Events and Catering

Contracts for events cover essential details such as event dates, fee structures, travel arrangements, technical requirements, and any specific rider requests from the provider. The Events and Catering team from Central Purchasing ensures contracts are compliant with University policies and that both the provider and the University’s interests are protected.

No POs Required

The only Supplier Type available to purchase from for Events and Catering is Non-Catalog Supplier. However, Events and Catering uniquely do not require a purchase order to buy from a vendor or supplier. This means you should not create a Goods and Services Request Form for Events and Catering. 

Submit a Contract Request

Procurement Initiators should proceed directly to the Contracts dashboard in the CU Marketplace to submit a Contract Request for either of the following options:

• On-Site Events and Catering
• Off-Site Events and Catering

For assistance creating a Contract Request, view the Contracting in the CU Marketplace page for instructions.

It is important to note that when suppliers provide services on-site at any and all Columbia locations, i.e., providing additional service beyond delivery or drop-off of goods, their Certificate of Insurance (COI) is required prior to arrival on-site to initiate those services.

For more information about Certificates of Insurance and MOIs, visit the Insurance and Risk Management section of the Finance site.

The following documents may be required to submit via Contract Request to the CU Marketplace depending on the type of purchase involved:

• Quote/Proposal
• Certificate of Insurance (on-site services rendered at any campus)
• Service Provider Agreements (by performance or service type)
• Workers Compensation Insurance
• NYS Alcohol Permit (for beverages served on-site at any campus)
•  

Once a contract for Events and Catering is finalized and executed by Central Purchasing, process the payment to the vendor by creating a Non-PO Voucher and attach the invoice for services rendered.

The act of creating the voucher constitutes the confirmed receipt of the services provided. 

TBD

Catering providers are responsible for designing menus that suit the specific needs of the event, whether it's a multi-course meal, hors d’oeuvres for a reception, or boxed lunches for conferences. Columbia University event hosts often collaborate with caterers to tailor the menu to reflect the nature of the event, preferences of attendees, and budgetary constraints. Planners may also incorporate Columbia’s sustainability initiatives, selecting locally sourced, organic, or eco-friendly menu options.

Depending on the event, catering services may include non-alcoholic and alcoholic beverage offerings. Beverage service includes setting up drink stations, providing servers for cocktail receptions, or organizing wine pairings for formal dinners. For certain events, caterers must comply with University policies on alcohol service, ensuring that all regulations regarding responsible consumption and licensing are followed.

Caterers provide on-site staff, including chefs, servers, bartenders, and event coordinators to manage the food and beverage services throughout the event. Full-service staffing ensures smooth execution, including table service for formal events, food replenishment for buffets, and cleanup afterward. This helps ensure that the event runs efficiently while freeing the host department to focus on the core purpose of the event.

For events that require unique culinary experiences, such as cultural festivals or theme-based dinners, specialty catering services provide tailored offerings that reflect specific cuisines or presentation styles. Caterers may also offer dessert stations, coffee bars, or other unique food and drink options designed to enhance the guest experience.

Catering services often include the provision of necessary equipment, such as tables, chairs, linens, glassware, flatware, and serving stations. For outdoor or large-scale events, caterers may also arrange for tents, heating equipment, and portable kitchens to ensure that all logistical requirements are met.

Catering vendors must comply with all health and safety regulations, including food handling, preparation, and storage standards. Vendors should also follow Columbia University’s health and safety guidelines to ensure the well-being of all guests. This includes adhering to any protocols related to public health concerns, such as COVID-19 and flu, as well as maintaining proper food hygiene and allergen labeling.

Catering services include the breakdown and cleanup of all food and beverage stations, as well as waste management. This may involve removing trash, recycling materials, and ensuring that the event space is restored to its original condition. Columbia University prioritizes sustainability, so catering services are encouraged to use recyclable or compostable materials and minimize food waste where possible.

DJs and musical bands are often hired to provide entertainment at University-sponsored events such as campus festivals, formal gatherings, parties, and other social activities. The procurement process ensures that selected performers align with the event’s objectives, audience, and budget.

This category covers improv troupes, comedians, and stand-up acts brought in for performances at student events, galas, or campus-wide festivals. These performers provide entertainment that fosters creativity, engagement, and humor, contributing to the vibrancy of Columbia’s cultural landscape. 

Solo musicians or instrumentalists may be engaged to perform at a variety of events, including formal dinners, graduations, and academic conferences. This includes classical musicians, jazz performers, and other instrumentalists who contribute to the ambiance and cultural tone of University events.

Sound designers are critical for ensuring that audio elements of events, performances, and productions are professionally managed. This includes contracting experts for sound design, audio installation, mixing, and technical support for concerts, performances, and audiovisual presentations.

Make-up artists are hired for stage productions, film projects, or special events where professional make-up is required for performers. These artists work closely with actors, actresses, and performers to achieve the desired look for performances, photoshoots, or on-screen appearances.