Faculty and Staff

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

Last updated August 10, 2009 4:37:26 PM PDT
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Learn how to hire a caterer or restaurant for a campus event.

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).

  • 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.

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

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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

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For more information, contact Michael Spencer, (858) 822-4392.