Food & catering at events
Planning to host an event at Concordia? Explore options for serving food at your event.
Catering
Choose from a list of university-approved catering services for a seamless experience. Catering includes:
- Food prepared, handled, and delivered by a professional caterer.
- Optional wait staff service on-site to serve your guests.
Please review the following forms before hosting a catered event:
- Booking Request Terms and Conditions
- Policy on Food and Beverage Service on University Space (VPS-7).
- If your catering costs exceed $5000 you will need to fill out the Prior approval form for Catering and Alcohol.
- All contracts worth more than $25,000 require two quotes, and the cheapest option must be selected as per Concordia’s Procurement Policy (CFO-20).
Self-catering
Prefer a hands-on approach? With self-catering, the event organizer (or their representatives) takes full responsibility for the food. Here's what you need to plan for:
Please review the following forms before hosting a self-catered event:
Waiver Form for Self-Catered Events: Required for all food sales or services on campus.
Demande de Permis Sans But Lucratif et Événements Spéciaux (MAPAQ): Necessary if you’re selling high-risk foods.
Prior Approval Form for Catering and Alcohol: Required for faculty and staff members if your self-catering costs exceed $5,000.
Food preparation and handling
Food must be prepared, handled, and served on-site or transported safely to the event.
Food safety requirements
Event organizers must follow:
High-Risk Foods
These foods can support the growth of pathogens and are more likely to cause foodborne illness:
- Meats
- Dairy products
- Cheesecake
- Frostings and fillings made with dairy
- Samosas
- Cooked vegetables
Low-Risk Foods
These foods are less perishable and don’t spoil quickly:
- Cakes and cupcakes (excluding dairy-filled or cheesecake)
- Cookies, squares, brownies, and bars
- Muffins, tarts, and fruit pies
- Breads
- Candies and popcorn
- Coffee and tea
Logistics and equipment
After preparing the food, consider the following:
- Transportation: Ensure food is properly packaged for safe delivery to campus.
- Temperature Control: Plan how to keep food hot or cold. Access to equipment such as a fridge, toaster oven, microwave, or chafing dishes may be necessary.
Serving essentials
Be prepared to provide all necessary serving items, including:
- Serving plates, spoons, tongs, and other utensils.
- Napkins, plates, cups, and cutlery for guests.By taking these steps, you can ensure your event runs smoothly with self-catering.
For questions or additional support, contact hospitality@concordia.ca.
Exceptions to food & catering policies
In specific situations, exceptions to Concordia’s food and catering policies may be granted. These exceptions are considered on a case-by-case basis under the following circumstances:
- University-approved caterers cannot meet the event’s needs.
- The event has significant sponsorship and is approaching quickly.
If an exception is granted, the following minimum requirements must be met:
- The caterer must be a registered business.
- The caterer must have liability insurance with a minimum coverage of $2 million.
- The caterer must hold a valid MAPAQ (Ministère de l'Agriculture, des Pêcheries et de l'Alimentation du Québec) permit and food handler certificate.
For events within the Concordia community:
- If your catering costs exceed $5,000 you will need to fill out the Prior approval form for Catering and Alcohol.
- All contracts worth more than $25,000 require two quotes, and the cheapest option must be selected as per Concordia’s Procurement Policy (CFO-20)
For more information or to request an exception, please contact Oliver De Volpi: oliver.devolpi@concordia.ca