Boise State Student Organizations

1. Pick Your Vendor (Stay on the “Safe List”)

Even for small orders, we highly recommend using someone from the BSD Approved External Caterers List.

• Why? They already have their insurance and health permits on file with Boise State.
• The Benefit: It’s a “set it and forget it” move. You won’t have to worry about your event being flagged for safety issues.

2. Watch Out for the “App Trap”

It’s tempting to just pull out your phone, but do not use Uber Eats, DoorDash, or EZ-Cater.

The Play: Call the restaurant directly or use their own website if they are on the approved list. BSD Approved External Caterer.

University policy doesn’t allow these because of the “click-to-agree” legal terms.

1. Use the “Approved List” (Mandatory)

For events in this price range, you must select a vendor from the BSD Approved External Caterers List.

• Why? These vendors have already submitted their insurance and health permits to the University.
• Pro-Tip: If your favorite spot isn’t on the list, email cliffstarman@boisestate.edu at least 4-6 weeks early to see if they can be added.

2. Watch the 15-Day Deadline

Student Involvement requires you to register your event and catering plan early.

• The Rule: Submit your event registration through CampusGroups at least 15 business days (about 3 weeks) before your event.
• The Risk: If you wait too long, your purchase request or P-Card access might be denied.

3. No “App” Orders

Even for a $500 taco bar, you cannot use DoorDash, Uber Eats, or EZ-Cater.

• The Play: Call the restaurant directly to place your order. If they offer their own delivery, that’s fine—as long as they are on the Approved List. If they don’t deliver, you’ll need to send a club member to pick it up.

1. Give the Campus Team “Dibs” (Right of First Refusal)

Per University policy, Carved & Crafted (our on-campus catering) has the first right to host any event over $2,000.

• The Step: Contact Carved & Crafted first to see if they can cater your date and theme.
• If they say YES: Awesome! You’re all set to work with them directly.
• If they say NO: Ask them for a “declination” email. You’ll need this for the next step.

2. Submit an Exemption Form

If Carved & Crafted cannot take your event, you can’t just go book someone else immediately.

• The Step: Fill out the Catering Exemption Form.
• The Goal: You need official approval to use an outside vendor for a large event. Attach that “declination” email from Step 1 to speed things up.

3. Pick from the “Approved List” Only

Once your exemption is approved, you can choose any caterer from the BSD Approved External Caterers List.

• Important: At this budget level, you must use someone from this list. These vendors are vetted to handle large-scale crowds and high-volume food safety.

4. Timeline is Everything (30 Days Out)

Large events take more time to process.

• The Play: Aim to have your catering plan finalized and your event registered in CampusGroups at least 30 days before the event. This gives the University enough time to review contracts and process big payments.

5. The “No-App” Rule Still Applies 🚫

Even if you have $3,000 to spend, Uber Eats, DoorDash, and EZ-Cater are still prohibited. For a $2k+ event, you should be working with a professional catering manager from an approved company who can provide a formal invoice.

1. Check the “Approved” Status First

You can’t accept food from just anywhere. To be cleared for a campus event, your donor must be a professional food provider on the BSD Approved External Caterers List.

• The Rule: If they aren’t on the list, you can’t serve their food.
• Why? We need to know they have the right health permits and insurance to protect you and your guests.

2. Submit the Donation Review Form (The Big One)

Once you have a donor lined up, you have to tell the University about it.

• The Deadline: You must submit the Catering Donation Review Form at least 30 days before your event.
• Pro-Tip: If you submit this late, it will likely be denied. Put a reminder in your phone the moment you start planning!

3. Confirm the “Paperwork”

When you fill out your form, be ready to provide:

How the food will be transported (it needs to stay at safe temperatures!).

The name of the approved vendor.

What specific food/drinks they are donating.