Catering
Whether you're hosting a small meeting or a large event, Baylor provides trusted catering options and tools to help you find the right fit, place orders, and stay on track.
Plan Your Event
Start by defining the basics of your event. This will help you choose the right caterer and avoid last-minute changes.
Event Details
- Confirm headcount (include a 5–10% buffer)
- Set a budget (e.g., $25–$65 per person)
- Identify dietary needs (allergies, vegan, vegetarian, etc.)
Service Style
- Boxed meals (best for small meetings or trainings)
- Buffet (cost-effective for larger groups)
- Plated service (formal events)
- Food trucks (casual events)
Select a Caterer
Keep the following in mind when selecting a caterer:
- Confirm the caterer serves your event location
- Verify they can accommodate your group size
- For larger events, request a proposal (including staffing and equipment)
- Requisition must be completed prior to ordering for orders over $2,500
- Recommended for all on-campus catering
- Required for external groups hosting events on campus
- Full-service catering designed for campus events
Learn more about Field + Fork or call 254-710-7550 or email fieldandfork@compass-usa.com.
- Browse a selection of approved caterers in one place
- Streamlined ordering, invoicing, and reconciliation
- 24/7 support for changes or issues
Here is a quick reference guide. For immediate assistance with an order or delivery, email CustomerService@AmericaToGo.com or call toll-free 866-284-8646.
- Best if you already have a caterer in mind
- Useful for exploring options not available in America To Go
- Fully vetted in our boarding caterers within Ignite
- Approved Caterers are allowed to operate on the Baylor campus at the discretion of the University
Coming soon: searchable, filterable directory
- Your event must have parking available for the truck
- Check this list of food trucking parking locations
- Fully vetted in our boarding caterers within Ignite
- Approved Food Trucks are allowed to operate on the Baylor campus at the discretion of the University
Disclaimer: The approved caterers and food truck listings are updated three times a year and are subject to change. Since insurance policies expire at different times, we recommend emailing Caterer@baylor.edu to confirm the current approval status of your chosen caterer(s) closer to the event date to ensure they remain in compliance. Baylor University cannot guarantee the approval status of any listed caterers at the time of your event. The caterer is responsible for ensuring that all the required documentation is valid and up to date to be listed as an Approved Caterer.
Place Your Order
- Remember to request a proposal for all large events and those over $2,500
- Events exceeding $2,500 and those that include staffing and equipment require a Requisition before the order is placed
- Confirm menu selections and allergen labeling
- Schedule delivery, setup, and cleanup times
- Assign a single point of contact
Reminders
- Submit final headcount 1–2 weeks before your event
- Confirm all payment details before the event date
Payment and Final Steps
The payment method depends on the type of caterer used. These guidelines apply to all catering orders:
- Orders under $2,500: REQ/PO, P-card or Department card may be used
- Orders over $2,500: require a REQ/PO, which must be processed BEFORE the order is placed
- POs are paid based on their vendor set-up in Ignite. If ACH information is provided, the payment is sent directly to their bank account; Otherwise, payment is issued by check, which can take up to two additional weeks since Baylor does not print checks in-house
- Payment is handled directly through Baylor Dining Services
- Follow Field & Fork’s ordering and billing process
- Contact Field & Fork for specific payment timing and options
- Orders must be placed through the Ignite marketplace
- A marketplace requisition and Purchase Order are automatically generated
- Payment is processed through Baylor’s standard procurement workflow
- Payment is typically processed using a requisition and purchase order, which can be paid via ACH or Check. (Payments by check may take up to two additional weeks)
- P-Card or Department Card can be used on orders under $2,500
- Payment is typically processed using a requisition and purchase order, which can be paid via ACH or Check. (Payments by check may take up to two weeks)
- P-Card or Department Card can be used on orders under $2,500
Invoice Guidelines
All invoices must:
- Be submitted in PDF format
- Include the PO number with the ORD prefix
- Be sent to Accounts_Payable@baylor.edu, preferably from the supplier
- Invoices must match the associated PO
- Have an unduplicated one-time use/unique invoice number
- Have an Invoice Date
- Include an itemized description of the food, drinks, and services provided
- Include a remittance address of the company/caterer
Catering & Food Truck FAQs
- Fall Semester
- Open Enrollment, June 1-30
- Review Process, July 1-29
- Website Update, August 1-19
- Spring Semester
- Open Enrollment, October 1-31
- Review Process, November 1-30
- Website Update, December 1-16
- Summer Semester
- Open Enrollment, March 1-31
- Review Process, April 1-30
- Website Update, May 1-27
- Food Establishment Permit
- A copy of the Certificate of Insurance. COI must not be expired.
- The full list of minimum requirements can be found at University Compliance and Risk Services under Requirements for Vendor/Contract Insurance.
- Please note that it is the responsibility of the caterer to send updated COI before the expiration date. If the updated COI is not sent prior to expiration, the caterer will not be considered an approved caterer for Baylor and will have to apply in the following semester.
- A copy of the Certificate of Insurance. COI must not be expired.
- The full list of minimum requirements can be found at University Compliance and Risk Services under Requirements for Vendor/Contract Insurance.
- Please note that it is the responsibility of the caterer to send updated COI before the expiration date. If the updated COI is not sent prior to expiration, the caterer will not be considered an approved caterer for Baylor and will have to apply in the following semester.
- State Mobile Food Vendor Permit (required in Texas as of July 1, 2026) (TXHB-2844)
- Proof of application for State Mobile Food Vendor Permit
- Copy of the paid receipt for the State Permit
Proof that your food truck was inspected by the Waco Fire Department (or is scheduled to be inspected) and copy of paid receipt.
Refer to the Waco-McLennan County Public Health District’s website for additional information on these two new requirements:
It is the Requesters responsibility to gather and ensure the documents are not expired. All documentation should be emailed to Risk Management (risk@baylor.edu) and Caterers (caterers@baylor.edu).
- When Requisition and Purchase orders are used, (our preferred method) the vendor is paid based on their vendor set-up. If ACH information is provided, the payment will be sent directly to their bank account. This is the quickest method. Otherwise, payment will be issued by Check—which can take up to two weeks since we do not print checks in-house.
- All orders over $2,500 must be paid through Check or ACH.
- Requisitions or P-card can be used for orders under $2,500.
No, requisitions after an invoice is received are not an acceptable payment method for catering. Requisitions for catering submitted after an invoice is received will be denied. Contact your Business Officer.