campus. Each summer program handles their own registration, requirements, pricing, etc. independently but by contacting the CEM department, or looking at the summer programs calendar on the CEM website, you should be able to find information to contact the programs directly.

2. I am interested in holding a summer camp or conference at Baylor. What is the first step I need to take as I explore my options?
You shoud initially contact the CEM department at 254-710-4105 and ask to speak with the person over summer programs to discuss the basics.

Weddings

1. What days of the week do weddings take place at Baylor University?
Baylor University allows weddings to take place on Saturdays with a rehearsal the Friday evening before. Please take note that many dates are unavailable for weddings based on other special events and University Holidays. So if you have your heart set on Baylor for your special day be sure to check with the CEM department,(254)710-4105,prior to selecting your date.

2. Is it true some of Baylor's wedding facilities require a Baylor affiliation?
Yes, it is true some facilities require either the bride, groom, or one of their parents be a current Baylor student or graduate. Contact the CEM department at 254-710-4105 for specific guidelines based on facility.

3. I wanted to have my wedding in the summer...why is there such limited availability?
Availability in the summer varies by facility...For instance Miller Chapel does not allow weddings from May until late August. This is due to use throughout the summer by camps and conferences being hosted at the University. Other facilities like the Paul Powell Chapel and Brooks Chapel have little to no availability as well for the same reasons. This leaves Armstrong Browning Library as the main summer wedding option, but they usually only allow 1 wedding per month which would mean about 3 over the summer. So keep your dates flexible while trying to schedule your wedding or you may be dissapointed by the lack of available dates.

4. I know Baylor has an exclusive contract with ARAMARK for all catering at campus facilities, but do they make wedding cakes?
It is true that all catering for external events, including wedding receptions, must be ordered through ARAMARK at 254-710-4762 but they do make an exception for wedding cakes. A wedding cake may be supplied by a non ARAMARK vendor for your reception on campus.

5. May I hold my reception at the new McMullen-Connally Faculty Center?
Unfortunately the current answer is no...the Faculty center is soley being used for Departmental Events and is not available for events such as wedding receptions.