Due to the presence of several chamber members providing catering services, the Chamber has decided to open the catering for our second annual GOLDYS Gala to bids. A neutral and anonymous scoring committee will evaluate the bids, consisting of one Chamber Board Director, one Chamber Member, and one Community Member who is not a chamber member. Before the evaluation of submissions, committee members will be asked to disclose any affiliations or conflicts with the bidders. If conflicts arise, those committee members may be asked to withdraw from the committee.

Event Overview

The Greater Goldendale Area Chamber of Commerce is seeking catering proposals for its annual awards gala, The Goldys, celebrating 40 years of service.

• Event Date: October 23, 2026
• Estimated Attendance: 220–250 guests
• Final count provided two (2) weeks prior
• Theme: Back to 1986 – Celebrating 40 Years of the Chamber
• Event Type: Evening gala with self-serve dining experience

Service Format & Responsibilities

Service Style:

• Two (2) self-serve entrée/side stations
• One (1) dessert station - Ideally, chocolate fountains with a fruit and dessert spread

Provided by Chamber:

• Tables
• Tablecloths
• Plates, utensils, cups
• Event décor
• Electric (if needed)

Required from Caterer:

• All food items
• Food display trays and serving vessels
• Serving utensils
• Equipment to safely maintain food temperatures (chafing dishes, warmers, etc.)
• Setup and teardown of all catering-related materials
• Food Handlers and Food prep permits as required to serve prepared food/cater in WA State

Staffing Expectations: Up to the recommendations of the bidder

Caterer should specify:

• Setup staff
• On-site support (if any recommended for maintenance/cleanup)

Proposal Options

The Chamber reserves the right to award contracts in whole or in part based on the proposals received and the overall needs of the event.

Proposers may submit bids for one or more of the following categories:

☐ Full Catering Package (Entrées, Sides, and Dessert)

☐ Main Meal Only (Entrées and Sides)

☐ Dessert Service Only

Businesses submitting a proposal for only a portion of the event should clearly indicate which category they are bidding on and provide pricing specific to that category.

The Chamber may elect to:

- Award the entire catering contract to a single bidder;

- Award the main meal and dessert services to separate bidders; or

- Decline all proposals if they do not meet the quality, pricing, or event requirements outlined in this RFP.

Submission of a proposal does not guarantee selection, and the Chamber reserves the right to negotiate final details with selected bidder(s).

Menu Requirements

Proposals must include:

Two (2) entrée options:

• One (1) chicken dish
• One (1) red meat dish

Two (2) side dishes

Dessert Table:

• Preference for chocolate fountain display
• Include dipping items (fruit, pastries, etc.)
• Other dessert spreads/options will be considered

Quality & Experience Expectations

This event is intended to be “High Class” and we want the food to reflect that.

Food & Presentation:

• Menu should reflect a high-quality, event-level dining experience
• Presentation should be visually appealing and appropriate for a gala setting
• Buffet stations should remain clean, stocked, and organized throughout service

Portioning:

• Proposal must demonstrate sufficient quantity for 220–250 guests
• Include estimated portion sizes or service assumptions

Dietary Considerations:

• Ability to accommodate common dietary needs (vegetarian, gluten-free, etc.) Such as sides that can stand alone as a main for those that need it.
• Clearly label menu items where applicable

Sourcing (Optional but encouraged):

Preference may be given to:

• ingredients sourced in klickitat county and/or south central wa
• Chamber member businesses are the only businesses that will he considered

Pricing Requirements: The Chamber is seeking proposals that deliver a high-quality dining experience appropriate for a $65 ticketed gala event. While cost is a very important factor, selection will be primarily based on overall value, quality, and ability to meet event expectations.

Proposers are encouraged to submit pricing that reflects a balance of quality and cost efficiency.

To ensure fair comparison, proposals must include:

• Cost per guest
• Total estimated cost range (based on attendance range)
• Breakdown of:
  • Food costs
  • Equipment (if applicable)
  • Setup/cleanup costs
  • Any optional add-ons clearly listed
  • Estimated Taxes and fees

Required Submission Materials

All proposals must include:

• Sample menu: Final menu is due by August 26th and will be distributed as part of the mailed event invites 
• Pricing breakdown (as outlined above)
• Photos of:
  • Previous event setups without showing business branding as all bids will be scored anonymously.
  • Food presentation
• Brief description of relevant experience

Evaluation Criteria

Proposals will be evaluated by a neutral scoring committee and based on:

• Food quality and menu appeal
• Overall value relative to ticket price
• Experience and reliability
• Presentation and execution plan
• Ability to meet event requirements

Timeline

• RFP Release Date: June 5st, 2026
• Submission Deadline: June 30th, 2026
• Final Selection: July 30th, 2026