Catering Waiver Policy and Procedures

About This Policy

Policy Owner: James Robinson, Director of Auxiliary Services
Responsible Office: Dining Services
Policy Contact: msudiningser@montclair.edu

Montclair State University’s Dining Services oversees the campus dining services programs and is charged with:

• Safeguarding the health and safety of the campus community related to food, beverage and alcohol service on University property.
• Ensuring University compliance with federal, state and local laws, regulations, standards and contractual obligations for food, beverages and alcohol being served on campus.
• Mitigating repetitional and other risks associated with food, beverage and alcohol service on campus.

To address these responsibilities, the University has contracted with Gourmet Dining LLC (Gourmet) to provide comprehensive dining program management services for the campus, including provision of catering services for meetings and events. Sourcing the campus’s food and beverage products through a single source like Gourmet, ensures consistent and strict adherence to required health and safety practices for the campus. Gourmet has the tools in place to consistently produce and deliver food and beverage services to the campus that meet all laws, standards and regulations. They also track ingredients (farm to table) and record food handling processes (processing plant, trucking, prep, final cooking and presentation stages). These tracking and reporting tools are vital in situations of suspected food-related outbreaks or illnesses and are used extensively by local and State Health Officials.

• Gourmet Dining LLC is the University’s contracted dining services program manager. Gourmet is the exclusive catering service provider for both the Montclair and Bloomfield campuses of the University.
• Gourmet holds and manages the University’s liquor license and has the exclusive right to provide alcohol service throughout campus. Events with alcohol must be approved at least four weeks in advance of the event and all alcohol must be purchased and served by Gourmet via the Catering Office.
• Montclair State University is a Coca-Cola branded campus, which means that all beverages present at any sanctioned, on-campus, catered event are required to be from the Coca-Cola family of products.
  • Registered student organizations may request approval for bake sales/food-related fundraising actives, using food obtained through Gourmet and/or off-campus.
  • Registered student organizations may request approval to service certain religious and other specialty food items involving specific requirements that Gourmet that is not able to meet.
  • Food trucks and pop-up concessions for Athletic and University special events.
  • Presidential Events may utilize third party food service as necessary to achieve the objectives of the event.
• Under the exceptions listed above, individuals and groups requesting to serve outside food on campus assume responsibility for introducing risk to individuals consuming food/beverages obtained under their direction and for ensuring products served have been properly cleaned, prepared, cooked, stored, served and disposed of in accordance with Health Code and food safety standards. Event hosts obtaining outside food further agree to abide by food safety practices. Violations will be incumbent on the campus department or registered student organization sponsoring the event.
• Under the exceptions listed above, individuals and groups requesting to serve outside food or beverages on campus must request advanced written approval from both Gourmet and the University Dining Services Office. This process must be initiated through completion and submission of the Catering waiver request form. If approved, in no instance shall granting of a food waiver excuse organizers from the prep and clean-up before and after the event.
• University equipment and kitchen facilities are not available for use in support of food waiver events.

DEFINITIONS

Outside Food – Outside Food is defined as any consumable food or beverage product to be served to more than one individual on-campus, which was prepared (ingredients combined, cooked, packaged) and transported to campus by individuals other than Montclair State University’s Dining Services contractor Gourmet Dining, LLC . Individuals are always permitted to bring food/beverages to campus for their own personal consumption.

Catering Waiver Procedures

Gourmet Dining is the exclusive food service provider for the University; Gourmet is authorized to review and determine whether requests to serve food/beverage products obtained off-campus meet health code standards, and associated health and safety requirements. Gourmet also has the right of first refusal for any request to provide food or beverage on campus from an off-campus source.

Please be aware that by serving outside food and/or beverage(s), you are introducing additional levels of risk to the campus, and that you therefore take responsibility for the safety of individuals consuming or coming in contact with the items you serve.

