Skip to Content

UPPS 05.03.02 - Catered Events

Catered Events

UPPS No. 05.03.02
Issue No. 5
Effective Date: 1/15/2013
Next Review Date: 6/01/2017 (E4Y)
Sr. Reviewer: Director, Auxiliary Services


    1. This UPPS establishes procedures for catered events in university facilities.

    1. Catering service for functions held in university facilities may be obtained from the food service contractor or from other catering services, if approved and included on the annual list of approved caterers. Small departmental events (fewer than 20 participants) that serve food to university staff are exempted from the catering policy.

    2. Individuals responsible for reserving a university facility will inform users who wish to serve food in these facilities of the university’s catering policy and will insure compliance with established standards and conditions.

    3. The official food service contractor has the exclusive use of certain university facilities as follows:

      Jones Diner UAC Cafe

      The Lair (all kitchens) Lyndon’s UClub

      JCK Lounge Commons Cafeteria

      The Den (all kitchens) Harris Cafeteria (upper level)

      11th Floor, J.C. Kellam Bldg. (Reed Parr)

      Under certain circumstances, university-sponsored organizations may serve food that they provide and set up themselves in these facilities. These organizations must submit requests for approval to the Auxiliary Services office at least ten working days before the event.

    4. Policies for the sale, service and consumption of alcoholic beverages at events held on campus are subject to UPPS No. 05.03.03, Alcoholic Beverage Policy and Procedure.


    1. Caterers wishing to serve food on the campus must meet the standards and conditions as established in the Catering Services Agreement for 2016-2017. Included in the standards are:

      1. Proof of liability insurance in which the caterer, as well as the university, are covered;

      2. Evidence of compliance with all public health service and food handling certification as required by state and federal laws; and

      3. Caterers who seek inclusion on the university’s list of approved caterers must submit a list of their services and their costs. The list of costs should contain all related costs to the end user, including food, commissions, deliveries and other costs on a per-person basis.

    2. The director of Auxiliary Services may remove caterers who fail to maintain these standards from the list of approved caterers.


    1. Auxiliary Services Office. Annually, the director of Auxiliary Services will solicit applications of caterers interested in serving food on campus and will assure that such services meet the conditions and standards referenced in Section 03.01. The list will automatically include the university’s food service contractor. However, a caterer can be added to the approved list at any time during the year provided that university standards are met.

      1. The director of Auxiliary Services will compile a list of caterers approved by the review committee by September 1 and distribute it to account managers.

      2. The director of Auxiliary Services will notify caterers who apply for inclusion on the list of their acceptance or rejection.

    2. The director of Auxiliary Services will return a copy of the “Notification of Catered Event” to the sponsoring department so the department can attach it to a university purchase order if used as the method of payment.


    1. Reviewers of this UPPS include the following:

      Position Date
      Director, Auxiliary Services June 1 E4Y
      Director, Special Projects June 1 E4Y

    This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

    Director of Auxiliary Services; senior reviewer of this UPPS

    Vice President for Finance and Support Services