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Procure to Pay

Catered Events on Campus

Catering services include preparing, delivering, transporting, setting out and/or servicing the food and/or beverage for a private event. Vendors providing catering services on-campus, MUST be screened and vetted through Procurement’s annual Catering Application process.

If alcohol will be served or sold at your event, you must…

  1. Submit an Alcohol Service Request for approval to serve alcohol at your event
  2. Utilize University Catering or an Approved Caterer for alcohol service for both the food and alcohol service (see list below).

Here are the main steps to procuring catering services. Make sure to read below for detailed information or requirements depending on the estimated value of the catering services.

Approved Caterers

List of Approved Caterers

Rate Caterers

Rate Caterer's Service

Procurement process

  1. Review the Definition of a Catered Event to verify your event is eligible to be catered by an off-campus caterer.

  2. Read through and become familiar with the following:

    Catering Related Policy & Terms Compliance Cal Poly’s Responsibility
    Food Policy Cal Poly Comply
    Event Guidelines Cal Poly Comply
    Hospitality Policy Cal Poly Comply
    Alcohol Guidelines Cal Poly Comply
    Catering Vendor Terms and Conditions Approved Caterers Ensure the Approved Caterer complies
    Zero Waste Event Guide Cal Poly and Approved Caterers Comply and ensure the Approved Caterer complies
  3. If you are planning to serve or sell alcohol at your event, you must utilize University Catering or one of the caterers approved for alcohol service for both the food and alcohol service. You must submit an Alcohol Service Request for approval to serve alcohol at your event.
  4. Submit a University Catering Waiver for approval for events that will have food given away to the public or food that will be sold on campus
  5. Clubs contact ASI Club Services for a Purchase Order Number.
  6. Select a vendor from the Approved Caterer list for on-campus events. Non-approved caterers are not authorized to provide services on campus.
  7. Obtain a quote from the vendor(s). Deposits up to 25% of estimate may be requested by the vendor prior to your event. Note: this may be non-refundable if event is canceled less than two weeks prior to the scheduled event date. Deposit to be processed per proper payment method, see details below, depending on value.
  8. Departments are authorized to sign estimates only from Approved Caterers, since a contract is already on file with these vendors.
  9. Relay information to the vendor regarding parking on campus, including how to obtain a parking permit for the day of the event.
  10. Ensure vendor removes all trash and leaves location clean. Department will be charged for additional custodial services, if required.
  11. After the event is complete, submit a Hospitality Form together with the payment request.

Competitive Bid Requirements

No bid necessary; one quote

Procurement Process

Follow steps above

Payment

  • A Hospitality Form is required with any payment method.
  • Purchase Order - Submit deposit or balance due invoice to Payment Services referencing the Approved Caterer’s existing Cal Poly PO #. No need to enter a new requisition.
  • ProCard
  • Direct bill – University Catering only

Competitive Bid Requirements

Two to three vendor quotes suggested

Procurement Process

Follow steps above

Payment

  • A Hospitality Form is required with any payment method.
  • Purchase Order - Submit deposit or balance due invoice to Payment Services referencing the Approved Caterer’s existing Cal Poly PO #. No need to enter a new requisition.
  • ProCard
  • Direct bill – University Catering only

Contact your assigned Procurement Specialist

Definition of a Catered Event:

  1. University or non-university caterers, restaurants, or food vendors who provide food on property owned or leased by Cal Poly, and
  2. Are registered as "Approved Caterers" through the Procurement Services/Risk and Real Estate Management department verifying they have demonstrated knowledge of safe and proper food handling, have been screened for compliance with County health regulations, have an active Health Permit/Catering License and have provided insurance that meets or exceeds the requirements of the CSU, and
  3. Come to university property to prepare, deliver, transport, set out and/or service the food for private events as defined by the Food Policy.