Food and Beverage Services

Food and Beverage Services, Catering, Mobile Food Facilities (including Food Trucks), and Grilling on Campus

1. Purpose

The purpose of this policy is to establish rules and guidelines regulating food and beverage services on Campus set forth by the Office of the Vice President for Business Affairs to protect the health and welfare of the University of Florida employees, agents, servants, students, and visitors.

2. Applicability

This policy applies to all food and beverage services, Campus Users catering a Campus Event, Mobile Food Facilities and grilling on Campus. This policy does not prohibit University community members from purchasing, with personal funds, food and non-alcoholic beverages for delivery to campus, or from purchasing (with personal funds) and bringing to campus food and non-alcoholic beverages for on-campus consumption from any appropriately licensed off-campus food vendors.

3. Definitions

Approved Caterer means a Caterer that has met the requirements set forth by Business Services and has been authorized to cater on Campus. See also UF Catering Requirements.

Approved Mobile Food Facility means a Mobile Food Facility that has met the requirements set forth by Business Services and has been authorized to serve food and beverages on Campus.

Campus means all University-owned, -occupied, or -controlled lands and buildings located within the state of Florida.

Caterer means an individual or entity that (a) is a commercial enterprise, that both prepares and delivers, or provides for the preparation and delivery of, food on or to campus and (b) is not a University budgetary unit, a University auxiliary enterprise, a University employee or volunteer acting in a University capacity, a University student acting in a University capacity, or a University academic enterprise.

Event means without limitation, any function, gathering, occasion, or party. This definition specifically excludes activities conducted by Primary Users for Academic Purposes or Administrative Purposes not requiring a risk review. For clarification of the risk review requirements see section 4.1(a) of the Use of University Space policy.

Event Organizer means a specific individual designated by a User to serve as a liaison to the University regarding an Event the User is hosting on the University’s Campus.

Event Permitting System means the system used by the Vice President for Student Affairs and the Vice President for Business Affairs for registering and permitting Events on Campus (this system is also known as GatorConnect).

Mobile Food Facility means a vehicle such as a food truck, trailer, cart, or bicycle typically equipped to prepare, cook or serve food and beverages for the purposes of catering and is operated by an individual or entity that (a) is a commercial enterprise that both prepares and serves, or provides for the preparation and service of, food on or to campus and (b) is not a University budgetary unit, a University auxiliary enterprise, a University employee or volunteer acting in a University capacity, a University student acting in a University capacity, or a University academic enterprise.

Tabling Events means events that are limited to the use of tables for the exchange or display of information.

4. Policy Statement

4.1. Food Safety

The sanitary standards for all food service on the University of Florida campus shall comply with the standards established by the Department of Health of the State of Florida pursuant to the authority granted Department of Health by Chapter 381, Florida Statutes.

4.1.1. Inspections – The Department of Health performs sanitary inspections of food service on the University of Florida campus in accordance with Department of Health Rules published in the Florida Administrative Code and Regulations. In addition to the periodic inspections carried out by the Florida Department of Health, UF reserves the right to inspect Events permitted under this Policy for compliance with food safety standards and other University Regulations and Policies.

4.1.2. Food Handling – Food, while being transported, stored, prepared, displayed, served or sold at a food service establishment, must comply with the Florida Department of Health’s food handling guidelines.

4.2 Sale of Food and Beverages on Campus

Food, alcoholic beverages, and non-alcoholic beverages may not be sold on campus in competition with the University’s contract vendors or University budgetary units unless first approved by the Vice President for Business Affairs or designee.

4.3. Catering on Campus

All catered functions on Campus must use the University’s on-campus food service provider, an Approved Caterer or, under certain conditions as defined in sub-section d, a University department can self-cater an Event. Exceptions may be granted with prior written approval from the Director of Food and Beverage Services, Office of Business Services. Event Organizers must comply with the following:

4.3.1. Exclusive Food Service Rights Agreement – The University contracts with an on-campus food service provider that offers catering services. This food service provider has exclusive locations that must be honored when selecting a caterer; see the list of the exclusive locations.

4.3.2. Non-Exclusive Campus Locations – For Campus locations not considered an exclusive location of the on-campus food service provider, Approved Caterers may be used in addition to the on-campus food service provider; see the list of Approved Caterers.

4.3.3. Additional Catering Restrictions – Certain venues on Campus have been authorized to place additional restrictions, requirements, and limitations for catered events; see the list of restricted venues.

4.3.4. University Department Self-Catered Events – University departments may self-cater and host “pot-luck” style catering only under the following conditions:

• The only attendees are employees of the department;
• Anyone cooking or handling food for the self-catered Event must comply with the USDA’s food safety guidelines; and
• The department must complete the Self-Catered Event Form, maintained by the Office of the Vice President for Business Affairs, which shall be retained for ten days.

Departments seeking to hold self-catered Events that do not comply with these conditions cannot do so without the express authorization of the Vice President for Business Affairs or designee. Requests for such authorization are submitted through the Vice President for Business Affairs Event Permitting System.

