The following guidelines apply to University departments, programs, and student organizations. This document was prepared by the offices of Risk Management, Student Center Facilities, and Student Engagement.
Food at Events
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Food preparation and safe handling is of primary importance to the University. The University has an exclusive food contract with Sodexo Dining Services, Lehigh Dining, 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 illness caused by unsafe practices and handling of food. Sodexo assumes all liability for the food that is served.
General Guidelines
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Student Organizations will need to provide a club account six digit index number at the time the food order is placed
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Senate recognized organizations should contact Student Engagement instuact@lehigh.edu if the account number is needed
Food planning and budget
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The Catering Guide
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Contact Lehigh Catering if you have any specific catering needs outside of what is listed in the Catering Guide
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Plan your budget for food
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Catering can help customize food based on your budget
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Recognized Student Organizations should contact Lehigh Catering to determine what food options may be available at a discount or special pricing
Facility with a Lehigh Dining Operation
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Lehigh Catering has the exclusive right to provide food in the following facilities
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Clayton University Center
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FML
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Iacocca Hall
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Lamberton Hall
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Linderman Library
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Rathbone Hall
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Rauch Business Center
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Stabler Arena
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Contact Lehigh Catering lehighcatering@lehigh.edu or 610-758-4152 as far in advance as possible and at least two weeks prior to the event
Facility without a Lehigh Dining Operation
The University encourages the use of Lehigh Catering whenever possible
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Contact Lehigh Catering lehighcatering@lehigh.edu or 610-758-4152 as far in advance as possible and at least two weeks prior to the event
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Permission is required to use an Outside Caterer, review the guidelines below
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General Information as to what will be required of the outside caterer
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An ACORD Certificate of Liability Insurance in the minimum amount of $1,000,000 per incident, lists Lehigh University as additionally insured, and is the certificate holder
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The required ACORD Certificate of Insurance must be received a minimum of 10 business days in advance.
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All of their staff must be ServSafe trained and certified
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The Outside External Caterer is required to remain on site to serve the food, provide clean up to the serving area, and remove all the trash associated with the serving of food. This should be determined prior to requesting permission to use an outside caterer.
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Display a sign with the company name at each end of the serving area
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The sponsoring organization will be responsible for arranging any table needs, additional clean up that is required, and requesting the exemption
Request for an exemption
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The request must be made in writing to David Joseph in Student Auxiliary Services and the scheduling space manager should be copied a minimum of four weeks prior to the event
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Provide as much information as possible, including the reason for the request, the name of the company and address, proposed food/beverages to be served, and any other information important to the specific event.
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Outside caterers are restricted from providing any and all alcoholic beverages.
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Student organizations may be required to meet with the Campus Engagement Advisory Group (CEAG) or a designated staff member.
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If approved, the sponsoring organization is responsible for the following
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Providing the outside caterer with a Food Vendor Agreement that will need to be signed and returned at least 10 business days prior to the event
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Ensuring the Outside External Catering Guidelines are adhered to
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Making arrangements for any catering tables, power needs, trash receptacles, and the space is cleaned up at the conclusion of the event.
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Any damages or additional expenses incurred by the negligence of the outside caterer will be the responsibility of the sponsoring organization.
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Anyone preparing and/or serving the food must be ServSafe trained and evidence of certification provided to the Student Engagement and Student Center Facilities Office at least 10 business days prior to the event
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Sanitary gloves must be worn when serving food and all food must be placed in appropriate serving units
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Due to food allergies and/or religious practices, each dish must be labeled listing the ingredients and placed in close proximity to the dish
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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
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Small group meetings with food from a local food establishment
This refers to groups of 25 or less who would like to bring in food or have food delivered from a local food establishment located within the City of Bethlehem.
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All restaurants located in the City of Bethlehem are required to have evidence of liability insurance and be ServSafe trained.Be aware and plan appropriately for delivery based on when the food will be consumed and follow safe food handling guidelines.
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Review the additional guidance found here and take all necessary precautions for handling the food safely
Small group meetings requesting to prepare their own food
Considerations will be made if it meets the following criteria
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Food can not be sold at the event
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This includes solicitation of donations
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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
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A confirmation for the space must be received and it must be designated as a space where food can be served
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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
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Obtain a food license from the City of Bethlehem Health Bureau for the event
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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
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Anyone preparing and/or serving the food must be ServSafe trained and evidence of certification provided to the Student Engagement and Student Center Facilities Office at least 10 business days prior to the event
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Sanitary gloves must be worn when serving food and all food must be placed in appropriate serving units
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Due to food allergies and/or religious practices, each dish must be labeled listing the ingredients and placed in close proximity to the dish
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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
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Outdoor Cookouts
Below are established guidelines that will ensure the safety of all individuals hosting and attending outdoor cookouts and to 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 Student Engagement
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Food can not be sold at the event
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This includes solicitation of donations
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The event must be closed to the general public and limited to a small group
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Larger groups will need to use Lehigh Catering or follow the guidelines for Outside External Catering
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Using a gas grill is preferred as it eliminates the need to use charcoal lighter (fluid) and can be extinguished immediately.
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Use of charcoal:
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If this is not possible, we require the use of match light instant charcoal briquets that do not require added lighter fluid
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Someone experienced with lighter charcoal will be required to light the grill making certain the area is clear of people.
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Charcoal fuel is not permitted
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A fire extinguisher must be on site and someone trained to use it must be in close proximity at all times
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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.
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After 24 hours the charcoal remains can be disposed of in the garbage.
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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
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Reserve the outdoor space at least four weeks in advance and notify Lehigh Police of the event
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Asa Campus outside spaces through 25Live
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Residence Life for a space outside of a residence hall
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Office of Fraternity and Sorority Affairs for an outside Greek House space
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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
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Obtain a food license from the City of Bethlehem Health Bureau for the event
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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
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Anyone grilling, preparing, and/or serving the food must be ServSafe trained and evidence of certification provided to the Student Engagement and Student Center Facilities Office at least 10 business days prior to the event
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Designate a point person to handle emergency situations and to call Lehigh Police in the event of an emergency 610-758-4200.
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Sanitary gloves must be worn when serving food and all food must be placed in appropriate serving units
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Due to food allergies and/or religious practices, each dish must be labeled listing the ingredients and placed in close proximity to the dish
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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
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