UCSD Blink: How to Hire an Outside Caterer or Restaurant for a UCSD-Sponsored Event

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How to Hire an Outside Caterer or Restaurant for a UCSD-Sponsored Event

Summary: Learn how to hire a caterer or restaurant for a campus event.

Note: Contact Business Contracts if a supplier asks you to sign a contract, quote, invoice, or other document for your department. By doing so, you accept personal liability for any terms.

In the right place? To arrange catering through UCSD Catering, contact Catering Sales, (858) 534-3688 weekdays, 8 a.m. – 4:30 p.m., or complete a catering request form (PDF).

To hire an outside caterer or restaurant for a UCSD-sponsored event:

What to do		How to do it
1	Get a written quote from the supplier.	Contact the caterer or restaurant you want to hire. Describe your event. Include: Number of people Proposed menu Services needed Other details relevant to cost Ask the supplier to send you a written quote detailing the specific menu and a list of services to be provided, including set-up and knock-down arrangements.
2	Send the completed agreement form and attachments to the supplier.	Download the Catering Service Agreement (Word file). Read about approved terms and conditions. Fill in all information on the form. Be sure to provide the name, phone number, and e-mail address of the person in your department managing the event. Attach the supplier's quote including the menu, list of services to be provided, and any other materials. Send the completed agreement and attachments to the supplier. Ask the supplier to: Sign the agreement form Attach a Proof of Insurance form listing the Regents of the University of California on a separate endorsement Return the signed agreement form and Proof of Insurance to your department
3	Forward supplier documents to Business Contracts and wait for approval.	When you receive the signed agreement and Proof of Insurance from the supplier, forward the packet to Business Contracts, Mail Code 0914. Unless the contract needs additional negotiation, Business Contracts reviews, signs, and sends the approved contract to the supplier and you within 1 week. Note: You don't need to complete a purchase order.
4	Proceed with your event and post-event follow-up.	Once you receive Business Contracts approval: Contact Disbursements if the supplier requires a deposit. Proceed with your event plan. After the event, send the following to Disbursements, Mail Code 0955: A signed copy of the agreement form All related invoices