Group Visits

The UConn Dairy Bar is a popular stop on campus for UConn groups as well as off-campus visitors to campus. This guide will help your group plan a successful visit.

 

UCONN FYE CLASS/LEARNING COMMUNITIES ORDERS

Please submit FYE/Learning Communities order form at least 7 days prior to pick up with all FYE class information completely filled out for accurate billing. With less than 7 days notice, you may be asked to schedule a different day. In the event that we are out of any selected flavor, we will make a reasonable substitution. Pickups can be made during regular business hours. Advance notice of 7 days is required for pickups before 11am, please email dairybar@uconn.edu after you submit your form if you need to make arrangements to pick up before 11am.
 

UCONN KFS# ACCOUNT USE AND GROUP VISITS

UConn groups using KFS# accounts for billing should submit an order form seven days prior to ice cream pick up. Authorization from a designated person on the KFS# account, a written business purpose, and a guest list must be submitted to dairybar@uconn.edu before we can process your order.

The Dairy Bar can only process pre-ordered and properly authorized purchases to a KFS#. Group Leaders who would like to bring their group to the Dairy Bar to order and eat here, should pay using their own funds and request reimbursement through the University: https://policy.uconn.edu/2011/05/24/payment-of-meals-policy.

Vouchers can be requested for menu items and billed to KFS# accounts by emailing dairybar@uconn.edu. Requests should include the organization name, contact person, KFS#, billing authorization, and business purpose. All requests for vouchers should be placed a minimum of two weeks before they are needed.

Groups looking to order/pickup supplies to execute their own ice cream event should email dairybar@uconn.edu and request the appropriate order forms.

 

OUTSIDE GROUP ORDERS

The UConn Dairy Bar is a popular stop on campus for visitors on campus. We have ample outside seating and two bus parking spots available, as well as plenty of Dairy Bar visitor parking.

Please be aware that we have very limited indoor seating and can be very busy. Groups are welcome to come in and eat their ice cream provided there is adequate available space. Please enjoy picnic lunches outside at our tables. If your group is more than 25 people, we suggest a backup plan if there happens to be poor weather the day of your trip.
 

GROUPS OF LESS THAN 25 PEOPLE

If your group has 25 or fewer people, please call 860-486-1021 and let us know the date & time of your visit and we will be prepared to help you. On an average day we can ring up your group and get their ice cream scooped in approximately 10 minutes depending on what is ordered.

GROUPS OF 25 OR MORE PEOPLE

If everyone in your group is paying separately, please call 860-486-1021 and let us know the date & time of your visit and we will be prepared to help you. On an average day, we can serve 25 people in approximately 10 minutes, 50 in 20 minutes, etc., depending on what is ordered.

If your group is paying in one transaction, you have the following options:

    • Order at the register in one transaction. This option is best if you want your group to have all the menu options or are not sure how many will be in your group.
    • Order pre-scooped cups that will be ready for pick up when you arrive. This is best for groups of over 50 people and/or situations where groups need to be served quickly. Please fill out our order form at least 7 days prior to your visit. For larger groups we suggest limiting flavors to 3 or 4. Occasionally we run out of flavors and will need to make reasonable substitutions for your selections.

 

TAX EXEMPT ORGANIZATIONS

Tax exempt organizations are required to pay by a check or credit card in the name of the organization. Keep in mind, if the organization is collecting payment from the group members, the order is NOT considered tax exempt. The following documentation must be provided prior to or at the time of the visit.

The State of CT requires us to keep on file completed certification forms for every tax exempt sale. Please submit the appropriate forms for your organization filled out exactly as the instructions direct for every order placed. Tax exempt purchases must be made with a check or credit card in the name of the organization. ONLY THE FOLLOWING FORMS ARE ACCEPTED:

  1. CERT-112 – Showing that the DRS has authorized the organization to make tax-exempt purchases of meals for a single event
  2. CERT-123 – Showing that DRS has authorized the organization to make tax-exempt purchases of meals generally

Forms for all of the certificates and detailed instructions are available from the DRS website at: http://www.ct.gov/drs/cwp/view.asp?a=1477&q=445816.

Without the correct exemption certificate, the law requires us to charge meals tax. After paying the meals tax, a refund of the tax may be requested from DRS using CERT-122.

 

PAYMENT OPTIONS

We accept cash, checks (with proper identification or in an organization’s name), Mastercard, American Express, Discover, or Visa. If you require an invoice to request a check, please use your completed order form.

 


 

If you have any questions about placing your order please call the UConn Dairy Bar at 860-486-1021 and ask to speak to a supervisor.