Catering, Hotels and Events
We've implemented a new process to register catering companies interested in working with the University and will update our list of registered caterers on a quarterly basis - Fall-Winter 2024 list added 11-26-24. (New list to be posted by 4-1-25)
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.
PROCUREMENT GUIDANCE FOR SIGNING DOCUMENTS
Procurement Services recommends that documents requiring signature be reviewed by the buying staff regardless of the method of payment or dollar amount. Only Procurement Services buying staff have authority to sign 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.
UW Procurement Services has negotiated contracts and maintains a list of approved caterers and hotels as well as many suppliers providing event planning services, equipment rentals, and charters to assist campus with their special event needs.
Added 8/11/2020: Important News Regarding Cancellation Fees for Hotels, Conferences and other Events
As the hotel, conference and event industry continues to adjust following COVID, please be aware that non-refundable administrative fees or rescheduling fees may apply. Prior to forwarding modifications to existing or new Agreements 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.
Food Policy and Applicability
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.)
- UW students, faculty and staff hosting a public event with food service on UW property must obtain a Temporary Food Service Permit.
- For more information, refer to the Food Approval website.
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 commodity:
- Catering:
- UW Dining
- HFS Conference Services
- Bay Laurel Catering
- Review UW list of registered caterers (see top of page)
- Conferences
- Charters / Transportation
- Security Guards:
If you would like security guards at an event being held on University property, please contact Ralph Robinson of UW Police at 685-2550. UWPD will arrange for guard services at the event and charge the costs directly to your fund. - Tents:
UW Environmental Health & Safety has special requirements and a tent application form for erecting temporary tents and canopies on UW grounds. Visit Campus Events webpage for more information. - For services and support related to organizing and presenting a conference, workshop, or special educational program, contact UW Conference Management
Important information:
If the dollar amount of your request is greater than the Direct Buy limit ($10,000), a sole source justification or quotes from other suppliers must be obtained in consultation with a Procurement Service buyer to ensure compliance with the competitive solicitation requirements. This does not apply if you select a Supplier that has an existing contract with the UW. 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.