2026 Holiday Luncheon

Description

This RFP seeks a qualified catering partner to plan, coordinate, and execute COTA’s Holiday Luncheon, a complex three-day event consisting of four serving periods across three locations. The selected contractor will be responsible for all aspects of event execution, including staffing, food preparation, transportation, setup, service, replenishment, breakdown, and cleanup. The caterer must support simultaneous meal service at multiple locations, ensure timely delivery and setup before each serving period, and provide adequate supervisory and service staff to maintain seamless operations throughout the event. The caterer will be required to provide hot meal and beverage service, monitor inventory, and replenish food, beverages, and disposable supplies as needed to ensure uninterrupted service. Vendors must propose a standardized menu to be served at all locations that includes at least two meat entrées, one vegetarian entrée, three side dishes, one salad, two desserts, and two beverage options, while identifying gluten-free offerings and major allergens. A tasting session for up to ten attendees will also be required prior to final selection. Proposals must demonstrate the vendor’s qualifications, experience with large-scale and multi-location catering events, food safety practices, staffing approach, logistics capabilities, insurance coverage, and contingency planning. Deliverables include company qualifications, references, a detailed event execution and staffing plan, pricing proposal, and final invoicing. Preference will be given to vendors with experience serving large groups, coordinating simultaneous service across multiple locations, managing off-site food transportation, and supporting non-traditional service hours. The selected contractor must provide transparent pricing and submit a detailed final invoice within seven business days following the conclusion of the event.