5.3.11 Policy on Sale/Distribution of Food on Campus

I. Purpose

The purpose of this policy is to clarify expectations regarding the sale and distribution of food on campus and to communicate requirements for both Illinois State University affiliated and non-Illinois State University affiliated food providers and ensure proper food handling to avoid the risk of foodborne illness. This includes any private, public or formal events that require food or alcohol service. In addition, the policy will ensure the protection of the university's image, limit legal and financial risk, and allow proper management of catering and dining through high quality products and services.

II. Scope

Event Management, Dining, and Hospitality is responsible for the sale and distribution of food on the Illinois State University campus with some limited exceptions. Event Management, Dining, and Hospitality (Illinois State University Catering) is the recommended caterer for all on-campus events. However, Event Management, Dining, and Hospitality (Illinois State University Catering) is the exclusive caterer for events at the Bone Student Center, Event Management, Dining, and Hospitality venues and any events that include plated meals, formal buffets or formal receptions unless Event Management, Dining, and Hospitality approves the use of an approved vendor.

Environmental Health and Safety (EHS) is responsible for regulatory oversight of applicable campus food services, including food sanitation inspections, food safety complaint investigations, and temporary food event permitting.

Event Management, Dining, and Hospitality venues, catered campus events, athletics and lab school concessions, temporary food vendors, and University affiliated temporary food events are included in this policy. Potluck events are excluded from University oversight.

III. Definitions

Private Event – University events that are not open to the public, that limit participants to a predetermined group of people, or that are organized and restricted to a particular University unit. Private events include:

• College, department, division, club, or academic association lunches, meetings, or parties
• Events limited to invited guests, or for which an RSVP is required
• Retirement parties

Public Event – University events that are open to the general public, general student body, or campus community. Public events include:

• Festival ISU
• Homecoming events
• Nutri-Fest
• Any event sponsored by a University college, department, division, club, or academic association to which the general public, the general student body, and/or the general campus community are invited

Recommended Caterer – Event Management, Dining, and Hospitality (Illinois State University Catering) shall be the recommended caterer for all on-campus events.

Exclusive Caterer. - Event Management, Dining, and Hospitality (Illinois State University Catering) is the exclusive caterer for events at the Bone Student Center, Event Management, Dining, and Hospitality venues and events that include plated meals, formal buffets or formal receptions unless Event Management, Dining, and Hospitality approves the use of an approved vendor.

Plated Meal – Any event on campus that includes:

• A pre-selected meal where the guests are served at the table by a catered staff member.

Formal Buffet or Reception – Any event on campus that includes:

• Use of china
• Stationary or passed hors d'oeuvres (small one- or two-bite items that are served before a dinner, usually accompanied by cocktails, or in place of dinner at a cocktail party where a full dinner is not being served)

IV. References

Illinois Food Handling Regulation Enforcement Act (410 ILCS 625/)

Illinois Food Service Sanitation Code (77 Ill. Adm. Code Part 750)

