UHD Catering Guidelines

Chartwells Food Service (UHD’s contracted food service provider) is the exclusive caterer for the University of Houston-Downtown (UHD).  As UHD’s exclusive caterer, Chartwells maintains the “right of first refusal” for all catered events in university facilities priced over $500.

To ensure the optimal selection and the best possible service, we kindly ask that event organizers book their event with Chartwells as early as possible, but no later than ten (10) business days in advance.  

Chartwells catering menu and ordering instructions are available here.

External Catering

If Chartwells is unable to meet a department’s catering needs, the department may submit a Food Service Waiver Request form for the use of an external food vendor.  Upon receipt of the Food Service Waiver Request form and at the discretion of Auxiliary Services, Chartwells may be asked to negotiate with the department to attempt to give the University “best value” for the catered event.

Food Service Waiver Request

Request forms should be submitted to Auxiliary Services at least ten (10) business days in advance of the event. This will provide the requestor time to work with Chartwells if their waiver request was denied.

Food Service Waiver Request form requirements

• Documentation to be submitted with the form include:
  1. Quote from the external
  2. Quote from Chartwells.
  3. Correspondence from Chartwells stating they are unable to fulfill the requested services.
• Food and beverage purchases from a store (ex. Walmart, H-E-B, etc.) that are over $500 require that online pricing be submitted with the waiver instead of a quote. A quote and denial from Chartwells are not required.

Waiver Request Exemptions

The following circumstances do not require a Chartwells refusal or Food Service Waiver Request.

• Food orders $500 or below. Orders may not be split to avoid exceeding the $500 limit.
• External caterer donation of all food and service.
• Catered food and beverage, and catering services are being paid for by a third party and no UHD funding is being used.
• Food and beverages purchased and served by a student organization using Agency funds (Ledger 9).

Waiver Enforcement

• When paying with a voucher, the department must attach the approved Food Service Waiver and supporting documents. Failure to submit the required documentation with the voucher will result in a violation. 
• When paying with a purchase order, the department must attach the approved Food Service Waiver and supporting documents. Failure to submit the required documentation with the requisition will result in a violation.
• When paying with a P-Card, the department must attach the approved Food Service Waiver and supporting documents. Failure to submit the required documentation will result in enforcement of Sections 3.15 and 3.16 of the UHD General Procurement/Procurement Card policy.