How To Obtain Catering Services For An Event

Catering Policy Overview

The decision to have food at a UW event, either on or off campus, presents a number of concerns, including the safe and proper handling of the food. The full content of the University’s catering policy, including definitions and specific insurance requirements can be found in Purchasing Policy and Procedure (PPP) 10.

Steps to Take When Considering On-Campus Catering

  1. You must first contact the Wisconsin Union Catering and University Housing Catering to ascertain whether they can cater the event.
  2. If neither the Union nor Housing is available to provide the catering, then the department has approval to contact a vendor for the event.
  3. All vendors who perform catering services on campus must have a City of Madison Catering License, and provide, prior to the event, a current insurance certificate with high-risk insurance limits, which must be forwarded to Risk Management for approval.
  4. Purchases must conform to State procurement regulations and any contract must be signed by a University Signatory (Purchasing Office).

Steps to Take When Considering Off-Campus Catering

  1. Purchases must conform to State procurement regulations and any contract must be signed by a University Signatory (Purchasing Office).
  2. You will need an insurance certificate, approved by Risk management if you hire a Caterer to provide and serve food at a location other than their restaurant.
  3. You will not need an insurance certificate:
    • If the meal will be provided and served in a restaurant.
    • If the meal is being provided and served by the hotel kitchen staff or by the hotel caterer where the event/meeting is being held.

If you have questions or need more information, please contact Doreen Forslund.