Catering
There are mainly two styles:
- Buffet style
- Bento style
The number of pax will determine the amount of food provided, total cost and the quantity of food wastage. Event registration list could be an indicator of how much food to order.
Following Procurement guidelines, we should order food from one or more of the available period contract(s). If a specific type of food is not available, we may seek other food vendors (see Vendors).
The person in-charge should reach out to the vendor directly for the pricing, number of pax and food options.
See Making purchase requisitions for Raising standard purchase requisitions before the event date and subsequently process for payment through GRN on system.
See Ordering of coffee and tea
Ingredient list
Generally, most caterers do not provide the ingredient list of their bentos and buffet.
It is good that the person in-charge of Qualtrics participant registration (Event registration) include a section on food preferences or allergies, which can be collected and communicated with food caterers.
Vegetarian food
By default, vegetarian food that we order should not contain onion, garlic, scallions, chives, leeks, shallot, egg, alcohol and diary.
Workflow
Follows the regular Procurement policies and procedures. Please note that SUSS has period contracts with some caterers. If the food menu is unsuitable for the event, the programme or event IC could look for other caterers with unique food offerings.
Food menu outside on what is stated in the period contract may be available, the programme IC should check with the caterer on this. Vendor Evaluation Form will be required for any variations outside of what is stated in the period contract, even though they are our period contractors.
Supporting document
Before event date:
- Quotation
- Email approval from Head
- Purpose - What event is the catering for?
After event date:
- Attendance or participants list
- Invoice
- EDM or Email notification sent to participants