Catering Guidelines

Catering Services for Event Organizers

1. Main Focal Point: The event owner/organizing office representative will serve as the primary point of contact for all aspects related to the catering services request for a specific event or activity. The event owner should copy [email protected] to ensure food services is kept informed. 
2. Vendor Access: Event organizers can access the list of pre-approved catering vendors (both internal and external) via the AUC Dining page. The list will be updated before the start of each semester during the following periods: January 1 to 15 and August 1 to 15. Note that no external catering vendors will be added to the pre-approved list or introduced outside of these specified periods or during the semester. You can refer to the Guidelines for Event Catering and Food Vendors for additional information.
3. Menu Selection: The event organizer will identify the type of food required for the event and directly communicate with the vendor via email to request a formal price quotation for the needed items. The food services catering team is always available for consultations regarding menus, types of food, or any related issues. Feel free to reach out at any time for assistance via email [email protected]. 
4. Vendor Confirmation: The vendor will check availability and capacity to deliver or serve the requested items and will respond with a quotation.
5. Approval Process: The event organizer must secure approval from their department head on the provided quotation. They will then complete a fund reservation through SAP and share the fund reservation document with the vendor via email. This document serves as initial approval for the vendor to begin planning.
6. Food Handler Information: For security and campus access purposes, the event organizer will request the vendor to provide the names of all food handlers present on the event day, as well as a list of equipment. The event organizer will submit the names to security for campus access. 
7. Communication with Stakeholders: The event organizer will relay the information received from the vendor to security, safety, facilities and all other relevant stakeholders.
8. Delivery and e-invoice: The vendor will deliver and serve the requested food items on campus and will provide a financial e-invoice to the event organizer for payment processing.
9. Document Consolidation: The event organizer will compile all related documents (email requests, department head approval, fund reservation, quotation, and e-invoice) or, if applicable, (PI approval, attendees list, and agenda) for grant-funded requests.
10. Submission to Finance: The complete document package will be shared with the finance team for processing with a maximum duration of two working days after the event. External vendors' e-invoices are to be delivered to the accounts payable or grants accounting  for grants while internal vendors e-invoices are to be delivered to the support functions.   
11. Request Cycle Completion: The catering services request cycle is now complete.

Catering Services for External Vendors

1. Official Correspondence: Vendors must ensure that all correspondence is received from an official AUC email address as listed in the AUC directory with [email protected] copied.
2. Capacity Confirmation: Vendors should confirm their ability to accommodate the delivery and service of requested items promptly, adhering to professional standards and safe food handling measures.
3. Fund Reservation Requirement: Vendors must verify that the event organizer has shared the fund reservation document before preparing or delivering any catering services to the AUC campus.
4. Documentation of Communication: Vendors should document all steps of communication with the event organizer, ensuring that no requests are accepted verbally or via WhatsApp or any means other than official AUC emails.
5. Payment Timeline: Vendors should anticipate that payment will be completed within 15 working days following the delivery of the e-invoice to the event organizer.