Request for Catering Exception | University Housing & Dining

Exception for:

Department

Student Organization

Advisor

Requestor Name

Phone

Name of Event

Event Type

Description of Event

Event Date

Event Start Time

Event End Time

Food Serve Start Time

Food Serve End Time

Event Location

Provide the building and room number. Please note: This request does not reserve space. Contact the facility directly to make reservations.

Expected Attendance

Food Service Operator Company Name

Contact Name

Contact Email

Description of food being requested from and provided by the food operator

Additional Notes

Food Safety Guidelines

These guidelines must be carefully reviewed and observed in order to obtain food from an outside provider for an event on campus. These guidelines are intended to protect you and others at events from food borne illnesses and serve as a reminder of campus policies and are intended as a guide only and will not fit every situation. Should you have any questions please call UNI Housing & Dining at 319-273-2333.

By checking the boxes below, I acknowledge that I have read and agree to the following terms

Any beverages ordered are bulk beverages of at least 1 gallon or more (coffee, juice, lemonade, water, etc.). Per the Campus Beverage Contract, no beverages in cans or bottles (including 2 Liters) are permitted. This includes bottled water. No alcoholic beverages. If you want bottled and canned beverages at your event, please refer to the Beverages section below on the best way to order products.

If setting up and/or serving the food and beverage items at your own event, wash your hands to start and every time you do something different. Do not handle any ready to eat foods with bare hands, always use food handler gloves, tongs, or wax paper to handle items. Only food prepackaged or previously individually wrapped/packaged for individual sale may be handled with bare hands.

Staff setting up and serving food must be in good health, with no knowledge of signs or symptoms of illness that could be transmitted to another person.

Do not eat or drink while setting up or serving food. Take a break and wash hands upon returning to work.

If hot food is available at your event, the following must occur: hot food must arrive from your approved catering vendor properly cooked and at a minimum temperature of 135F; foods should be kept on a heat source, whenever possible; all food must be served within four (4) hours of pick-up or drop-off from the approved vendor. Food remaining after the event must be disposed of, rather than packaged for storage/future consumption.

If cold food is available at your event, the following must occur: cold food must arrive from your approved catering vendor at a temperature less than 41F; foods should be kept on ice, whenever possible. Ice used to keep foods cold MUST NOT be used for consumption; all food must be served within four (4) hours of pick-up or drop-off from the approved vendor. Food remaining after that event must be disposed of, rather than packaged for storage/future consumption.

Hair restraints, such as hairnets, hats, or pulling long hair with a hair tie to restrain all hair should be used.

The use of tongs, forks, and spatulas is required to minimize contact with food. Self-service is allowed only when the food is pre-wrapped.

Condiments should be served in single service packets or in squeeze bottles with sealable lids to prevent cross contamination.

Reusable tableware may be used only if it has been washed and sanitized prior to use. Disposable dinnerware is a suitable alternative. Store and handle both reusable and disposable tableware so as not to contaminate the food end. Pick up utensils by the handle. Open disposable cups from the bottom and handle from the bottom.

A chemical sanitizer must be used to clean reusable utensils and food contact surfaces. For proper cleaning use: hot soapy water to wash; clean water to rinse; sanitizer (according to manufacturer instructions).

Take steps as needed to minimize flies or other insects. If in a building, doors and windows must be screened or shut. Outdoors, all food items must be covered unless being served. If possible, use a fan blowing on the food to help keep flies to a minimum.

Follow-up Instructions

Once completed, this form will be submitted electronically to the Catering Exception Committee, along with a copy sent to the email provided.
If approved, the committee will email an exception approval form that requires the requester to share with the non-university licensed food service operator for them to sign.
If approved, the committee will also notify the reserved facility that an exception has been granted.
The Catering Exception Committee will keep the original Request for Catering Exception form on file and will keep all insurance certificates and other documentation regarding the non-university licensed food service operator.
The registered student organization/university department will not be permitted to resell donated product or sell food from an outside caterer unless the event is part of a larger campus celebration such as Homecoming or Family Weekend, for example. Once approved, events of this nature will require a temporary food license from the Black Hawk County Health Department.

Terms & Conditions

This form must be completed a minimum of two (2) weeks prior to the event or may be grounds for denial.
The food service operator:
- is granted limited permission for the distribution of food. This permission may be terminated or cancelled by the Catering Exceptions Committee at any time, at its sole discretion, without recourse by the operator.
- must comply with all directives of university personnel.
- is solely responsible for the management, preparation and distribution of its food and beverage (including set-up, service, supervision, tear-down, clean-up) as well as all financial obligations and liabilities in connection with or necessitated by this exception permission.
- is responsible for providing any and all equipment and personnel necessary to conduct its business.
- is responsible for obtaining all required licenses or permits and fully complying with applicable federal, state and local laws and regulations as well as all pertinent university policies.
- shall defend, indemnify and hold harmless the university and its officers, agents and employees from and against any and all claims, damages, costs, losses, liabilities or expenses, including reasonable attorney’s fees arising out of or in any way connected with this exception including without limitation claims for any loss or damage to property, or for death or injury to any person or persons.
- may not assign or delegate this permit to any third party without specific written permission of the Catering Exceptions Committee.
This permit is governed by and interpreted under the laws of the State of Iowa.
Future permission to engage in similar events is contingent upon compliance with these terms and conditions.