Approved Caterer Request Form

George Mason University Approved Caterer Request Form
Please complete all information sections below to expedite the approval process.
If you are unable to submit any documentation with this form, please mail the documents to:

Jonathan Elwell
Director of Dining Services
Merten Hall, Room 4400
George Mason University
4400 University Dr. MSN 4A1
Fairfax, VA 22030

For more information, visit the George Mason University Catering Service page.

Contact Information
Name of Catering Company*
Business Address*

Street Address

Street Address Line 2

CityState

Zip Code
Owner/Manager Contact*

First NameLast Name
Owner/Manager Email*
example@example.com
Catering Contact*

First NameLast Name
Caterer's Telephone Number*
Caterer's Email*
Website*

Substitute W-9 Form Submission
Required Step: Submit the W-9 Substitute Form Online
All approved caterers must complete this step to receive a unique vendor G Number, which allows them to conduct business with George Mason University entities and receive payments for their services. Visit the Become an Approved Caterer page for more information.
The Case Number*
Date of the W-9 Form Submission*

MonthDayYear
Date

Business Information and Documents
Required Upload 1: George Mason University License Agreement
Complete the George Mason University License Agreement and upload a signed copy here. Other formats of the license agreement will not be accepted.
License Agreement for Catering FY2026
Valid for catering services between July 1, 2025-June 30, 2028
2025-2028 License Agreement (via DocuSign)
FY2026 Agreement (PDF only)*

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I have uploaded a copy of the License Agreement above for:*

2024-2025 (Valid between 07/01/2024-06/30/2025)FY2025 (Valid between 07/01/2025-06/30/2028)
Federal Tax ID*
eVA Vendor ID number
The University supports and encourages SWaM Certified vendors. Please provide your eVA ID number if you are a registered vendor.
Required Upload 2: Certificate of Insurance
The Certificate of Insurance must name "George Mason University, its Board of Visitors, its officers, officials, employees, and volunteers" as an additional insured. See the COI example here.
Current Certificate of Insurance*

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Insurance Company*
Liability Insurance*
$1,000,000 minimum required-list dollar amount
Insurance Expiration Date*

MonthDayYear
It seems like your Certificate of Insurance has expired; please upload the new document below and update the expiration date.
Catering at Mason Square FUSE Building in Arlington, VA

In order to offer catering service to the FUSE Building, Approved Caterers will be required to provide an additional Certificate of Insurance (see example here) with the additional insured and certificate holders named. These requirements are listed on the COI Requirements for Vendors FUSE in addition to the minimum insurance requirements.
Are you interested in catering at Mason Square FUSE Building in Arlington VA?*

YesNo
COI for Mason Square FUSE Building*

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Required Upload 3: Business License
Current Business License*

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With State of:*

VirginiaMarylandDistrict of ColumbiaOther
Business License Number*
Business License Expiration Date*

MonthDayYear
It seems like your license has expired; please upload the new document above and update the expiration date.
Optional Upload: Virginia ABC License (if applicable)

Businesses who wish to serve alcohol beverage at a George Mason event must submit the Virginia ABC license.
Current Virginia ABC License (if caterer is offering alcoholic beverage service)

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Virginia ABC License Expiration Date

MonthDayYear
It seems like your license has expired; please upload the new document above and update the expiration date.
Required Upload 4: Food Safety Inspection Report & Establishment Permit
Current Food Safety Inspection Report*

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Current Food Establishment Permit*

Cancelof

Health Inspection Information
Has caterer been cited by Health Department in the past year?*

YesNo
If yes, please explain
Have you received any critical violations during your health inspections in the last year?*

YesNo
If yes, please explain
Have you received any non-critical violations during your health inspections in the last year?*

YesNo
If yes, please explain

Additional Terms and Conditions
I have read and agree with rules outlined in the Letter to Prospective Caterers*

I agree
If providing beverages, caterer agrees to use Coca-Cola products exclusively (Dasani Canned Water included) and to abide by the University requirements for providing alcoholic beverages*

I agree
Caterers will maintain Mason's approval indefinitely or until written notification of termination is received by either party. However, certificates of insurance and health inspection reports will be monitored yearly. Caterer can be removed from the approved list if adequate insurance is not maintained or food safety violations become a concern. The caterer above hereby accepts full responsibility for (and holds harmless George Mason University and the Commonwealth of Virginia) any problems, including but not limited to food poisoning) resulting from food which has not been delivered by the above named restaurant or caterer but which has been picked up or handled by said group.

All items above must be completed before approval will be considered. 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.
Signature of Responsible Caterer:
For Office Use Only:
Business License Reminder 1

MonthDayYear
Business License Reminder 2

MonthDayYear
Business License Reminder 3

MonthDayYear
Business License Terminate 3

MonthDayYear
Insurance Reminder 1

MonthDayYear
Insurance Reminder 2

MonthDayYear
Insurance Reminder 3

MonthDayYear
Insurance Terminate 3

MonthDayYear
VA ABC Reminder 1

MonthDayYear
VA ABC Reminder 2

MonthDayYear
VA ABC Reminder 3

MonthDayYear
VA ABC Terminate 3

MonthDayYear
Today's Date (DO NOT DELETE)

MonthDayYear
Date
AE Approved Catering (DO NOT DELETE)
Should be Empty:

George Mason University Approved Caterer Request Form

Required Step: Submit the W-9 Substitute Form Online

Required Upload 1: George Mason University License Agreement

Required Upload 2: Certificate of Insurance

Required Upload 3: Business License

Optional Upload: Virginia ABC License (if applicable)

Required Upload 4: Food Safety Inspection Report & Establishment Permit

For Office Use Only: