Food at Campus Events

**The University encourages the use of Lehigh Catering whenever possible.

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 (610-758-4512) - 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 Office of Student Involvement instuact@lehigh.edu if 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
  • Iacocca Hall
  • Rathbone Hall
  • Stabler Arena

 

Student Groups Serving Food at Events Policy

Request to Serve Food by Students

  • Food cannot be sold at the event – this includes solicitation of donations.
  • Food cannot be prepared by students for any club event.
  • 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. 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.
  • 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.
  • 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.

 

Requirements for Serving Food from an Off-Campus Restaurant/Caterer

1. Event Approval & Timeline

  • Submit an Event Planning Form (LINC) at least 8 weeks prior to the event, including:

    • Request to use an outside caterer/restaurant

    • Provide a detailed event budget

2. ServSafe Certification

  • Students serving food must be ServSafe certified (at the organization’s or individual’s expense).

  • At least one member of the organization in attendance must be ServSafe trained to oversee the safe handling practices.

  • Provide ServSafe certification documentation to:

3. Caterer/Restaurant Requirements

  • Must be an established, legitimate business with:

    • A licensed Food Facility

    • All required local operating licenses

  • Must be located within a 10-mile radius of Lehigh University.

4. Food Pickup & Liability

  • Food must be picked up no more than 45 minutes before the event start time.

  • The individual picking up the food assumes all transportation risk.

  • Lehigh University is not responsible for incidents occurring during transport.

5. Food Safety & Service

  • Hot food must be kept at proper temperature using:

    • Chafing dishes

    • Sterno burners

    • Ice or other approved equipment

  • Food must be:

    • Served with sanitary gloves

    • Maintained at proper temperatures

    • Placed in appropriate serving units

  • All dishes must be clearly labeled with ingredients (to accommodate allergies and religious practices).

  • Food must be discarded after 2 hours of pick-up or delivery.

6. Clean-Up & Sanitation

  • Wipe down all tables with disinfectant wipes.

  • Dispose of food, serving items, and trash in proper receptacles (do not overflow receptacles).

  • Arrange for extra trash bags/receptacles if needed.

  • All trash must be bagged and placed in designated trash areas.

  • Groups are strongly encouraged to submit a Facilities Services Work Order for clean-up and trash removal.

  • Any additional clean-up costs are the responsibility of the organization.

  • Failure to properly clean may result in:

    • Minimum $250 cleaning fee

    • Club probation

  • The scheduling office reserves the right to charge a post-event cleaning fee.

7. Additional Allowance

  • Pre-packaged snacks are permitted at events.

Request to Serve Food by an External Caterer/Restaurant

1. Event Planning Requirements

  • Complete an Event Planning Form (LINC) at least 8 weeks prior to the event.
    • Must include:
      • Request to use an external caterer/restaurant
      • Event budget

2. Approval & Notification Process

  • Notify the Space Scheduling Office to confirm:
    • Whether outside catering is permitted
    • Any applicable restrictions
  • Submit required signed documents to Campus Engagement Advisory Group (CEAG) at inceag@lehigh.edu
    • Due minimum 10 business days before the event

3. Required Documentation

Provide the External Caterer with:

  • Lehigh University Vendor Acknowledgment and Agreement Form
  • Indemnification and Insurance Form
    • Forms can be found under Resources in the original document
  • Submit signed copies to CEAG inceag@lehigh.edu

4. Caterer Requirements

  • All catering staff must be ServSafe trained and certified
  • Caterer must provide proper equipment to:
    • Keep hot food warm (chafing dishes, Sterno burners, warming trays, slow cookers)
    • Keep cold food cold (ice, refrigeration)
  • Display a sign with the company name at each end of the serving area

5. Sponsoring Organization Responsibilities

  • Arrange:
    • Tables and serving setup
    • Any additional cleanup required
    • Required exemption request (if applicable)

Food Safety Guidelines

Two-Hour Rule
  • Food should not sit at room temperature for more than 2 hours
  • Discard food left out for 2 hours or longer
Keeping Hot Food Hot
  • Maintain at 140°F or warmer
  • Use:
    • Chafing dishes
    • Warming trays
    • Slow cookers
  • Ensure enough warming units for all hot foods
  • Keep lids on dishes to retain heat
Keeping Cold Food Cold
  • Maintain at 40°F or colder
  • Nest dishes in bowls of ice
Leftover Food Safety
  • Refrigerate or freeze leftovers within 2 hours
  • Discard buffet food left out longer than 2 hours
  • Consume leftovers within 3 days
  • Freeze for longer storage
  • Reheat leftovers to 165°F
Microwave Reheating Guidelines
  • Use a food thermometer to confirm 165°F
  • Let covered food sit for 2 minutes after heating
    • Microwaves heat unevenly

 

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
  • Contact Office of Residence Life for a space outside of a residence hall
  • Contact 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 Office and Student Center Operations 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
  • 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 Operations, 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.

 

Resources:  

https://www.agriculture.pa.gov/consumer_protection/FoodSafety/Retail%20Food/Pages/Food-Employee-Certification-.aspx