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Catering

Purpose and Scope
The University of Findlay is committed to supporting successful, safe, and inclusive events involving food service. This policy outlines the expectations and procedures for catering at all University-hosted events, as well as events held on campus by external parties. For the purpose of this policy, meetings or events that have food delivered or purchased from outside vendors or restaurants will be considered catered events and are subject to all other aspects of this policy as such. All meetings or events held on campus involving catering are required to be listed in the event registration software with the Facilities and Events Scheduling Office.

The University partners with Sodexo, a trusted provider known for delivering high-quality food and exceptional service. While Sodexo remains the recommended catering provider for all on-campus events, it is no longer the exclusive option.

Catering Options: Sodexo and Third-Party Vendors
The University contracts with Sodexo for dining and catering services. However, University departments, offices, student organizations, and external groups may choose to use approved third-party vendors.

If a third-party vendor is selected, that vendor must supply all food and beverages for the event—partial orders (e.g., mixing vendors) are not permitted.

Quote Requirement for Events with 25+ Attendees
For events expecting more than 25 attendees, organizers are required to:

  1. Obtain a formal quote from the third-party vendor.
  2. Submit the quote to Sodexo before confirming the external vendor.

If Sodexo is unable to match the service, menu, or pricing, then the use of the third-party vendor will be approved. This step ensures fair pricing, consistency, and food safety.

Requirements for Third-Party Vendors
All external food vendors must:

  1. Provide proof of liability insurance.
  2. Hold valid food service licenses and health certifications.
  3. Coordinate logistics with the Facilities Scheduling and Events Office, including access, setup, and cleanup.

Food Donations
If food is being donated by a third-party vendor or external organization, the donor must provide a written statement listing:

  1. Items being donated
  2. Quantity of each item

This documentation must be submitted during the event reservation process through the Facilities Scheduling and Events Office.

Note: University faculty, staff, departments, or offices may not “donate” food or beverages as a means to bypass this policy.

Contact and Support
To arrange catering with Sodexo:

  1. Visit the Catering Office in Room 45, Alumni Memorial Union (AMU)
  2. Email: ufcatering@findlay.edu
  3. Menu options and ordering guidelines are available on the University Catering webpage.

Exceptions to This Policy
The following event types are exempt from this catering policy:

  1. Concession sales at intercollegiate athletic events hosted by the Athletics Department
  2. Events held at the Carothers Home
  3. Student-run bake or candy sales (subject to the University Fundraising Policy)
  4. Events with third-party food donations (with proper documentation)
  5. Bona fide potluck events, if the following conditions are met
    1. Invitation-only
    2. No external caterers involved
    3. Participants bring food and assume prep responsibility
    4. Event Registration Form submitted at least two weeks in advance and approved by Sodexo and the Office of Student Affairs
    5. Event organizer coordinates with the Catering Office

Restrictions and Venue Access
Outside vendors are not permitted to use campus kitchen facilities or equipment.

Some venues may have restrictions on third-party catering. Always consult the Facilities Scheduling and Events Office during the planning process.

Setup and Cleanup Responsibilities
Event organizers are responsible for ensuring vendors complete all setup and cleanup duties, including trash removal and disposal of leftovers, unless otherwise arranged with Sodexo or the third-party vendor.

Policy Enforcement
Failure to comply with this policy may result in:

  1. Event cancellation
  2. Denial of space usage
  3. Additional penalties as determined by the Office of Student Affairs

Repeat violations may lead to a loss of event-hosting privileges.