UPPS 05.03.02 - Catered and External Food Vendors Policy

POLICY STATEMENT

Texas State University is committed to providing a professional presentation of catered events while maintaining financial responsibility.

1. PROCEDURES FOR HOLDING CATERED EVENTS IN UNIVERSITY FACILITIES

   1. This policy establishes procedures for catered and externally provided food for events held within Texas State University facilities.

   2. Catering service for functions held in university facilities may be obtained from the food service contractor or from other catering services, if approved and included on the annual list of approved caterers.

   3. Individuals responsible for reserving a university facility will inform users who wish to serve food in these facilities of the university’s catering policy and will ensure compliance with established standards and conditions.

   4. The official food service contractor has the exclusive use of certain university facilities as follows:

      1. Jones Dining Center;

      2. the Lair (all kitchens);

      3. J.C. Kellam (JCK) Administration Building Lounge;

      4. the Den (all kitchens);

      5. 11th Floor, JCk;

      6. UAC Café;

      7. LBJ Student Center;

      8. Commons Dining Hall; and

      9. Harris Dining Hall (upper level).

      Under certain circumstances, university-sponsored organizations may serve food that they provide and set up themselves in these facilities. These organizations must submit requests for approval to the Support Services office at least 10 working days before the event.

   5. Policies for the sale, service, and consumption of alcoholic beverages at events held on campus can be found in UPPS No. 05.03.03, Alcoholic Beverage Policy and Procedure.

2. EXTERNALLY PROVIDED FOOD ITEMS

   1. Small departmental events (fewer than 20 participants) that serve food to university employees are exempt from the catering policy.

   2. Exceptions may be made to this policy for donated items, meals, or events in facilities not hosted in one of the venues listed in Section 01.04.

   3. All events held in the facilities listed in Section 01.04 must receive approval from the official university food provider and venue management before proceeding.

3. PROCEDURES FOR CATERERS USING UNIVERSITY FACILITIES

   1. Caterers wishing to serve food on the campus must meet the standards and conditions established in the Catering Services Agreement. Included in the standards are:

      1. proof of liability insurance in which the caterer, as well as the university, are covered;

      2. evidence of compliance with all public health service and food handling certification as required by state and federal laws;

      3. caterers who seek inclusion on the university’s list of approved caterers must submit a list of their services and their costs. The list of costs should contain all related costs to the end user, including food, commissions, deliveries, and other costs on a per-person basis;

      4. subject to the 12.75 percent commission charge, as outlined in the catering agreement; and

      5. responsible to follow all established venue operational guidelines and policies.

   2. The associate vice president and Chief of Staff to the vice president for Student Success, or designee, may remove caterers who fail to maintain these standards from the list of approved caterers.

      Under certain circumstances, university-sponsored organizations may serve food that they provide and set up themselves in these facilities. These organizations must submit requests for approval to the Support Services office at least 10 working days before the event.

4. FOOD TRUCKS ON CAMPUS

   1. Food trucks will be managed and reserved by the university food service provider. Departments interested in hosting food trucks on campus should contact the food service provider. If a university department is interested in hosting a food truck not managed by the food service provider, they will be required to register with the university under the Catering Services Agreement, and will be subject to all rules, requirements and guidelines of the agreement.

5. RESPONSIBILITIES

   1. Division of Student Success – Annually, the associate vice president and Chief of Staff to the vice president for Student Success, or designee, will solicit applications of caterers interested in serving food on campus and will ensure that such services meet the conditions and standards referenced in Section 02.01. The list will automatically include the university’s food service contractor. However, a caterer can be added to the approved list at any time during the year provided that university standards are met.

      1. The associate vice president and Chief of Staff to the vice president for Student Success, or designee, will compile a list of caterers for each new fiscal year by September 1 and will update the annual list of approved caterers.

      2. The associate vice president and Chief of Staff to the vice president for Student Success will notify caterers who apply for inclusion on the list of their acceptance or rejection.

6. REVIEWERS OF THIS UPPS

   1. Reviewers of this UPPS include the following:

      Position	Date
      Associate Vice President and Chief of Staff to the Vice President for Student Success	June 1 E5Y
      Program Director, Support Services	June 1 E5Y
      Director, Procurement and Strategic Sourcing	June 1 E5Y
      Director, LBJ Student Center and Event Services	June 1 E5Y
      Director, Environmental Health and Safety	June 1 E5Y
      Vice President for Student Success	June 1 E5Y
      Director of Accounting	June 1 E5Y

7. CERTIFICATION STATEMENT

   This UPPS has been approved by the following individuals in their official capacities and represents Texas State policy and procedure from the date of this document until superseded.

   Associate Vice President and Chief of Staff to the Vice President for Student Success; senior reviewer of this UPPS

   Vice President for Student Success

   President