Plan Your Event Catering

Meal Vouchers for Your Event Participants

This scheme allows you to provide meal vouchers to your event participants, redeemable at selected campus catering outlets. It is highly recommended for large-scale events with 500 or more guests per day, as it offers flexibility and reduces logistical strain. To ensure a smooth process, please follow the steps below carefully. The organizer is responsible for all arrangements, from design to payment. Below is the how-to-guide.

Before the Event

1. Contact participating catering outlets
   Organizers should contact their preferred catering outlet(s) to confirm participation in the cash voucher scheme and agree on logistics, including payment method and voucher counting date.

2. Prepare the voucher design
   The voucher should clearly state:

   • Voucher value
   • Valid period
   • Participating outlets
   • Terms and conditions

   For security purposes, organizers are advised to include a department chop and/or voucher numbering.
   
   

3. Submit documents to caterers
   At least 4 weeks before the first intended voucher usage date, organizers should send the finalized voucher design and an official request letter to the caterers for confirmation.

   The official letter should include:

   • Event name, estimated number of participants, and venue
   • Voucher validity period
   • Voucher value and total value allocated to each participant
   • Redemption terms and conditions
   • Name of organizing/paying department
   • Contact person’s name, mailing address, telephone number, and email
   • Payment arrangement
   • Voucher counting date with caterers
   • Department signature and chop

   Note: Vouchers should generally be valid throughout the operating hours of the participating outlets, rather than limited to specific hours.
   
   

4. Print and distribute vouchers
   Printing and distribution of vouchers shall be arranged by the organizer.
   
   

During the Event

• Participants may redeem vouchers at the designated outlets.
• If the purchase amount exceeds the voucher value, participants must pay the difference directly to the caterer.
• No change will be given if the purchase amount is lower than the voucher value.
• Caterers will retain all redeemed vouchers.

After the Event

• Organizers should contact each outlet on the next working day after the event to count the redeemed vouchers.
• Caterers will provide the redeemed vouchers and issue invoices to the organizer.
• The invoice amount will be calculated based on the number of redeemed vouchers multiplied by the respective voucher value.
• Payment should be settled directly by the organizer, normally via FEO. For other payment methods, such as cash on delivery, cheque, or credit card, please confirm with the respective caterers in advance.