Food at Events
Food preparation and safe handling are of primary importance to the University. The University has an exclusive food contract with Sodexo Dining Services, Lehigh Dining - incater@lehigh.edu, in any facility that has a kitchen operated by Lehigh Dining. As stated in the contract, Sodexo is required to have liability insurance, list Lehigh as Additionally Insured, retain ServSafe-trained employees, and adhere to the signed University contract. The contract has been put into place to protect people from food-borne illnesses caused by unsafe practices and the handling of food. Sodexo assumes all liability for the food that is served.
General Guidelines
- Student Organizations will need to provide a club account six-digit index number at the time the food order is placed
- Senate-recognized organizations should contact Student Involvement instuact@lehigh.edu if the account number is needed
Menu planning and budget
- The Catering Guide Contact LU Catering with specific questions on menu: incater@lehigh.edu
- Plan your budget for food (LU Catering will customize based on budget) Student groups may be offered discounts – check with Catering Office.
- Contact Lehigh Catering incater@lehigh.edu or 610-758-4512 as far in advance as possible and at least two weeks prior to the event.
Facility with a Lehigh Dining Operation
Lehigh Catering has the exclusive right to provide food in the following facilities
- Clayton University Center
- FML
- Iacocca Hall
- Lamberton Hall
- Linderman Library
- Rathbone Hall
- Rauch Business Center
- Stabler Arena
***Even though these spaces are noted as exclusive right operations, the University encourages the use of Lehigh Catering whenever possible.
Small group meetings requesting to prepare their own food
Considerations will be made if it meets the following criteria:
- Food cannot be sold at the event – this includes solicitation of donations.
- A minimum of four weeks’ notice will be required to allow adequate time to review the request and arrange a meeting with the sponsoring group
- A confirmation for the space must be received(25Live) and it must be designated as a space where food can be served
- There must be a designated Lehigh faculty or staff member acting as a University liaison to oversee the entire event and ensure the safe preparation and handling of food or students must complete Serve Safe Training.
- Obtain a food license from the City of Bethlehem Health Bureau for the event. The City of Bethlehem Health Bureau reserves the right to send a health inspector to the location to ensure all guidelines are being followed and food prepared safely
- Anyone preparing and/or serving the food must be ServSafe trained and evidence of certification provided to the Student Involvement and Student Center Facilities Office at least 10 business days prior to the event (send to: inucr@lehigh.edu)
- Sanitary gloves must be worn when serving food and all food must be placed in appropriate serving units
- Due to food allergies and/or religious practices, each dish must be labeled listing the ingredients, and placed in close proximity to the dish. All trash must be bagged and placed in the designated trash area. Any additional cleanup and/or damage charges will be billed to the sponsoring organization.
Outdoor Cookouts
Below are established guidelines that will ensure the safety of all individuals hosting and attending outdoor cookouts and minimize the risk for Lehigh University. The information has been a collaborative effort between the offices of Environmental Health and Safety, Risk Management, Student Center Facilities, and Office of Student Involvement.
- Food cannot be sold at the event – this includes solicitation of donations.
- The event must be closed to the general public and limited to a small group.
- Larger groups will need to use LU Catering or follow the guidelines for Outside Catering
- Using a gas grill is preferred as it eliminates the need to use charcoal lighter (fluid) and can be extinguished immediately.
Charcoal Grills:
Use Match light instant charcoal briquettes that do not require adding lighter fluid.
Lighter Fluid is not permitted. Someone experienced with lighter charcoal will be required to light the grill making certain the area is clear of people. A fire extinguisher must be on site and someone trained to use it must be in close proximity at all times. At the end of the event used charcoals must be cooled and emptied into a metal can with a lid. The can must be kept outdoors away from combustibles and out of the wind. To ensure charcoals are cooled add a slight amount of water. After 24 hours the charcoal remains can be disposed of in the garbage.
A minimum of four weeks’ notice will be required to allow adequate time to review the request and arrange a meeting with the sponsoring group. Email: inucr@lehigh.edu with any questions.
Reserve the outdoor space at least four weeks in advance and notify Lehigh Police of the event.
Reserve Asa Campus outdoor spaces through 25Live
Residence Life for a space outside of a residence hall
Housing Services for an outside Greek House space
Anyone grilling, preparing, and/or serving the food must be ServSafe trained, and evidence of certification provided to the Student Involvement and Student Center Facilities Office at least 10 business days prior to the event
Designate a point person to handle emergency situations and call LU Police Dept. in the event of an emergency at 610-758-4200.
Sanitary gloves must be worn when serving food and all food must be placed in appropriate serving units.
Due to food allergies and/or religious practices, each dish must be labeled listing the ingredients, and placed in close proximity to the dish.