Follow these steps when requesting approval to serve outside food on campus:

• Reserve and receive confirmation of the space where your event will be hosted. Campus departments use 25 Live to reserve meeting and event space. Registered student organizations reserve event space via Engage.
• Meet with Catering Services to discuss your idea If Gourmet cannot accommodate your request and agrees to approve a catering waiver, proceed to prepare and submit the Catering Waiver Form at least two weeks in advance of your event (four weeks for food cart/truck requests). Consider ingredients carefully. It is important to note that the University maintains a “nut-free” environment in the majority of its food venues. In those venues where nuts are present, the item(s) should be clearly labeled as “containing nuts” and ideally prepackagedPrepare a list of every food or beverage item to be served, and where the goods or ingredients were purchased.Obtain all required supporting documents as listed below.
• Email all supporting documents to MSUdiningser@montclair.edu.
• Submission of the form and supporting documents does not represent approval of your request. You must also receive written approval from both Gourmet Dining Services and the Dining Services Office prior to serving outside food/beverages on campus.
• At your event, ensure that all food safety practices are observed, and ensure that every food or beverage item served is clearly labeled with all ingredients.

SPECIFIC TYPES OF FOOD WAIVER REQUESTS

• While there’s typically no waiver provided for meetings/events taking place in Campus Buildings where there’s an existing dining operation (Blanton Hall Food Court, Susan A. Cole Hall, Feliciano School of Business, Freeman Hall, Machuga Hall, Red Hawk Diner, Sprague Library, Student Center, University Hall) or campus grounds. Special consideration and review of food/beverage related events, under the categories:

Registered Student Organizations

• Fundraising Events (e.g. Bake Sales)
  • Only prepackaged dry goods, bottled drinks and homemade food not requiring heating or refrigeration may be served.
  • Approved locations: Dickson Hall, 1st Floor Lobby and University Hall, 1st Floor Lobby.
• Specific Religious/Cultural Food Items, when Gourmet Dining cannot meet the specific preparation needs Food Trucks/Pop-Up Concessions
  • There are two (2) permits required at Montclair State University
    • Local permit issued directly from the municipality which governs the specific area where the event is being held on campus. The Montclair campus is covered by two districts (City of Montclair and Little Falls Township) Health Department. These permits are required and approved by the local town office. The permit fees are obtained by the operator/caterer in advance of the event. Our Bloomfield campus is represented by the Town of Bloomfield.
      If a food truck operator, concessionaire or caterer will be cooking the food on campus, an additional Fire Permit from the State of New Jersey is also required. Please request the food truck supplier to complete the Fire Permit form at least four weeks in advance of the event. The Fire Permit form must be emailed to Robert Ferrara (ferrarar@montclair.edu), Director of Fire Safety at Montclair State University. He will submit the permit to the state. A Fire Permit fee is required and must be paid prior to the submission to the state. Departments shall include an account chargeback number and registered student organizations will remit cash, credit card or University agency account number. Permits will not be granted unless a completed application and payment of the application fee is received by the Department of Fire Safety during normal business hours, at least two (2) business days prior to the commencement of the event.
    • The permit application will be not accepted unless the permit fee in the form of cash or check or credit card payment is provided.
    • No permit will be issued until such time as an inspection is completed by the Director of Fire Safety or his/her designee.
    • The igniting of gas-powered appliances prior to an inspection shall constitute a violation of the code and the operator shall be subject to penalty. Fire safety requirements relevant to food trucks including permits.

ADDITIONAL SUPPORTING DOCUMENTATION

• Copy of the menu for your event.
• Copy of the caterer’s current Health Department Certificate.
• Copy of the caterer’s Liability Insurance naming Montclair State University, the State of New Jersey, and NJ Educational Facilities Authority as additional insureds for a minimum of $1,000,000 coverage.
• Copy of the caterer’s current Operator’s License indicating they are approved to operate in New Jersey; and are licensed to provide off-site catering services.

REVIEW PROCESS

A catering waiver approval will only be given after full evaluation of the above forms by Gourmet Dining Services and University Dining Services. Advanced planning should be factored into your schedule.

QUESTIONS?

Contact Dining Services by phone: 973-655-3375 or email MSUdiningser@montclair.edu.

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