Event Catering
What's Changed?
We've simplified how you request catering for university events
The old way: Multiple forms, redundant approvals, scattered information across different systems. Delays and back-and-forth before you could move forward.
The new way: One streamlined process. You choose your vendor, complete a compliance form, submit to ESM for your purchase order. That's it.
TRANSITION NOTE:
Any Formstack catering requests already submitted or pending approval will continue through the existing approval process. You do not need to resubmit using the new compliance form. Only new catering requests starting 7/23/2026 should use the streamlined process outlined below.
Choose Your Path
Using Gourmet Dining | Using an Outside Vendor |
|---|---|
If you're hosting an event with our on-campus catering partner and using their eCater platform, follow this streamlined path.
Your Steps:
Note: Gourmet Dining's eCater platform captures business purpose and compliance details, so you won't need a separate form. 
| If you're requesting catering from an external vendor (not Gourmet Dining), use our new compliance form to document business purpose and compliance.
Your Steps:
|
Blanket Purchase Orders (BPOs)
Student programming groups and student event organizations may request blanket POs to cover multiple events throughout the academic year. Blanket PO amounts are based on prior year usage and anticipated events.
- Submit ONE compliance form for the initial blanket PO approval
- Reference the PO for all subsequent events under that blanket
- To increase a blanket PO budget, submit an additional compliance form
If you're unsure whether your group qualifies for a blanket PO, contact Auxiliary Services at cateringrequest@kean.edu.
What You Need to Know
NJ State Requirements | Business Purpose | Accurate Attendance |
|---|---|---|
| New Jersey regulates meal and entertainment expenses for state-funded events. The Chief Financial Officer has approved the following limits: Breakfast $10–13, lunch $15–19, dinner $25–30 per person. These limits protect university resources while ensuring quality events. | Every catered event must have a documented business purpose. This isn't about judgment, it's about accountability. Be specific: what's the event for? Who's attending and why? | Collect RSVPs early and update your catering order if numbers drop significantly. Guessing at attendance leads to waste or unexpected costs, both costly mistakes. |
Your Event Planning Timeline
4-6 weeks before the event
- Start planning early. Decide on catering type and vendor. For events with 50+ attendees or $2,500+ budget, start even earlier (6+ weeks).
3-4 weeks before
- Request quotes. Get pricing from Gourmet Dining (eCater) or your chosen external vendor. Ensure budget is available in your cost center.
- Complete compliance form (if using outside vendor) or note eCater details. Gather all event info: business purpose, expected attendance breakdown, RSVP collection method.
- Submit to ESM. Create the PO transaction with quote and compliance documentation. Send for approval.
2 weeks before
- Receive approval & PO. Once approved, you have the PO. Share it with your caterer to place the order.
Week of the event
- Confirm final numbers. If RSVPs changed significantly, work with your caterer on adjustments (approval may be needed for significant cost changes).
After your event
- Accept the Purchase Order in ESM to close out the transaction and get the vendor paid.
Frequently Asked Questions
What if my event exceeds the meal limits?
You can request an exemption. The compliance form has a section specifically for this. Explain why your event needs higher meal costs, perhaps it's a formal dinner with external stakeholders, or a special occasion. Include your justification in the form and submit. Approvers will review and make a decision. Sometimes exemptions are approved; sometimes they require budget adjustments. Better to ask than have your PO rejected.
Do I need the compliance form if I'm using Gourmet Dining?
No. Gourmet Dining's eCater platform captures all necessary compliance and business purpose information. Just reference your eCater quote when you submit your ESM transaction. The form is only for external vendors.
Can I attach the compliance form to ESM right away, or do I need approval first?
Attach it directly to your ESM transaction. The form includes all the documentation your approver needs. There's no separate approval step for the form itself, the approver reviews everything together as part of the PO approval process.
What happens if my RSVP numbers drop significantly after I've ordered catering?
Contact your caterer immediately to discuss options. You may be able to reduce quantities, reduce costs, or in some cases, adjust the order. If the cost change is significant, loop in your approver. It's better to address this proactively than to pay for food that goes unused.
How do I collect RSVPs? Do I have to use Cougar Link?
No single method is required. Use what works for your event: Cougar Link (for student events), email sign-ups, ticket sales platforms, or paper sign-ups. Just document your method in the compliance form so approvers understand how you're tracking attendance.
What's "cost offset" and why do I need to explain it?
Cost offset means: who's paying for the catering? Is it the full university budget, or are attendees contributing (e.g., student fees, ticket sales)? Is it grant funds or departmental money? This matters because it affects how the expense is approved.
What if I have questions about NJ Circular requirements?
The compliance form includes a link to the full NJ State Circular. For interpretation or questions about whether your event qualifies for an exemption, contact the auxiliary services team. We're here to help, and it's better to ask upfront than have your request denied.