179 Student Union  | ph: 405.744.5232 | email: meetings@okstate.edu  | web: meetings.okstate.edu

I. General Information

A. The customer is responsible for reserving the room(s) for a food function with the Wes Watkins CenterMeeting and Conference Services in person or over the phone (405) 744-9359. 

B. The customer is responsible for contracting directly with an approved caterer. Food service may onlybe provided by caterers on the approved list. 

C. To be approved, vendors must complete an application and send it to the office of Meeting &Conference Services, 207 WWC, Stillwater, OK 74078. This application will be forwarded to thePayne County Health Department and/or the Oklahoma ABLE Commission as part of the approvalprocess. They must also complete and sign the Caterer Agreement and provide copies of all relevantlicenses. 

D. If the desired event entails alcohol, an alcohol form must be filled out, submitted, and approved by theStudent Union Director or his/her designee. Alcohol service will only be allowed to be served byapproved vendors. 

E. If the event has been approved for the service of alcohol, vendors must have a current liquor licenseand follow all State laws and policies set by Oklahoma State University for the service of alcoholicbeverages on campus premises. 

F. The vendor will provide professionally attired service attendants for the entirety of all food and/or drinkfunctions, including lunches, dinners, breaks, receptions, and other special food events held in the WesWatkins Center.

II. Setup Requirements

Set up for catered events, including refreshment tables, must be arranged by the customer to fulfill theneeds of the vendor and approved by Meeting & Conference Services. Meeting & ConferenceServices will arrange for setup of dining and buffet tables at a charge.

III. Payment/Fees

G. As of July 1, 2016 all new vendor applications will be charged an annual fee of $300.00.

H. Vendors will be charged a percentage (10%) of the total event cost for any catered food function(including alcoholic beverages). Payment should be sent within ten days after the event to Meeting &Conference Services, 207 Wes Watkins Center, Stillwater, OK 74078 with a copy of the cateringinvoice for documentation.

I. Kitchen supplies and usage, along with catering supplies and usage, will be available to rent.Each vendor must follow kitchen usage guidelines and expectations. Please speak with Meeting &Conference Services for expectations, prices, and fees.

J. The customer will be responsible for paying the vendor directly. WWC Meeting & Conference Servicesis not responsible for direct payment to vendors for catering and/or alcohol services.

IV. Equipment & Usage

K. Limited equipment, kitchenware, banquet tables, and chairs are available. Please view KitchenEquipment List for pricing. Vendors will supply additional items not available in facility.

L. Meeting & Conference Services are not responsible for damage to or loss of any items left in thefacilities prior to or following any function.

M. All vendors will have to check-in upon arrival to be allowed into the kitchen/facility, and will have tocheck-out at the completion of the event. The vendor will not be allowed to check-out until a Meeting &Conference Services staff person deems the kitchen/facility in proper condition.

N. Vendors are responsible for the cleanup of all food and drink related items, including items left ondining and buffet tables, and all trash cans used for disposal of such items.

O. Meeting & Conference Services will not be responsible or liable for vendor employees.

P. Items placed on any meeting room or lobby walls must be approved by Meeting & ConferenceServices.

Q. No equipment belonging to the Watkins Center is to be removed from the premises.

R. Breakage of equipment shall be reported to Meeting & Conference Services (405) 744-9359, whichreserves the right to bill either the customer or the vendor for breakage and additional cleaning.

S. Extra clean up and related costs will be charged. Please speak with WWC for prices and fees.

T. Misuse, neglect, not following guidelines, and/or unsafe use of facility or supplies within facility mayresult in loss of privileges to conduct business and/or vend within Wes Watkins Center.

These guidelines may be reviewed and altered as needed.Any exceptions must be granted by Meeting & Conference Services.

This Vendor Agreement made:

Between Meeting &Conference Services and:

located at:

hereinafter referred to as“Vendor” and Oklahoma State University Meeting & Conference Services at the Wes Watkins Center,hereinafter referred to as “WWC”.

