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Paying for Catering and Event Space Rental

Catering: Catering occurs when a vendor prepares, sets up, serves, or cleans up food on Cornell-controlled property, including facilities owned by Cornell and facilities that may be rented or leased and only under Cornell’s control for the period of the event, e.g., rented banquet facility. Catering should not be confused with simple food delivery where no service is provided on-site, e.g., pizza delivery.

Event Space Rental: In nearly all cases, vendors supplying event space or event space with catering will present the unit with its own contract. If a vendor provides you with a contract specific to your event, please complete the Addendum for Facility Contract Agreements (PDF, 68 KB).

Contracts: If the vendor requests that their own contract be used instead of Cornell’s standard caterer contract, please contact Procurement Services. It is essential that contracts for catering contain language on indemnification. For more information on contracts for services, see Buying Manual section 700, Paying for Services.

For a listing of vendors who have signed a university contract and are not required to complete the standard caterer contract, see the Contract Caterers and Restaurant section of the Caterer and Restaurant List.

For a listing of Cornell-affiliated caterers who do not have to complete the standard caterer contract, see the Cornell-Affiliated Caterers and Restaurants section of the Caterer and Restaurant List.

Deposits: The university does not recommended that you pay 100% of the order total in advance; deposits should be limited to 50% of the total. For more information on deposits and paying for catering services, see Buying Manual section 307, Special Considerations for FTC/BSC Cardholders.

Insurance: For orders up to $25,000 Risk Management and Insurance recommends that the vendor’s insurance certificates be on file. FTCs/BSCs should request insurance certificates, and, when possible, attach the certificates to the procurement card document (PCDO) in KFS. Payment does not have to be delayed pending receipt of insurance certificates. For Risk Management's insurance requirements, see Buying Manual section 405, Insurance Requirements.

Catering and Event Space Rental Requirements

Refer to Buying Manual section 700, Paying for Services - Catering and Event Space Rental to review contract, purchase order, deposit, and payment methods.

Additional Buying Manual Resources

  • Section 302 – Information about paying for services with Cornell contract vendors with an individual procurement card
  • Section 400 – Catering services are exempt from bid requirements
  • Section 502 – Information about contract signature requirements