Food event guide

Any student group or organization involved with planning a food event, should first contact and work through their advisor. Employees/students using their own personal funds for their own food purposes are excluded from the requirements listed below.

Definitions

Please review the food event definitions below as this will determine the requirements that apply to your event.

Catered Food Event

Is an event where food is served to a pre-determined number of people & where food is generally served at one point in time to the entire group. Event planning is driven by the number of anticipated guests, and payment is contingent upon a guaranteed number of guests. Fast food pick-up (pizza, subs for a small group, or department of University employees does not fit the definition of catering.

Temporary Food Event

Is an event where food is served to an open-ended number of participants over a period of time. Event planning is driven by the desired hours of operation and the estimated number of attendees. Payment is contingent upon the number of people served. Having a food booth or table, where no specific invitation is given, and where people can stop and receive food or drink, is one example of a temporary food event.

Bake Sale

A baked goods event is also considered a type of temporary food event; however, it has its own set of specific requirements.

1. All foods must be prepared by a food service establishment that has a valid permit issued by the Monroe County Health Department.
2. Food that is purchased or prepared in a location away from the event site should be transported as quickly as possible and not until just prior to the commencement of the event.
3. Food should be transported in a clean vehicle and covered or wrapped during this period to protect it from contamination. It is highly recommended that the food vendor deliver the food.
4. Food should be covered when displayed for public access or kept in a manner such that contamination or handling from the public cannot occur.
5. All potentially hazardous foods should be kept below 45^degrees F or above 140^degrees F except during necessary preparation time or a short display period. Hot or cold holding equipment may be required to store and display food during an event. A food thermometer is also required if potentially hazardous foods will be served. Any food left at a temperature between 45^degrees F and 140^degrees F for two hours or more must be disposed of.
6. Individuals who plan to handle food should be refrain from this activity if they are ill with any of the following symptoms: Gastrointestinal disturbances, fever, severe sore throat, chills, cold or flu-like symptoms.
7. Gloves need to be worn whenever there will be hand contact with the food during set-up and serving.  Touching of the food with bare hands is prohibited. Tissues or utensils maybe substituted for gloves.
8. All food handlers should wear hair restraints during the handling and serving of food.
9. Portable handwashing equipment is to be made available at each individual food booth or in a common area where all booths have easy and close access. This equipment includes a container that can hold clear warm water and discharge it in a continuous stream, a bucket to catch the wastewater, soap, and paper towels. The container must be clearly labeled for hand washing.
10. Food grade cleaner and sanitizer with a supply of clean cloths must be available to wipe equipment that may be contaminated.
11. All food and paper products (cups, napkins, etc.) should be kept off the ground, especially during outside events.
12. A covered trash container is needed within each booth.
13. Ground covering in and around the booth should be easily cleanable and of material that cannot become airborne and cause food to be contaminated. (i.e. dirt and wood shavings are unacceptable.)
14. For outdoor events, a tent or other suitable covering may be required over food and supplies.
15. The Sanitarian’s Office reserves the right to prohibit the selling of any food that is suspected or known to be unfit for human consumption.
16. All individuals involved with the food event shall be made aware of these guidelines.

If these rules are followed, a permit to operate will be provided by the Sanitarian’s Office.  This permit should be displayed for public view or made available upon request during the event.

NOTE:

• There is a fee for temporary food permits.
• A meeting involving the organizers and the University Sanitarian may be required.

Use of tents

Operation

• Lightning: When thunder can be heard, lightning is close enough to strike. Therefore, any time
  you hear thunder or see lightning the tent must be evacuated.
• Wind: While the tents are usually designed to withstand substantial winds, most people become uncomfortable when the tent fabric is making noise. Therefore, the University will evacuate our tents when there are sustained winds of 25 mph or greater or if gusts exceed 30 mph.

Site

• Tents must be placed to provide access to fire hydrants for Fire Department vehicles and
  provide unobstructed ways of travel at all times to permit prompt escape from any point of
  danger in case of fire.

Pizza with cheese or cheese and pepperoni is the only food allowed under this exemption. Pizza with any others toppings is not allowed.

• The pizza must come from a food service establishment that has a valid permit issued by the Monroe County Health Department
• Pizza must be given away for free, and only to members of the University Community. If the Pizza giveaway is part of an event where the general public is in attendance, there must be a plan to dispense the pizza in a location and manner where only the University community has access to it.
• The pizza must be delivered by the vendor.
• No more than 100 pieces of pizza can be purchased for each event.
• Pizza must be consumed within two hours of pickup or delivery. Any pizza left at room temperature for more than two hours must be discarded. Suggestion: if serving for more than two hours, have the pizza delivered in shifts
• Servers and customers cannot touch anyone else’s pizza with their bare hands. This can be prevented by:
  • Asking the vendor to slice the pizza as thoroughly as possible to make it easier to retrieve each piece
  • Utilizing servers and not allowing customers to serve themselves. Servers should be healthy, thoroughly wash their hands before serving, and wear clean, disposable gloves while handling pizza. The pizza and plates should be held at a separate table away from the customer.
  • If you absolutely cannot use servers and customers must serve themselves, a box of waxed tissue paper or an equivalent must be available to minimize the risk of contamination from touching someone else’s pizza.

If there is a concern regarding the wholesomeness of the pizza, don’t serve it. When in doubt, throw it out!

*PLEASE NOTE – If any of the above criteria cannot be met, the exemption is denied and you must contact the Sanitarian’s Office 14 days prior to the event.