A. WWC hereby grants to Vendor the right to establish and conduct catering and/or alcohol services inthe Wes Watkins Center, and the right to use the kitchen facilities and all kitchen inventory. Inconsideration of such right, Vendor will be charged a percentage (10%) of the total event cost for anycatered food and/or drink function. Payment should be sent within ten days after the event to Meeting& Conference Services, 207 Wes Watkins Center, Stillwater, OK 74078 with a copy of the invoice fordocumentation. These payment terms and procedures are effective the day and year first abovewritten. Vendor shall have the right to occupy and use the premises during their scheduled events;provided, however, that the dates and times of said functions are scheduled with the WWC.

B. Vendor will attach a check for the catering application fee in the amount of $300.00.This is an annual fee due July 1. Checks are made payable to Meeting & Conference Services.

C. Vendor will complete a Bursar Account Request Form to establish a bursar account with OklahomaState University. This account will be billed the 10% for catering/alcohol if total event cost fee is notremitted to the WWC ten (10) days following a catered event at the WWC. WWC will assist Caterer infilling out the form and setting up the bursar account.

D. Vendor must be registered with the Payne County Health Department, the City of Stillwater, and thestate of Oklahoma to obtain all proper federal, state, and local licenses and provide copies to WWC fortheir file. These copies will be provided prior to caterer serving events on site.

E. Vendor must check-in with WWC personnel at the time of arrival to be allowed into the kitchen, andmust check-out at the completion of the event. Vendor agrees that it is responsible for leaving thekitchen in the same order and condition that it was found prior to the scheduled event. Vendor will notbe allowed to check-out until an appropriate staff person deems the kitchen in proper condition.Vendor further agrees to be responsible for any and all damage caused to the equipment due toVendor’s misuse or negligence. Please speak with WWC for prices and fees.

F. Meeting & Conference Services does not provide silverware, glassware, utensils, pots, pans, etc.WWC does provide cloth rental and table decorations if arrangements are made in advance. Thecustomer shall be responsible for making such necessary arrangements with Vendor concerning thesedetails. Vendor is responsible for disposing of any throwaway or disposable items from the room(s)rented. Meeting & Conference Services will supply trash bags and containers for such clean up.Vendor is responsible for cleaning up any tabletop items that it has furnished. Any leftover food or dirtydishes, also furnished by Vendor, shall be removed from the facility as soon as possible after the function. Vendor further agreesto be responsible for any and all clean up related to provided food and alcohol items by Vendor andrelated prices and fees will apply if clean-up is not complete upon check-out and exit from the facility.

G. Vendor agrees to conduct its activities upon the premises so as not to endanger any person lawfullythereon; and to indemnify and save harmless to WWC and all their employees and agents against anyand all claims of loss, injury or damage to persons or property, including claims of employees ofVendor or any contractor or subcontractor, arising out of or in any way connected with the activitiesconducted by Vendor, its employees, subcontractors, or agents. Vendor further agrees to beresponsible for any and all damage caused to the equipment due to the vendor’s misuse or negligence.Please speak with Meeting & Conference Services for prices and fees.

H. Except as provided herein, the cost of maintaining that portion of the premises where the event islocated shall be borne by WWC, Oklahoma State University, and the State of Oklahoma. WWC shallpay for utilities used in connection with the catering.

I. Vendor agrees to be bound by and comply with any and all rules and regulations made by Meeting &Conference Services during vendor’s occupancy of the premises.

J. Vendor shall provide a certificate of insurance to Meeting & Conference Services which provides atleast a $1,000,000 in general liability coverage ($100,000 per occurrence) protecting Vendor from anyand all claims and causes of actions and which extends to Meeting & Conference Services. Suchgeneral liability insurance shall further indemnify WWC against any liability to third persons arising outof injuries suffered by reason of or in any way connected with the activities of Vendor, its agents,invitees, or guests.

IN WITNESS WHEREOF, the parties have executed this Vendor Agreementthe day and year first above written.