Step by Step
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Find a Caterer
VCU Procurement maintains a searchable database of SWaM businesses certified by the State’s Department of Small Business and Supplier Diversity (SBSD). Users can search SWaM suppliers by the commodities and services they provide at https://swamsearch.procurement.vcu.edu or using the link below:
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Ask for References
Please feel free to ask the caterer for University departments that have used their catering services.
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Obtain a Quote
It is recommended that you obtain competition from 2 or more contract caterers. Ask for menu options and negotiate the best price. Please note that VCU has an exclusive-beverage contract with Pepsi, and that all catered beverages must be Pepsi products, including bottled water.
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Understand the Taxable Items
Effective for purchases made on and after April 22, 2016 state and local governmental entities may use their respective nonprofit exemptions to purchase prepared foods, catering and related services provided in connection with the sale of food exempt of the Virginia sales and use tax.
In order to be exempt, departments must demonstrate:
- That the provision of the applicable prepared meals, catering or services furthers a function, mission, service or purpose of the governmental or nonprofit entity;
- That the charge for the food, meals or catering is billed to and paid for by the entity claiming exemption from the tax with payment drawn from the entity’s account, rather than using cash or an individual’s account;
- And that the entity claiming the exemption determines to whom, when and how the meals or food are served and consumed.
- If an event is booked in a hotel that includes meeting rooms, audiovisual equipment, and catering services and the charges for each transaction are separately stated on the hotel invoice, VCU may use its governmental exemption status to purchase the catering and A/V services exempt from the Retail sales and use tax, but not local taxes. If the meeting rooms and audiovisual equipment are lumped together as a single charge, sales tax would apply to the total charge.
For more information, Tax Bulletin_16-3_VaDeptTax NonProfit Meals
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