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. 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 

  • Note: You may have to fill out an Environmental Health &Safety (EH&S) Temporary Food Establishment Permit application for registered caterers. Review when a Temporary Food Establishment Permit  is required for your food event.  EH&S staff will review the permit application upon its submission to assess the safety of the food source, evaluate food preparation steps, handling, and storage to protect health and prevent food borne illness. A Temporary Food Establishmint Permit application may be denied for various reasons.  

    EH&S will provide the reason in an email to the applicant.  Reasons a permit may be denied by EH&S

    Why Could an Application be Denied

    During the application review process, EH&S will evaluate the food source (e.g., caterer, restaurant, food truck) against risk-based screening criteria that includes but are not limited to):

    The food establishment that is providing the event food must have a current permanent operating permit from a Washington state local health jurisdiction or the Washington State department of Agriculture, and all of the following are true:

    1. At least one routine inspection by the local health jurisdiction
    2. No indication of bare hand contact with ready-to-eat food on the most recent local health jurisdiction inspection report.
    3. No health base closures on record in the past two calendar years
    4. Most recent routine inspection report score from the local health jurisdiction does not exceed 45 violation points
    5. No repeat re critical violations in the most recent routine inspection

    Any application may be denied if the food source doesn't meet risk-based screening criteria, or the application is missing information necessary for review, an the applicant has not respond to communication attempts from EH&S.

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

    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.