V. Policy

1. Event Management, Dining, and Hospitality is the recommended caterer for food events on campus.
2. Event Management, Dining, and Hospitality Venues
   1. Residential Dining Centers - Event Management, Dining, and Hospitality operates two residential dining centers (Marketplace at Linkins and Watterson Dining Commons) that provide meals to residence hall students, off-campus meal plan holders, faculty, staff, and visitors. Event Management, Dining, and Hospitality is the exclusive vendor for all food and events at the Residential Dining Centers.
   2. Retail Establishments - Event Management, Dining, and Hospitality operates retail food service operations in the Bone Student Center, Centennial West, Milner Library, State Farm Hall of Business, Student Fitness Center, and University High School.
   3. Other Campus Dining Options - Event Management, Dining, and Hospitality also contracts with vendors to provide retail dining options at Cardinal Court, Manchester Hall (East Campus), Watterson Towers, and Wilkins Hall (West Campus).
   4. Lab Schools and Child Care Center - Event Management, Dining, and Hospitality provides daily meals to students at Metcalf School, University High School, and the Child Care Center in Turner Hall. Metcalf School also purchases food from other local vendors.
3. Outside Caterers and Food Service Providers
   1. Outside caterers and food service providers who prepare and/or serve food on campus property shall complete the University Approved Alcohol and Food Vendor Certification form prior to providing alcohol or food service operations on campus. Food vendor certification will be effective from the date of vendor approval to the expiration date on the vendor's Certificate of Insurance.
   2. Sponsors for each event or the outside caterers and food service providers shall complete a web form application prior to each public food event in order to provide Event Management, Dining, and Hospitality and Environmental Health and Safety with the following information:
      1. Name of the event or hosting department;
      2. Location(s), date(s), and time(s) of food service;
      3. List of food items being served;
      4. McLean County Health Department Food Permit or Temporary Food Event Permit number;
      5. Open flame usage and fire prevention measures.
      Complete a web form application
   3. Once reviewed by Event Management, Dining, and Hospitality and Environmental Health and Safety, the requested food vendor will be contacted and informed of the University's decision to approve, reject, or modify its application for the public food event.
   4. If necessary, vendors are responsible for contacting Parking and Transportation Services to arrange for on-campus parking.
   5. Regardless of a McLean County food permit, Illinois State University maintains the authority to inspect and immediately cease food service operations.
   6. Food trucks, food carts and other similar food vendors not owned and operated by Event Management, Dining, and Hospitality are not allowed on campus, including parking areas. The University may make a limited exception with approval by Event Management, Dining, and Hospitality.
   7. Outside caterers and food service providers may serve/provide snacks, hors d'oeuvres, pizza, sandwiches, etc. for University group meetings/activities on campus (with the exception of the Bone Student Center, Event Management, Dining, and Hospitality venues, and any plated meal, formal buffet or reception) provided the meetings/activities are private and the food is not offered for sale/distribution to the campus community. Department staff may pick-up and carry-in food for private meetings/activities.
      
      Outside caterers and food service providers must comply with University Policies and obtain necessary permits through McLean County Health Department (MCHD). Food establishments in McLean County are inspected and permitted; however, if there is any question as to whether an outside caterer or food service provider is permitted, visit the MCHD website https://webapp.mcleancountyil.gov/webapps/health/ri.aspx and search for the vendors most recent inspection or call MCHD Environmental Health at (309) 888-5450.
   8. Food vendors who provide food services for events sponsored by the Department of Intercollegiate Athletics must complete the University Approved Alcohol and Food Vendor Certification form. However, these vendors are not required to complete a web form application prior to each public food event. An annual submittal of the University Approved Alcohol and Food Vendor Certification form is required to ensure that Certificates of Insurance, employee training, and county food service permits are up-to-date.
4. Concessions
   1. The Department of Intercollegiate Athletics contracts with a vendor to provide concessions at athletic events. The vendor receives its permit through McLean County Health Department.
   2. Metcalf School and University High School operate concessions for lab school athletic events which receive their permits through Environmental Health and Safety.
5. University Temporary Food Events
   1. A temporary food event is a public event hosted by a University affiliated organization, department, group, etc. that operates at a fixed location for a period of time of not more than 14 consecutive days in conjunction with a single event or celebration.
   2. Temporary food events hosted by University affiliated organizations, departments, or groups must complete a Temporary Food Event Permit Application, even if a permit may not be required (i.e. bake sales). Complete a Temporary Food Event Permit Application.
   3. All Temporary Food Event Permit Applications must be submitted to Environmental Health and Safety at least 5 business days prior to the event for review.
6. Potlucks
   1. Potlucks are excluded from Environmental Health and Safety and Event Management, Dining, and Hospitality oversight as long as the following conditions are met:
      1. Food is offered without charge;
      2. The event is not sponsored by a business establishment dealing in the sale of food items;
      3. It is generally understood by all participants at the event that neither the food nor facilities have been inspected by a regulatory authority;
      4. Food is not brought into the kitchen of a food service establishment. Bringing food items into the kitchen of a permitted food service establishment involves a risk of unintentional cross contamination.
   2. The University is not responsible for foodborne illnesses associated with potluck events.

Frequently Asked Questions (FAQs)

I will either be picking up or having food delivered to an inter-departmental private meeting with other faculty members in a reserved conference room. Do I need to order food from Event Management, Dining, and Hospitality?

• No. Private events and public events that do not involve plated meals (pre-selected meal where the guests are served at the table by a catered staff member), formal buffets (any buffet that uses china), or receptions (any event that has stationary or passed hors d'oeuvres) can utilize any permitted food service establishment (ex. Jimmy John's, Moe's, etc.)
• However, if the event is held in either the Bone Student Center or a Event Management, Dining, and Hospitality establishment, Event Management, Dining, and Hospitality (Illinois State University Catering) shall be the exclusive food service provider, unless specific authorization is granted by Event Management, Dining, and Hospitality to use an alternate food service establishment.

