Campus Events and Ceremonies

Your Creative Dining order cannot be confirmed without an approved Hospitality Request Form and an email from you accepting the catering quote — please confirm that all information on the quote is correct before accepting the quote. The acceptance email represents a confirmed order.

The Hospitality Request Form must be submitted to Fiscal Affairs 15 business days before the event.

Hospitality Request Form

• Submit a Catertrax order with your request at least 15 days in advance. 
• Have an approved Hospitality Form before the order.
• Please provide the following information:
  • Approved account number for the order
  • Building and room number event is to take place (please make sure you have an approved reservation before proceeding)
  • Number of guests
  • Time to deliver, serve, and break down food service
  • Do you want servers at your event? Do you want linen for your buffet and/or speaker tables?
  • Category of food you require — breakfast, reception, luncheon, dinner
  • Creative Dining will help you with the menu should you need advice

• Creative Dining will email a quote to you for your approval.
• Email the approved quote to Creative Dining so the order is confirmed.

Please email Creative Dining Food Service Director Lucero Martinez-Donato or call 219-427-1150 to discuss meal tickets or vouchers to be used at the Broadway Bistro. A hospitality form must be submitted for this expense

• If a campus catering vendor is not able to cater your event and you are permitted to use another food service provider, fill out a hospitality form if you are using a university or foundation account to cover the charges.  This form must be completed. approved and sent to the Office of Campus Events to be kept on file.
• Make any arrangements for pick up or delivery of food from approved food service providers; distribution of food, clean up, etc., is the responsibility of the host. Food service guidelines regarding sanitation and food service safety must be followed.
• Clean-up after your event is necessary. Leaving trash on tables, food in the room, etc., may result in the loss of future room reservation privileges.
• Payment to the approved food service provider is the responsibility of the event host.
• For use of a food service provider not on the IU Northwest list of approved vendors, a copy of that establishment’s current Board of Health inspection report must accompany a Temporary Food Service Application.
• A Temporary Food Service Application must be completed, and an approved copy must be sent to the Office of Campus Events to be kept on file each time a food service provider other than Progressive Dining Group is used. Office of Environmental Health and Safety food service application.
• A Certificate of Insurance form must be submitted to OCE by the food service provider. This form must be submitted to OCE prior to your event. 
• The Certificate of Insurance must have the following:
  • A minimum of $1MM/$2MM minimum general liability limits per occurrence.
  • It must name “The Trustees of Indiana University, its officers, agents and employees” as both the Certificate Holder AND as Additional Insured

• Only Coca-Cola products may be served at events on campus.  This includes all soft drinks, bottled water (Dasani) and bottled juices (Minute Maid). 
• For more information regarding Food Service safety visit: the Office of Environmental Health and Safety.