TC Catering Policy | Policies

TC CATERING POLICY

ONSITE CATERING

TC Dining Services partner, Columbia Dining Services, is the preferred caterer for all on-campus events, and is the exclusive caterer for all events held in the Grace Dodge Dining Hall.

About Columbia Dining Services:

• Committed to good service. Our staff are Columbia employees and part of your campus community. You can count on service with a smile.
• Committed to good food. Our Chefs are professionally trained at respected culinary institutions and our staff participate in annual continuing education programs.
• Place a priority on locally sourced and home cooked foods. More than 50% of all food served is purchased from vendors within 250 miles of the Morningside campus.
• We always offer vegan, vegetarian, and halal options.
• We consider food and allergen safety a top priority. Our menus are labeled so that you can dine safely and with confidence.

Columbia Dining Services’ menus offer a delicious, fresh, and flexible array of options for small meetings to large formal gatherings. An on-line catering menu guide, customizable for unique needs, is available. Additionally, Columbia Dining Services can provide both drop off service and full-service catering with attendants and/or bartenders. 

Choosing Columbia Dining Services will be easier for event planning and ordering, and you will have on-site support before, during and after your event.

All departments are encouraged to contact Columbia Dining Services to discuss their catering needs. 

To order catering through Columbia Dining, please visit www.tc.edu/dining, call 212-531-5235 or email tcdining@tc.columbia.edu

SMALL/INCIDENTAL FOOD PURCHASES

For small/incidental food purchases, costing under $200, that are allowable under Teachers College’s Travel & Expense Policy, departments do not need to order from Columbia Dining Services.  However, these types of food purchases should be paid by a College employee and then the employee is reimbursed via existing expense reimbursement procedures.  Examples of this may include providing snacks (going to the grocery store and buying) for a lunchtime meeting (chips and salsa for three to five people, a dozen donuts for three to five people for a breakfast meeting, etc.). 

All food orders/food purchases that are for five or more people, costing over $200 or involves prepared food being brought onto campus must either utilize Columbia Dining Services or an Outsider Caterer which must follow the below Outside Caterer Guidelines. 

Additionally, College employees may not purchase prepared food and bring that food onto campus and expect to be reimbursed for said food unless it falls into the category of small or incidental food purchases mentioned above.

ALCOHOL

Please refer to the College Alcohol Policy for all questions related to alcohol on-campus.

OUTSIDE CATERER GUIDELINES

The following guidelines are established to assist in planning College events serviced by an outside caterer when providing catering services. These guidelines apply to all College departments/programs and recognized student organizations.

A. GENERAL

1. College departments/programs and recognized student organizations may only use those outside caterers that meet the College's business and insurance requirements. While there are many vendors in UniMarket that can provide catering services, please confirm with Purchasing that the vendor has met all requirements for providing services at the College.
2. College departments/programs and recognized student organizations making arrangements for outside caterers will be held responsible for any damages and additional expenses incurred by the negligence of the outside caterer.
3. Please note that if the Outside Caterer Guidelines are not satisfactorily adhered to, your departments/programs and recognized student organizations may not be permitted to utilize outside caterers for future events.
4. Outside caterers must adhere to and comply fully with all College policies and procedures as well as New York City/State Health Department Food Requirements, which include but are not limited to sanitation, hygiene, and temperature.

B. OPERATIONAL REQUIREMENTS FOR OUTSIDE CATERER

1. Prior to any function, all food is to be stored and prepared at the Outside Caterer’s permitted food establishment or other approved food facility.
2. All food provided by Outside Caterers must be prepared/heated off-site and delivered. No outside food and drinks may be prepared, reheated, or stored in Teachers College kitchen facilities.
3. At all times the Outside Caterer has control over the food, including periods of storage, preparation, transportation and service. All food shall be adequately protected so as to be maintained free of contamination, adulteration, and spoilage.
4. Outside Caterers are responsible for providing all the equipment required for servicing the event; including all equipment for food handling, food presentation, and food service. This is to include, but not limited to: flatware, glassware, china, linens, disposable plates, napkins, cups, serving platters, trays, serving utensils, food chafers and warmers, etc. Please note the New York City Fire Code does not permit the use of Sternos or any other sort of open flame in areas not designated as official Public Assembly Spaces. TC’s Dining Services partner, Columbia Dining Services, and other authorized campus catering service providers shall be allowed to utilize (Sterno) warmers/heating devices. Sterno use shall be attended to at all times by a member of the dining or catering staff who has been trained in Sterno use and fire safety. Additionally, a 10-pound ABC dry chemical extinguisher, or Type K extinguisher, shall be made available within ten (10) feet of the serving table or tables. Proper tools must be available for the smothering of the flame if needed, i.e. snuffer paddle.
5. Outside Caterers are required to make arrangements with the appropriate College department/program/student organization in advance to schedule delivery, setup and removal of all equipment and products provided by the Outside Caterer.
6. Outside Caterers will provide any and all staffing required for setup, function time, break-down and clean up of the scheduled event. Details include:

a. Responsible for clean-up and trash removal immediately following the conclusion of an event. All trash/food debris must be contained in appropriate waste bags and removed from buildings in a manner that prevents spillage or drips on the way to the disposal point .

b. Responsible for the setup and breakdown of all of their equipment. All equipment must be removed from campus immediately following the conclusion of an event.

7. The College reserves the right to ban any Outsider Caterer for failing to properly clean-up after events.

C. PLANNING YOUR OUTSIDE CATERED EVENT

1. Start planning a minimum of 14 business days before your event so you will be able to complete requirements for issuing a purchase order to your Outside Caterer.
2. Know your budget.
3. Determine the number of people you need to serve.
4. Desired food and drinks. Be mindful of food allergies and preferences.
5. Will you need condiments, napkins, cups, plates, cutlery, tablecloths, ice? Inquire about sustainability options.                                                                            a. Small Events not requiring any setup typically do not include linens, plates, napkins, cutlery, etc – be sure to ask for these items  when ordering.
6.  Will your menu be self-serve, boxed, or will you need waitstaff?
7.  What time do you want catering dropped off or what time do you want setup if being served?
8.  Make sure your quote covers food, drinks, waitstaff, delivery fees, gratuities (no more than 20% per TC Policy), etc.
9.  Choose an Outsider Caterer from UniMarket as Purchase Orders must be utilized when choosing Outsider Caterers for orders over $200. P-Card and Personal Credit Cards can be used for orders under $200. ** Please contact Teachers College Purchasing Department for any order that requires a P-Card.
10.  Confirm with Purchasing that the Outside Caterer has submitted all requirements in order to do business at Teachers College.
11.  Discuss event requirements with Outside Caterer, ask for quotes, submit quotes to UniMarket for Purchase Order, and finally email Purchase Order to Outside Caterer with event details (location, setup time, etc.)
12.  Event host is responsible for escorting Outside Caterers to event location, for ensuring Outsider Caterer cleans up after the event and ensuring Outsider Catered removes all trash associated with the event.
13.  Submit Invoice to AP for payment processing.

Responsible office: Campus Services

Last updated: August 2023