I am hosting a public event and food will be provided by a local food service establishment. Are there certain food service providers that I need to use?

• If you are hosting an event in the Bone Student Center or a Event Management, Dining, and Hospitality establishment, only Event Management, Dining, and Hospitality (Illinois State University Catering) can be used, unless authorization is granted by Event Management, Dining, and Hospitality.
• If you are hosting an event in an athletics facility (i.e. Hancock Stadium, Redbird Arena, etc.), only the Department of Intercollegiate Athletics contracted vendor can be used, unless specific authorization is granted by the Department of Intercollegiate Athletics.
• If you are hosting an event in any other campus building, any permitted food service provider can be used unless any of the service includes a plated meal (pre-selected meal where the guests are served at the table by a catered staff member), formal buffet (any buffet that uses china) or reception (any event that has stationary or passed hors d'oeuvres).

My department or RSO is hosting a public event to raise funds to support a local community organization. We are providing hot chocolate and baked goods (i.e. cookies, puppy chow, brownies, etc.) made at personal home kitchens. What do we need to do to ensure compliance with this policy?

• A Temporary Food Event Permit Application must be submitted to Environmental Health and Safety at least 5 business days prior to the event. Even though most bake sales are excluded from the permit requirement, EHS has to have the opportunity to review the application.
• If you are hosting the event in the Bone Student Center or a Event Management, Dining, and Hospitality establishment, only Event Management, Dining, and Hospitality (Illinois State University Catering) can be used, unless authorization is granted by Event Management, Dining, and Hospitality.

My department or RSO is hosting a public event to raise funds to support a local community organization. We are planning on making walking tacos and chili to sell on campus. What do we need to do to ensure compliance with this policy?

• Any time/temperature controlled for safety (TCS) foods are being served (protein-enriched foods requiring time and temperature controls), a temporary food event permit application is required to be submitted to Environmental Health and Safety at least 5 business days prior to the event.
• TCS foods and their ingredients must be prepared on-site unless purchased from a permitted food service establishment or vendor (i.e. caterer, grocery store, etc.) in a packaged, ready-to-eat state (i.e. cooked ground beef, diced vegetables).
• If you are hosting the event in the Bone Student Center or a Event Management, Dining, and Hospitality establishment, only Event Management, Dining, and Hospitality (Illinois State University Catering) can be used, unless authorization is granted by Event Management, Dining, and Hospitality.

My department is having an inter-office party and everyone is bringing food to share (potluck). What are my restrictions for providing and sharing food items?

• Food must be offered without charge;
• The event can't be sponsored by a business dealing in the sale of food items;
• Participants generally understand that the food and facility have not been inspected by a regulatory authority, and;
• Food is not brought into the kitchen of a permitted food service establishment, which includes Turner Hall Culinary Lab, Weibring Golf Course Pro Shop, Thomas Metcalf Elementary School Kitchen, and any Event Management, Dining, and Hospitality operated kitchen.

My department is hosting a speaker in State Farm Hall of Business which will include the service of light hors d'oeuvres served. Can we use a local caterer from the Bloomington-Normal community?

• No, all receptions on campus that include stationary or passed hors d'oeuvres (small one- or two-bite items that are served before a dinner, usually accompanied by cocktails, or in place of dinner at a cocktail party where a full dinner is not being served) must use Event Management, Dining, and Hospitality (Illinois State University Catering). This does not include serving of trail mix, potato chips, or other snack items.

Our department is having an informal lunch buffet served with paper products in a conference room in an academic building. Can we use an outside caterer?

• Yes, only formal events that include the use of china, stationary or passed hors d'oeuvres must use the services of Event Management, Dining, and Hospitality (Illinois State University Catering).

We are meeting in a conference room in Turner Hall for formal lunch to honor students and would like to provide a pre-selected menu that will be served at the table and will not include a buffet. Are we required to use Event Management, Dining, and Hospitality (Illinois State University Catering)?

• Yes, any plated meal (a pre-selected menu that is served at the table) must use Event Management, Dining, and Hospitality (Illinois State University Catering).