Approved caterer status must be fulfilled if the food providers plan to provide the following service types to the George Mason communities. Application approval is on a case-by-case basis. Failure to receive the proper caterer status can result in a delayed or failed payment. To become an approved caterer, follow the steps below to apply.
Phase 1: Application Review
Phase 2: Receive Vendor G Number: Up to 2 weeks
Reminder: Investigation of the application may not begin until all required documents have been received. Not providing the required documents is the primary cause of delay in the approval process. George Mason event organizers should work with their desired vendors to ensure their applications are submitted early in advance, prior to the event dates.
All caterers or restaurants applying for Approved Caterer status must complete the following steps.
Within the Approved Caterer Request Form, you can upload the following documents.
Must name “George Mason University, its Board of Visitors, its officers, officials, employees and volunteers” as an additional insured.
After completing your Approved Catering Application, please complete the Vendor Maintenance Form, which includes adding your business’ W-9 Substitute Form information. By completing this step, you will receive a unique vendor G Number, which allows you to conduct businesses with George Mason University entities and receive payments for your services.
Questions? If you have any questions or trouble completing the Vendor Maintenance Form, please contact Fiscal Services at 703-993-2580 or papadmin@gmu.edu.
After receiving all required information and documents, expect the approval process to take up to six weeks. The Executive Director of Auxiliary Services will review all documentation. Once reviewed, an email will be sent with an approval or request for additional information.
Vendor G Number—Approved caterers will receive their G Number in the approval notice email. This is a unique identification number for billing information.
Questions? Please contact Auxiliary Services & Operations at aeappcat@gmu.edu or 703-993-2840.
Follow university guidelines at the catering events
Approved caterers must work with the George Mason event organizers to ensure all actions are fulfilled as outlined in the Important Guidelines section below.
Submit updated documents before the expiration dates
Approved caterers must submit updated copies of the following documents prior to the document expiration date to maintain the approved caterer status:
If your business is not listed on the Approved Caterers list, please ensure all required documents are on file and up-to-date.
Questions? Please contact Auxiliary Services & Operations at aeappcat@gmu.edu or 703-993-2840.
Approved caterers must provide and maintain unexpired documents, including a current business license, certificate of insurance, and Virginia ABC license (if applicable), to maintain their caterer status at George Mason. Delayed provision of updated documents results in the removal of the business listing on the approved caterer list.
All university events that serve food and beverages must adhere to the food safety standards outlined in the Virginia Department of Health Food Safety Basics. The event organizer will have an onsite staff member overseeing food safety standards during the event.
Approved caterers must comply with the university’s pouring rights agreement with Coca-Cola, which requires all campus events to supply Coca-Cola beverages only. See the full list of Coca-Cola products here.
Approved caterers must follow George Mason’s sustainability guidelines, which prohibit selling, providing, or distributing the following items on George Mason premises:
The approval process begins once all required documentation is submitted. The process can take from two to four weeks once ASO receives all the documents.
Yes, the Policy is in place to ensure that any business coming to the George Mason campus has been vetted and to protect the health and safety of the George Mason students, faculty, staff, and visitors.
All food trucks that have a fire suppression system must have had it inspected within the last six months. All food trucks must have a current Food Establishment permit from the Commonwealth of Virginia or a local county in Northern Virginia. Out-of-state permits will not be accepted.
Yes, George Mason requires all businesses interested in being an approved caterer for the campus to complete the Approved Catering Licensing Agreement and supply the required documentation. If you have questions, please contact our office at aeappcat@gmu.edu.
Yes, The State of Virginia includes beverages and ice in the definition of “food,” and these items are required to have the same documentation if they are to be served to the George Mason community.
A business currently an approved caterer will not need to reapply, but it is required to complete an Approved Caterer Licensing Agreement form since the agreement is only valid for George Mason’s current fiscal year (July 1 – June 30). Businesses will also need to supply an updated Certificate of Insurance, Business License, Food Service Permit as they are renewed, and their most recent Food Inspection Report.
Auxiliary Services and Operations will begin emailing the Licensing Agreement in April for the fiscal year beginning July 1. The agreement will be sent to the email the approved caterer provided when submitting the initial application. It is the sole responsibility of the approved caterer to complete and submit the Licensing Agreement. Failure to return the document will result in the business being removed from the approved caterer list.
If Auxiliary Services and Operations does not receive an updated Licensing Agreement, we must remove a company from the approved caterer list. Once the completed Licensing Agreement is received, the company will return it to the approved caterer list. When a required document (business license, food service permit, or certificate of insurance) expires, we must receive an updated and valid document so that a business can remain on the approved caterer list.
Auxiliary Services will send email reminders to the address on file requesting the updated document. The food service establishment is responsible for submitting valid documents.
Approved Caterers will be required to have Liquor Liability Insurance (listed on the Certificate of Insurance) and possess a Virginia ABC License.
Approved Caterer status is required to perform catering service on the George Mason campus. The process is not a guarantee of business but is necessary to be eligible for consideration for any catered event. The Approved Caterer’s engagement to cater a George Mason event and the specific terms and conditions for an event must be separately contracted in a written agreement between the Approved Caterer and the “Event Organizer” who is hosting the event. ASO is not responsible for contracting specific events for the George Mason campus.
The Substitute W-9 is specific to the Commonwealth of Virginia and must be completed in order to conduct business with any Commonwealth entity.
The Substitute W-9 must be completed in its entirety. Below is a list of the most common reasons a Substitute W-9’s is not accepted:
Unfortunately, you cannot. Our Fiscal Services stated that only forms filled out by the vendors themselves will be accepted. This registration process will NOT be accepted via email.
If you have any questions or trouble completing the Vendor Maintenance Form, please contact Fiscal Services at 703-993-2580 or papadmin@gmu.edu.