4.3.5. Exclusive Beverage Pouring and Representation Rights Agreement – The University has a contract for exclusive beverage pouring and representation rights on campus. The contract requires the University to offer certain beverage products and avoid the service of competing products even when the competing products are donated. Exceptions to this exclusivity agreement are: milk products, freshly brewed coffee or tea, and poured tap water. All University units and departments are required to abide by this contract when purchasing beverages through an Approved Caterer or providing beverages for a self-catered event. See the exclusive beverage products portfolio.

4.3.6. Donated Food and Beverages – Food or beverages may be donated for Events and Tabling Events provided that the food or beverages are donated by an Approved Caterer and the donated food and beverages are not considered in direct competition with any Florida Fresh Dining facility in close proximity to the event, as determined by the Director of Food and Beverage Services, Office of Business Services, and do not violate the exclusive beverage pouring and representation rights agreement.

4.4. Mobile Food Facilities

Rules pertaining to Mobile Food Facilities (including food trucks) are managed by the Office of Business Services. Access to Campus requires prior written approval by the Director of Food and Beverage Services. Such approvals will be considered under the following circumstances:

• As a retail operation as part of the food services program as determined by the Director of Food & Beverage Services; or
• When a Mobile Food Facility provides support to a Campus Event. No request will be approved if the sole purpose is to provide the Mobile Food Facilities access to Campus, meaning that the Mobile Food Facility is the Event.

Only University approved Mobile Food Facility vendors may be utilized. A list of approved Mobile Food Facilities will be made available to the applicant once the request has been authorized through the Event Permitting System.

4.4.1. Mobile Food Facility Requests that Support a Campus Event – Approval or denial of Mobile Food Facility requests will be based on: the overall Event approval; the location, date, and time requested; whether the presence of the Mobile Food Facility will be disruptive to normal campus functions; and the requested location’s proximity to existing competing commercial activity. The Mobile Food Facility request must be included with the Event Permit Request and must be submitted at least 14 days before the Event date. Any request made less than 14 days before the Event date may not utilize a Mobile Food Facility for that Event.

• Registered Student Organizations – submit requests to the Vice President for Student Affairs or designee through the Vice President for Student Affairs Event Permitting System.
• All other Event or permit requests – are submitted to the Vice President for Business Affairs through the Vice President for Business Affairs Event Permitting System.

4.5. Grilling on Campus

4.5.1. Authorized Users for Outdoor Grilling at Campus Events – Users must comply with the following rules, including the grilling safety rules.

4.5.1.1. Registered Student Organizations – Registered Student Organizations must use the on-campus food service provider or an Approved Caterer for Registered Student Organization Events that involve grilling.

4.5.1.2. University Departments – University departments may request to grill on campus when the attendees are limited to the employees of that department. Such requests are submitted to the Vice President for Business Affairs through the Vice President for Business Affairs Event Permitting System.

• This is considered a self-catered Event and therefore all aspects of sections 4.1. and 4.3.4. above must be followed.
• Only University employees may operate the grill.

4.5.1.3. Approved Caterers and Mobile Food Facilities – Authorized Caterers and Mobile Food Facilities may prepare grilled food on campus with written approval from the Director of Food and Beverage Services, Office of Business Services.

4.5.1.4. Tailgating – Outdoor grilling on Campus is allowed for tailgating and other gatherings prior to and after scheduled University Athletic Association Events and must comply with the grilling safety rules in this policy.

4.5.1.5. All others – All others not listed above are prohibited from grilling on Campus and must use the on-campus food service provider or an Approved Caterer for Events that involve grilling.

4.5.2. Grills on Campus – Permanent outdoor grills located at RecSports facilities, UF/IFAS -owned and -controlled land, and University residence halls should be utilized according to the rules set forth by those departments and the grilling safety rules in this policy.

4.5.3. Grilling Safety Rules – The following safety rules apply to all grilling on Campus:

• Florida Department of Health food handling guidelines shall be followed;
• One ABC^[1] rated fire extinguisher that has been serviced and “tagged” within the past year must remain within proximity to the grill. Fire extinguishers shall not be taken from any building or structure in order to meet the requirements for grilling operations;
• Grilling must be on level ground surface and not on any wooden platforms or balconies;
• Anyone not cooking should remain at least 4 feet away from hot surfaces; and
• Portable grills must be at least 25 feet away from any building or structure including equipment and materials. After the ash has cooled and doused with water, the user of the grill is responsible for cleaning the area and properly disposing of the ash. Cooled ash should be deposited in an outdoor trash receptacle at least 25 feet away from any building or structure.

If a fire emergency should occur outside, notification of authorities shall be via telephone by dialing 911. An adjacent building’s fire alarm system must only be used if the building is in immediate danger of catching fire.

4.6. Questions

Questions about this policy or reports of suspected violations should be directed to:
Office of the Vice President for Business Affairs
https://businessaffairs.ufl.edu/
(352) 392-1336
ufba-events@ufl.edu

5. References and Related Information

This Policy is also subject to all other applicable University regulations, policies, procedures, rules, requirements, and standards including, but not limited to, the following:

• Regulation 2.004, Use of University Space;
• Regulation 2.019, Alcoholic Beverages;
• Public Safety Regulation 3.005, UPD; and
• Regulation 4.006, Commercial Activity.

^[1] Primary Users may obtain an ABC rated fire extinguisher from Environmental Health and Safety – Fire Safety team for temporary use.

History