Support Local Vendors

We stand by President Tripathi’s remarks in his Executive Commitment to Supplier Diversity: “The University at Buffalo is committed to increasing opportunities for and developing relationships with a diverse business population by fostering the growth and sustainability of small business and business enterprises owned by minorities, women, veterans, and socially and economically disadvantaged individuals.”

The selection of a local vendor outside of UB is a straightforward and painless process. The benefits of such partnerships are crucial as we seek to build community trust.

The process is simple:

• Contact the vendor and agree upon a date and price.
• If using an outside catering service, follow this link to apply for an outside vendor food permit.
• We have found it useful to have an invoice already in-hand and ready to be submitted by the day of the event, so that these local vendors — often running on tighter margins than large corporations — can be paid as quickly as possible.
  
• We suggest always following up with the vendor and accounts payable to assure payment is done on time.

The Vendor Food Permit is very easy to obtain.

• Fill out the form answering all the questions
• Make sure you have a confirmation of the space to submit with the request
• Make sure you do know exactly what are you going to serve in the event
• Make sure to have a menu of the food vendor to submit with the request
• Send the request two weeks of the event. 
• Are you late with your food permit? contact FoodPermit@facilities.buffalo.edu and ask how they can help. 

• Agree on a date, time and place with anyone you are working or partnering with
• Define a program or schedule of how your event is going to run
• Prepare a budget accordingly and seek approval when needed
• Reserve a room in space request and follow up for confirmation if you are doing it at the School, or confirm venue with the organization you are partnering with.
• If you are doing an event inside of Jacobs School, as soon as you have confirmation, file for the food permit if you are going to have food and over 10+ people invited.
• Create a flyer and a registration form (the more time you have to promote your event, the better)
• Promote your event

And remember:

• We are tax exempt! Vendors will need our tax exempt form
• Get an invoice from the vendor
• If you are dealing with a new vendor a W9 form is required
• Don't forget drinks and paper/plastic ware (serving utensils, forks, cups, plates, napkins, etc)

Last but not least:

• Try to pick up food from vendor... delivery is expensive!
• Try to have volunteers to serve the food. That way you will ensure everyone will enjoy equally!
• Make sure you clean up as much as you can after the event