How to Select a University Approved Caterer

Purchasing Services is responsible for developing and managing a list of University approved caterers that meet the University's business and insurance requirements. When scheduling an on-campus event, departments must ensure that there is a legitimate business requirement for the event and can only use a University approved caterer for the event.

When planning an on-campus event or function, check the approved caterers list for available caterers. If you would like to have a new caterer considered for addition to the approved list, contact Lisa Cesare. Please be prepared to provide the caterer's name and address, contact name, phone number, and fax number if available. Purchasing Services will send a Caterer Information Request packet to the supplier. Purchasing will only add those suppliers that meet the institution's business and insurance requirements.

It is the responsibility of the caterer representative to complete the necessary forms and submit them to Purchasing Services for review and consideration for "approved caterer" status. Purchasing Services will not follow-up with suppliers that do not assume responsibility for a timely response to a request from the University.

When a request is received from a caterer, Purchasing Services will review the request to ensure compliance with all University business and insurance requirements. If all business and insurance requirements are met, the caterer will be added to our approved caterers list.

Selecting a Caterer

When considering an approved caterer for an on-campus event, please be sure to ask the following questions:

• What catering packages are available?
• What menu choices are available?
• Will the food presentation meet my expectations?
• What is the cost based on the food selection and number of people?
• How will delivery/set up/clean-up be handled?
• How flexible are you in dealing with last minute changes?
• Is your staff trained and will they act in a professional manner?
• Do you offer event planning/consultation services?
• Does your proposal reflect the most favorable price to the University?

After a decision is made on which approved caterer will be used for the event, a BEN Buys purchase order must be issued to the successful caterer. The MasterCard Purchasing Card can not be used for any on-campus catered event. No service can be provided by an external supplier without prior issuance of a purchase order.

Ordering Guidelines

Please be aware of the following guidelines when arranging catering services or ordering food for internal department functions:

• On-Campus Catered Events: A University approved caterer must be used for all on-campus catered events and a BEN Buys purchase order must be issued to the approved caterer prior to the event as indicated above. All caterer contracts or agreements must be submitted to Purchasing Services for review and approval prior to final approval of the purchase order.
• Box Lunches: The MasterCard Purchasing Card is the authorized buying method when ordering box lunches for internal department functions. Samples of this type of service include, but are not limited to, sandwiches, pizzas, hoagies, donuts, bagels, etc. where the items are picked up by the department or delivered to the office/laboratory by the supplier without performing any related services.
• Dining at an Off-Campus Establishment: Dining at a restaurant is considered a travel and entertainment expense. The American Express Corporate Card must be used for this type of entertainment expense.