Catering
Policies Regarding Catering
Catering purchases should adhere to the policies outlined in section 8.1.1 Business Meals, Refreshments, and Alcohol of the Policies and Procedures Manual.
As outlined in policy 7.6 The University Purchasing Card (PCard), catering cannot be purchased with a PCard. TCards may be used in some circumstances for “drop off meals” (see “Catered Events vs Non-Catered Events” below). Other catering that serves the meal can only use a TCard with system contracted vendors.
Additional information about the rules for caterers can be found at the University Risk Management website’s Caterers page.
Alcohol Policy
Please Note: There are additional regulations in place for the purchase of alcoholic beverages. These are outlined in Policy 8.1.1 Business, Meals, Refreshments, and Alcohol.
UIUC
If a University of Illinois Urbana-Champaign unit or any unit using an Urbana facility plans the sale or service of liquor/alcoholic beverages at the event, the Urbana Campus Alcohol Approval Form must be approved prior to your event. Please refer to the UIUC Campus Administrative Manual for more information about UIUC’s Alcohol Management Policy and to download and submit the Alcohol Approval Form.
University Caterers vs Outside Vendors
An 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. In addition to providing food, beverages, and/or liquor the vendor would typically provide set-up (including 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.
For a complete explanation of catering definitions and insurance requirements for outside vendors, please visit the University Risk Management website’s Caterers page.
UIUC University Catering
University Catering is the preferred caterer for the University of Illinois at Urbana-Champaign events. Learn more about the benefits of using University Catering at the UIUC Purchasing website.
If University Housing is unable to accommodate your department’s needs, University of Illinois at Urbana-Champaign has partnered with America to Go (ATG) to offer an iBuy Punchout Catalog that is accessible to all UIUC departments through the iBuy Showcase. Learn more about the ATG Punchout Catalog.
Catered Events vs Non-Catered Events
There are different policies and requirements in place for "catered" events vs a “non-catered” event where food and beverages are just delivered or dropped off. To learn more about the differences between catered and non-catered events when using outside vendors and the respected policies involved, please visit the University Risk Management website’s Caterers page.
Please note before purchasing food for an event that some facilities have exclusive catering agreements that do not allow the drop-off of food and beverage items in the facility. Check with the facility to ensure drop-off food and beverages are allowed.
A TCard may be used for non-catered events when the vendor does not require a contract and the cost of the event is within the TCard's single transaction limit. Please refer to the Travel Card (TCard) page on the Business and Finance website for more information.