For events that are catered, require a room/space rental, require a contract or charge a registration fee, see Hosted Events.  For events that are primarily social in nature, see Policy UW-3075 – Official Functions and Expenses.

EVENT CATERING

• Reimbursement is based on actual costs - see Business Office - Hosted Meals/Refreshments/Receptions
• Maximum rates are per person
• Tax and tip are included in maximum per person rate
• Tip is based on subtotal amount; tax should not be factored into tip % amount
• Itemized receipts are required
• Catering does NOT include:
  • Food purchased and prepared by University staff
  • Prepared food (pre-packaged box lunches, sandwiches, cheese trays, pizza, cookies, fruit or similar items) purchased from a licensed restaurant and/or catering operation and served by university staff on property owned or leased by the University.
• If a vendor is providing catering services on-campus (serving food on campus/space owned by University, and prepares, transports, sets out and/or serves food), a high-risk insurance certificate is required to be attached to their supplier profile in ShopUW .
• If a vendor is providing catering services off-campus, a high-risk insurance certificate is required to be attached to their supplier profile in ShopUW , unless the meal is being provided/served in a restaurant, or by hotel kitchen staff or the hotel caterer where the event/meeting is being held.
• Must contact Wisconsin Union Catering or University Housing Catering first.
• If neither Wisconsin Union Catering or University Housing Catering are available to provide catering, then an outside vendor may be contacted to provide catering for an event.
• UW Purchasing Services must sign all outside catering contracts.

Certificates of Insurance

The Office of Risk Management no longer accepts or maintains vendor/supplier (Supplier) certificates of insurance.

Effective with the May 9, 2022 launch of the ShopUW Supplier Manager Function, Supplier certificates of insurance are now managed through ShopUW via the ShopUW Supplier Portal, which allows Suppliers to upload their own certificates of insurance and other information in a secured environment to expedite transaction and payment processing.

Shoppers are no longer required to inquire with Risk Management on the status of a Supplier’s insurance certificate information. When shopping in ShopUW for a Supplier product or to make a purchase, if a Supplier is “Active” for purchasing in ShopUW , they are considered an approved Supplier.

You may direct Suppliers to upload their own Certificates of Insurance through the ShopUW Supplier Portal. If you have insurance certificates to be attached to the supplier record, or if you want to purchase from a Supplier that is “Inactive” in ShopUW , you will need to submit a Supplier Change Request (PDF) through ShopUW . Email SupplierFile@bussvc.wisc.edu for help.

For more information:Certificates of Insurance Program

You Will Need An Insurance Certificate:

• If you hire a Caterer to provide and serve food or if you hire a restaurant to serve food at a location other than their restaurant.

You Will Not Need An Insurance Certificate:

• If the meal will be provided and served in a restaurant.
• If the meal is being provided and served by the hotel kitchen staff or by the hotel caterer where the event/meeting is being held.
• Note: Purchasing the ingredients for a meal, prepared by an individual who is not a licensed restaurant and/or catering operation, is not reimbursable through the University, since there is no way to determine the qualifications of the cook nor the sanitation of the kitchen. Events held in private homes must utilize prepackaged foods, a licensed restaurant, and/or catering operation.

Audio/Visual/Tech

For tech assistance email BITS directly.

Alcohol

Alcohol is not an allowable UW Madison expense. Alcohol must be paid directly by UW Foundation. See UW-Madison policy on Alcohol Beverage Regulations.

The following highlights a few key policy and procedural issues related to providing alcohol at events or purchasing at meals.

• Obtain approval from the Dean’s Office prior to the event at which alcohol will be purchased. Contact Associate Dean Cody Loew to request approval.
• Do not pay for alcohol with a UW purchasing card. A UW corporate card may be used or personal funds, which will then be paid through e-reimbursement.

If possible, reimbursements and payments are simplified if alcohol is billed separately from the food purchase.