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Catering and Event Space Rental

Before you make a deposit and before services can begin, you must ensure that required purchase orders have been initiated, quotes or scopes of work established, and contracts are signed by Procurement.

All services must follow the rules under Hiring and Paying for Catering and Event Space Rental below.

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 on-site service is provided , e.g., pizza delivery.

Event Space Rental: In nearly all cases, vendors supplying event space or event space with catering will present their own contracts. 

Contracts: If the vendor requests that their own contract be used, submit it with your I Want document, following the instructions below. Do not sign the contract. Only Procurement Services is authorized to sign contracts on behalf of the university.

Always allow enough time for processing contracts before services begin.

  1. Review the hotel or facility contract. Once satisfied with that contract, initial, NetID, and date each page in the margin.
  2. Ensure that the Cornell department information (department name, contact name, and NetID) are correct on the contract.
  3. Submit the contract for processing to the SSC on an I Want document before services begin. 

Caterer and Restaurant Selection

For a listing of vendors who have signed a university pricing agreement, see the Caterers and Restaurants with a Pricing Agreement section of the Caterer and Restaurant List.

For a listing of Cornell-affiliated caterers, see the Cornell-Affiliated Caterers and Restaurants section of the Caterer and Restaurant List.

Deposits: Cornell recommends that you don't 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 SSC Cardholders.

Insurance: Risk Management and Insurance requires that the vendor’s insurance certificates be on file. When renting a facility and hiring a bartender, liquor liability insurance is also required from the company providing the bartender. Procurement will request insurance certificates. 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. For a list of vendors who have met Cornell’s insurance requirements review Risk Management's Caterer List.

Hiring and Paying for Catering and Event Space Rental

The following two tables identify contract requirements and deposit and final payment options for catering only, event space rental, and catering with event space rental. Please email Procurement Services with questions. A list of caterers with contracts is available on the Caterer and Restaurant List page. Also refer to Buying Manual section 700, Paying for Services - Catering and Event Space Rental.

Catering Only

Caterer Type Dollar Amount Contract Requirements Deposit Options Final Payment Options
Caterers with a university contract Up to $10,000 Purchase order if an SSC pcard is not accepted.

A quote or scope of work is required.		 A deposit up to 50% of the total, not to exceed $5,000, may be paid by service center procurement card (pcard). The SSC may make final payment on a pcard. The total payment (sum of deposit and final payment) must not exceed $10,000.
Caterers with a university contract $10,000 or greater A purchase order is required. A quote or scope of work must be attached to the requisition. After the purchase order is issued, a deposit up to 50% of the total, not to exceed $10,000, may be paid by service center pcard. Payments totalling more than $10,000 must be made through the purchase order process.
All other caterers All dollar amounts A purchase order is required. A quote or scope of work must be attached to the requisition. If the vendor provides a contract, attach it to the requisition for Procurement's review. After the purchase order is issued, a deposit up to 50% of the total, not to exceed $10,000, may be paid by service center pcard.

The SSC may make final payment on a pcard. The total payment (sum of deposit and final payment) must not exceed $10,000.

Payments totaling more than $10,000 must be made through the purchase order process.


Event Space Rental

Rental Type Dollar Amount Contract Requirements Deposit Options Final Payment Options
Event space rental OR catering with event space rental (or both) Up to $10,000 A purchase order is required. Attach a quote or scope of work and, if provided, the vendor’s contract for Procurement's review. After the purchase order is issued, a deposit up to 50% of the total, not to exceed $5,000, may be paid by service center pcard. The SSC may make final payment on a pcard. The total payment (sum of deposit and final payment) must not exceed $10,000.
Event space rental OR catering with event space rental (or both) $10,000 or greater A purchase order is required. Attach a quote or scope of work and, if provided, the vendor’s contract for Procurement's review. After the purchase order is issued, a deposit up to 50% of the total, not to exceed $10,000, may be paid by service center pcard. Final payment must be made through the purchase order process. 


New York City Cornell Club (only)

If the event (e.g., lodging, space rental, catering) is at the New York City Cornell Club, then no purchase order is needed. This does not apply to individual business travel; see the university travel policy. All contracts must be signed by the Cornell Club member. Payment made be made via business service center procurement card up to $10,000. All other clubs follow the procedures in the tables above.

Additional Buying Manual Resources