Quick Tips From Our Experts
How Do I Choose a Caterer?
Supplier Search has a huge variety of caterers to choose from who can offer a range of goods and services, including those with discounted rates and sustainable food options.
When Should I Book a Caterer?
Start looking for a caterer at least two weeks before a small event (under 20 people), and as soon as possible (once you have a date and an event space) for large events.
Know What You Need Before You Reach Out.
Having some specifics about your event — date, budget, number of people, type of menu, allergies/food restrictions, pickup or delivery — can help caterers give you better information and make it easier for you to compare different supplier quotes.
Be Prepared For Additional Waste.
Remember to contact MIT Department of Facilities to schedule drop-off and pickup of extra trash and recycling bins for large on-campus events.
Benefits of MIT Preferred Caterers
Preferred caterers found in Supplier Search have been vetted through VPF, and using one of these many choices offers you considerable advantages:
- Save money with pre-negotiated discounts.
- Save time by submitting quotes through Buy-to-Pay (B2P).
- Reduce stress: All Preferred Suppliers are already compliant with MIT’s policies and insurance requirements.
If you do choose to go with a non-preferred supplier and the total contract exceeds $10,000, you will need to fill out a Selection of Source form. In addition, you may need to allow additional time for contract negotiations.
MIT’s waste hauler cannot process compostable dishware, cups, or utensils; please consider reusable versions of these items instead.
Helpful Resources For On-Campus Events
- Use this Sustainable Catering Checklist to ensure you are doing your part to keep MIT healthy and green.
- Contact Institute Events for help finding available space on campus and registering your event.
- Planning an outdoor event on campus? Make sure you consult MIT Environment, Health & Safety Office (EHS) for guidelines about event approvals, outdoor decorations, patio heaters, extension cords, and more.
- Request trash and recycling services and schedule receptacle pickup from MIT Department of Facilities through Atlas, when applicable.
Purchase with Purpose
MIT is committed to sustainability wherever possible throughout the purchasing process.
When planning an event, consider Sustainable Event Certification, a pilot tool developed by the MIT Office of Sustainability (MITOS) to empower staff, faculty, and student event planners to create more sustainable events. Reach out to MITOS with any questions.
Many of our Preferred caterers offer reusable flatware, serving dishes, plates, and tablecloths and have composting services. Some also work with local food banks to distribute leftover food and have cooking oil re-use programs. Learn more on each supplier’s page on Supplier Search.
Many of MIT’s Preferred caterers are categorized as small or diverse businesses, which can include women-, veteran-, or minority-owned, as well as many based in Cambridge and the surrounding area. You can learn more about each Preferred Supplier on Supplier Search.
Did you know that almost all caterers can adapt to specific requests, such as a special menu item or delivering your order to a certain office? Make sure you ask MIT Preferred Suppliers if they can accommodate your needs before choosing a non-preferred supplier.
Need Assistance With Catering?
Jessica Tam
Senior Strategic Sourcing Analyst
