Planning an Event

To assist campus departments, Procurement Services has negotiated contracts and maintains lists of approved caterers, hotels and other suppliers that provide event related services, equipment rentals, and bus and vessel charters.  We've created an Event Planning Quick Guide with additional event planning guidance and resources.

Catering, Hotels, and Events

We've implemented a new process to register catering companies interested in working with the University and update the list of registered caterers on a quarterly basis - Fall-Winter 2024 list  added 11-26-24.  Coming soon - Spring 2025 list

All companies listed have completed the registration and submitted the required insurance and health permits, unless noted on the list. Please reference UW Contract #UW-19-0038 when using any of the companies.

  • If you are interested in using a company, not on the current list, please contact: Claudia Christensen: claudiac@uw.edu 

  • Companies on the list are subject to EH&S approval for individual events, and UW personnel hosting or sponsoring an event at a UW location where food will be served, sold, or given away should review EH&S guidance regarding when to apply for a Temporary Food Service Permit. The permit application allows EH&S to assess the safety of the food source, evaluate food preparation steps, handling, and storage to protect health and prevent food borne illness.  Reasons a permit may be denied by EH&S.

    Please remember to review University Food Policy Guidance and to complete the Food Approval Form 1798.

    University and Washington State policies allow for the purchase of meals and light refreshments for employees, students and official guests under certain criteria to include the source of funds, type of fund and purpose of the event. Many UW funds are either not approved for food and/or alcohol purchases, or have some restrictions. The cost of food includes the cost to serve the food (i.e. utensils, gratuities, catering fees etc.) For more information, refer to the Food Approval website.

    Important Information regarding Cancellation Fees for Catering, Hotels, Conferences and other Events:  

    Please be aware that non-refundable administrative fees or rescheduling fees may apply.  Prior to forwarding a new agreement or a modifications to an existing agreement to Procurement Services for an official signature, please review hotel, catering and space rental agreements carefully to ensure that the person(s) responsible for the purchase understand the financial obligations and are aware of critical dates. 

    Procurement Services Guidance for Signing Documents: 

    Procurement Services recommends that documents requiring signature such as quotes, proposals, rental agreements, maintenance agreements, software subscriptions and statements of work be reviewed by the buying staff regardless of the method of payment or dollar amount. Only Procurement Services buying staff have authority to sign goods and service contracts an related documents on behalf of the University. If necessary, the buying staff will work with the supplier so that the final agreement is in compliance with Federal and State laws and University policies.

    To submit an event contract or reservation to be reviewed by a buyer, please submit the documents with requisitions for approval.​​

    • If the requisition is under the Direct Buy Limit, email the contract to a member of the buying staff. See the Subject Matter Expert page for guidance.
    • Please allow at least three business days for the buyer to review each contract/reservation, and please provide the deadline with your request.Food Policy and Applicability

    Benefits of using contract suppliers include:

    • Discounted pricing
    • Terms and conditions are already negotiated
    • No need to provide a sole source justification for purchases over $10,000

    Visit these pages/guides for information specific to each category:

    Important information:

    If the dollar amount of your request is greater than the Direct Buy limit ($10,000 including shipping and handling and excluding tax), and you are not using a UW Contract supplier a sole source justification must be provided or quotes obtained In consultation with a Procurement Service buyer to ensure compliance with the competitive solicitation requirements.  See the UW Contracts page.

    Some suppliers will waive deposits if we supply them with a purchase order (PO). In these instances, a PO is preferred. If a deposit cannot be waived, then a Procard or a PO may be used as the method of payment.

    Check to see if the supplier is in Workday, even if you are paying with a Procard. If the supplier is not found, please review the For Suppliers web page for the registration process.