Student Organization Catering Policy

The Student Organization Catering Policy provides an opportunity for students to seek catering from food service operators outside of the University Dining Agreement. This process will foster students’ independence, allowing them to interact with members of the local community and to take responsibility for their events directly.

Student organizations wishing to secure catering from outside Food Service Operators will have to follow the guidelines listed below:

  • All organizations will need to have representatives participate in a Safe Food Handling training that will be offered through Student Activities and Engagement several times a year.
  • At least one Safe Food Handling trained person needs to attend the events
  • Student organizations will need to work with the UMW Dining Services Liaison (DSL) two weeks/10 business days prior to the event to receive approval for the Food Service Operator.
  • In order to receive approval, if the Food Service Operator is not on the pre-authorized list established by the Office of Procurement, the student organization will need to ask the Food Service Operators to supply
    • a copy of their current Food Service Permit and
    • most recent health inspection report that will be kept on file in the office of the UMW Dining Services Liaison.
  • Once approved, the UMW DSL will notify the Office of Student Activities and Engagement when approval has been granted.

An updated list of all certified Food Service Operators will be available in the SAE Office or DSL Office.

Important items to note:

  • The Food Service Operator must comply with all directives of University personnel while on campus.
  • The Food Service Operator is not permitted to utilize kitchens belonging to UMW Dining Services.
  • It is strongly recommended that the Food Service Operator be responsible for the management, preparation, and distribution of its food and beverage, including set-up, service, supervision, tear-down, and clean-up. In the event that the Food Service Operator is not distributing or monitoring the food during the event, the Student Organization is responsible for having an individual who participated in the Safe Food Handling training present at the event and monitoring food handling.
  • For equipment not available at the Office of Student Activities and Engagement, it is strongly recommended that all necessary equipment is provided by the Food Service Operator. In the event that equipment or personnel are needed from UMW Dining Services, a charge will be incurred by the Student Organization. Personnel will be charged at a rate of $35 per hour (minimum two hours) and equipment rental is variable depending upon the equipment needed but can be expected to be no less than $50. Requests need to be made 10 business days in advance.
  • Approval from the UMW DSL is not required for catering ordered from UMW Dining Services.
  • This policy pertains to student organization catering requests only. Staff and faculty sponsoring programs for students still need to adhere to the UMW Catering Policy.
  • Potlucks that are open to the public are highly discouraged.

 

Packaged Foods
Student organizations are permitted to purchase packaged, individually wrapped foods that do not require any care (i.e., refrigeration or heating) or preparation. This includes items such as cookies and chips.

Preparation of Food (BBQs)

  • In recognition that student organizations often request the ability to host a cook-out with officers and members preparing foods, the following policies will pertain to those types of events:A plan of purchasing and keeping food prior to the event must be discussed with the UMW Dining Services Liaison in order to ensure food safety. A form will be available to guide your planning prior to the meeting. Only frozen beef patties will be permitted.
  • An individual with a ServSafe Certification needs to be on site to supervise food preparation. ServSafe Certification classes will be made available to student organizations with a cost per participant.