UC San Diego SearchMenu

How to Engage a Caterer or Restaurant for an Event

Learn what you need to do in order to use a caterer or restaurant for a UCSD event.

Catering iRequests are now available in Marketplace. Read a quick overview. See below for instructions on how to set up catering. Remember all food spend is auditable and must be approved by IPPS. 

Expand all

On-Campus Events

Choose your catering supplier

UCSD Catering

UCSD Catering is available for your on-campus event. Obtain a quote from the Hospitality Express Punchout inside Marketplace. For fine dining, contact UC San Diego Special Events Catering to get a custom quote for your event.

No comparative quote is needed if using UCSD Catering.

Non-UCSD Caterer

Every catering order requires a Catering iRequest. Obtain a written quote from the Supplier you choose and the required comparative quotes. You will need to attach these quotes to an iRequest in Marketplace.

Obtain comparative quotes
  • Orders over $1,000 require 1 comparative quote.
  • Orders over $10,000 require 2 comparative quotes.

Contact UCSD Catering if you need a quick comparative quote.

Submit a catering iRequest

  1. Select the Catering tile under Everyday Essentials on the Marketplace homepage. For UCSD Catering orders, click on "Click here to order from Hospitality Express."
  2. For non-UCSD caterers click "Continue with the Catering Service iRequest"
  3. Complete the iRequest from top to bottom (if bolded fields do not apply, enter 'N/A' or “0”)
  4. Attach all quotes to the iRequest. Attach comparative quotes under "Attach any supporting documentation below" (comparative quotes not needed for UCSD Catering).
  5. If your order is over $1,000 complete the “Price Rationale” section
  6. Review and complete your order by clicking “Checkout
  7. Submit the Marketplace Cart, which will route to IPPS Strategic Procurement for review by a Professional Buyer
  8. The buyer will sign all catering agreements/ quotes and reattach them to the iRequest for you. You are responsible for returning the signed agreement/ quote to the supplier.

After iRequest approval

When the catering iRequest is approved it will create purchase order.

Off-Campus Events

Choose your catering supplier

Every catering order requires a Catering iRequest. Obtain a written quote from the Supplier you choose and the required comparative quotes. You will need to attach these quotes to an iRequest in MarketPlace.

Obtain comparative quotes

  • Orders over $1,000 require 1 comparative quote.
  • Orders over $10,000 require 2 comparative quotes.

Contact UCSD Catering if you need a quick comparative quote.

Submit a catering iRequest

  1. Select the Catering tile under Everyday Essentials on the Marketplace homepage.
  2. Click “Continue with the Catering Service iRequest.”
  3. Complete the iRequest from top to bottom (if bolded fields do not apply, enter 'N/A' or “0”).
  4. Attach all quotes to the iRequest. Attach comparative quotes under “Attach any supporting documentation below.”
  5. If your order is over $1,000 complete the “Price Rationale” section.
  6. Review and complete your order by clicking “Checkout.”
  7. Submit the Marketplace Cart, which will route to IPPS Strategic Procurement for review by a Professional Buyer.
  8. The buyer will sign all catering agreements/ quotes and reattach to the iRequest for you. You are responsible for returning the signed agreement/ quote to the supplier.
  9. If the event will occur at an exclusive venue where food is included in the booking and outside food is not permitted, a competitive quote is not required Ex: Estancia, Rock Bottom, etc.

After iRequest approval

When the catering iRequest is approved it will create a purchase order.

Payment & More Info

Event Payment

  • Catering services orders processed through Marketplace will be invoiced and paid directly in Marketplace.
  • For UC San Diego-sponsored conferences where attendees pay a registration fee to UC San Diego, follow the MyPayments instructions for online MyPayments (login required).

  • For UC San Diego-sponsored conferences where attendees do not pay a registration fee, use MyPayments to request a payment or reimbursement for catering and room rentals. 

More information

Expand all