Outside Caterers

Catering

For University purposes we have classified outside vendors offering food solutions as “caterer” and “non-caterer”.   This document is designed to help you understand the difference between catered and non-catered events when using outside vendors.  Units should refer to and follow OBFS policies related to the appropriate use of the P-card and appropriate use of university funds.

What is a caterer? 

A non-University entity (outside vendor) that serves food, beverages, and/or liquor at an event primarily attended by or open to the general public is considered a “caterer” for University purposes.   Besides providing food, beverages, and/or liquor the vendor would typically provide set-up (including the use of caterer-provided equipment), food service/onsite preparation, and clean-up.  Caterers are required to comply with University policy including having proper certifications, licenses, and insurance.  They are also required to be on the University’s “approved caterer’s list”. 

Examples of catered event:

• Social Events
• Official Receptions
• Development events
• Alumni Receptions

Purchase Orders are required when:

• The vendor sets up equipment,
• The vendor serves food, beverages, and/or alcohol,
• The event is primarily attended by the general public,
• A contract or deposit is required.

Note - the Purchase Order must be processed/approved prior to the date of the event.

Minimum Insurance Requirements for outside vendors providing catering services:

• Each insurance carrier must have an A.M. Best rating of B+ or better and a financial rating of VI or better for Commercial General Liability, Auto Liability and Workers’ Compensation, including Employer’s Liability.

• "The Board of Trustees of the University of Illinois" must be added as an "additional insured" on the Caterer's commercial general liability policy and shall apply in proportion to and to the extent of the negligent acts or omissions of the non-University party or any person or persons under the non-University parties' direct supervision and control.
• In addition, the caterer must be in compliance with all public health permits and/or liquor licenses and catering staff must have completed TIPS/BASSET training.  The University may request a copy of any health permit and/or liquor license.
• Please refer to the OBFS Policies and Procedures Manual, Section 6 – Insurance for a complete listing of insurance requirements: http://www.obfs.uillinois.edu/cms/One.aspx?portalId=909965&pageId=930050.

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What is a non-caterer?

A “non-catered” event would typically be an event consisting of food/beverage drop off.  The delivery person would not do set-up, service, or on-site preparation.  Vendors delivering food items for non-catered events are not required to be on the approved caterer’s list.

Examples of non-catered events:

• Lunch or snacks delivered by a vendor for:
  • An employee-only meeting, luncheon or celebration,
  • Working lunches that may include both University employees and UI business partners ,
  • An entertainer performing at a UI venue,
  • A unit hosting a student roundtable.
• Food items bought from a grocery store for snacks.
• Food items delivered and purchased with personal funds.

Note – for events primarily attended by the general public, or business meetings, luncheons, celebrations, IF the vendor provides on-site services, and/or a contract or deposit is required the event would be classified as a “catered event” and a Purchase Order would be required.

The P-Card may be used for non-catered events that do not require a contract, up to P-Card limits.  Please refer to the OBFS P-Card Policy 7.6: http://www.obfs.uillinois.edu//cms/one.aspx?portalId=909965&pageId=913507.

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Last Updated: September 3, 2010