All trash must be bagged and placed in the designated trash area. Any additional cleanup and/or damage charges will be billed to the sponsoring organization
Student Groups Serving Food at Events Policy
Request to Serve Food by Students
The University encourages the use of Lehigh Catering whenever possible.
Contact Lehigh Catering incater@lehigh.edu or 610-758-4512 as far in advance as possible and at least two weeks before the event.
Food served in Lamberton Hall and the Clayton University Center requires the use of Lehigh Catering unless permission to bring in external food is received in writing by both the Executive Director of Auxiliary Services and the Director of Student Center Facilities.
Food served at the temporary HST 3rd Floor location and Iacocca Hall Wood Dining Room must go through Lehigh Dining/Catering or food will not be permitted. We recommend planning at least three months in advance, especially during the spring semester to ensure Catering will be able to accommodate the request.
Organizations requesting to serve food from an off-campus restaurant/caterer must meet the following requirements:
An Event Planning Form (LINC) must be completed a minimum of 8 weeks prior to the date of the event including the request to use an outside caterer/restaurant and budget.
The restaurant or caterer must be an established legitimate business with a Food Facility and have all required local licensing to operate.
The restaurant must be within a 10-mile radius of Lehigh University’s campus.
Food must be picked up no more than 45 minutes before the start of the event.
Hot food must then be placed into the proper equipment to keep food at the required temperature (chaffing dishes, sterno burners, ice, etc.)
The person who is coordinating the food must be ServSafe certified and be at the event for the duration of the food serving to oversee safe handling practices
The required certification will be at the organization's or the individual’s expense
Additional information for ServSafe certification is listed below under Resources at the end of this document
Food must be discarded after 2 hours of delivery.
The organization must notify the reserving office that food will be served by an external vendor.
The scheduling office reserves the right to charge a post-event cleaning fee.
The person who is picking up the food takes on all the risk of driving to and from the venue location. Lehigh University is not responsible for any incidents that occur to and from campus.
Clean up after your event
Wipe down any table surfaces with Lysol wipes
All food and serving items and other trash must be placed into proper trash receptacles without overflowing the unit, this may require arranging for extra trash bags/receptacles in advance. If not already required by the scheduling office, we strongly encourage each group to place a work order through the Facilities Services Work Order Central to clean up and remove trash and wipe down tables.
Failure to do so will result in a minimum $250 cleaning fee and the club placed on probation.
Request to have food served by Caterer/Restaurant:
An Event Planning Form (LINC) must be completed a minimum of 8 weeks before the date of the event including the request to use an outside caterer/restaurant and budget
Organizations requesting to bring in an External Caterer on campus to serve food must abide by the following requirements
- Notify the space scheduling office of your request to have food served by an External Caterer to determine if there are any restrictions with bringing in an External Caterer
- The organization must provide the External Caterer with the Lehigh University Vendor Acknowledgment and Agreement Form and Indemnification and Insurance Form which can be found under Resources at the end of the document. Copies of the signed documents must be returned to the Campus Engagement Advisory Group (CEAG) Christmas Saucon Room 136 or submitted to: inceag@lehigh.edu a minimum of 10 business days before the event.
- Ensure that all External Catering staff are ServSafe trained and certified.
- Ensure Caterers have the proper equipment to keep food warm (chafing dishes, sterno burners, ice, etc.)
- The sponsoring organization will be responsible for arranging any table needs, additional cleanup that is required, and requesting the exemption.
- Display a sign with the company name at each end of the serving area.
Additional Information:
Two-hour Rule
Food should not sit at room temperature for more than two hours. Throw out anything left out for two hours or more.
Guidelines to keep hot food hot and cold food cold
Keep hot foods at 140 F or warmer
- Use chafing dishes, warming trays, or slow cookers to keep hot foods hot on the buffet table.
- All hot food must be in warming units so plan accordingly to ensure you have enough.
- Keep the covers on the hot food dishes to keep the heat inside the dish.
- Keep cold food at 40 degrees Fahrenheit or colder
- Nest dishes in bowls of ice to keep foods cold.
Leftover Food Safety:
- Refrigerate or freeze leftovers within two hours of serving.
- Throw out foods left on your buffet table for longer than two hours.
- Eat leftovers within three days.
- Freeze foods for longer storage.
- Reheat leftovers to 165 F.
- When reheating in the microwave:
- Use a food thermometer to ensure food is reheated enough to kill bacteria.
- Let heated, covered food sit for two minutes before eating to let the heat distribute throughout. Microwave ovens heat unevenly.
Resources
- The Pennsylvania Dept. of Agriculture has listed approved certification training courses by county and online. This online course is available for food handler certification or select one of the other approved sites.
- External Vendor Forms
Lehigh University Vendor Acknowledgment and Agreement Form
External Vendor Insurance and Indemnification Form