Food at Events on Campus

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  • All food served in a building in which there is a dining service operation must be ordered through Lehigh Dining Service.   (https://lehigh.sodexomyway.com/) Their phone number is  (610)758-4512.
  • It is important to have in mind what your available budget is for your event.
  • When making decisions about food for your event contact Catering Services to help you make decisions based on your budget.  Dining Services offers various types of catering choices with customized options for student groups.  The Catering staff is there to assist you with your event.   Just ask and they will be happy to help you.

It is important to understand that food preparation and safe handling of food is of primary importance to Lehigh University. 

INSURANCE DOCUMENTATION DEPENDS ON IF FOOD IS GIVEN AWAY OR IF FOOD IS SOLD.  CONTACT STUDENT CENTER FACILITIES 610-758-4163

This document was prepared by the offices of Student Center Facilities, Student Engagement, and Risk Management.

It is important to understand that food preparation and safe handling of food is of primary importance to the University.

The University has an exclusive contract with Sodexo Dining Services for any food served in a facility that has a kitchen that is operated by Sodexo. Sodexo is required to have liability insurance, list Lehigh University as additionally insured, retain ServSafe trained employees, and follow a signed University contract. This contract is in place to protect people from food borne illnesses caused by unsafe handling of food. Sodexo assumes all liability for the food that it serves.

Dining Services

  • When an event is held in a facility in which there is an exclusive contract with Sodexo food must be ordered through Lehigh University Dining Services (610)758-4512. For Example: The University Center, Lamberton Hall, RBC, Iacocca Hall, Linderman Library, etc.
  • Student Groups: It is important to keep in mind what your available budget is for your event so that your group can plan accordingly. When making decisions about food for your event contact the Catering Office. The Catering staff will assist you in making decisions based on your budget. Dining Services offers various types of catering options. Student groups hosting a special function on campus will be permitted to use their meal equivalency credit on any buffet or served lunch or dinner period. Lehigh ID numbers must be active and submitted to LU Catering Services no later than five business days prior to the event to apply equivalency. Student groups, needing only a standard level of service, and willing to pick up, setup, and cleanup their event will be afforded a 30% discount to the total cost of their food order. Accepted forms of payment for student catering will prepaid cash, dining dollars, and gold plus, or Student Club index numbers which are provided by Student Club Accounts (610)758-4150.
  • Groups may also want to consider ordering directly with the Manager of the 2nd floor Food Court Marketplace: (610)758-4172 or (4170).

Events Permitted to use an Outside Vendor

Building with a dining operation: When an event is being held in a building with a Sodexo operation the sponsoring organization will be required to obtain an exemption from using Sodexo. Once the exemption has been received in writing, the group may be permitted to bring in food from a vendor that has a Certificate of Liability on file with the University and the bulleted items following must be adhered to.

Building or location without a dining operation: When an event is being held in a space or location that does not have a Sodexo operation the group may be permitted to bring in food from a food vendor that has a Certificate of Liability listing Lehigh University as additionally insured on file with the University or restaurants within the City of Bethlehem.

Contact Business Services Office 610-758-3840 or 610-758-3843 for questions regarding Outside Food Vendors on campus.

******THE FOLLOWING ITEMS MUST BE ADHERED TO:

  • All local food vendors will be required to meet the same liability insurance coverage and ServSafe training as Sodexo.
  • A minimum of four weeks’ notice will be required for any event requesting to use an outside vendor.
  • The vendor will be required to remain on site to serve the food and provide clean up to the serving area.

 

The group will be responsible for arranging additional cleanup for the space and also payment for services. Costs vary depending on location.

  • A sign displaying the name of the vendor must be visible and on display for all attendees.

Small Group Meeting

If an organization is holding a small group meeting in their designated office or approved meeting space, the group may be permitted to bring in food from a food vendor that has a Certificate of Liability on file with the University or is located in the City of Bethlehem. All restaurants located in the City of Bethlehem are required to have evidence of liability insurance and be ServSafe trained. Contact the appropriate office for approval and to check current local approved food vendors. All local food vendors will be required to meet the same liability insurance coverage and ServSafe training as Sodexo.

Guidelines for groups requesting to prepare their own food:

If an organization is holding a small group meeting in their designated office or approved meeting space, consideration may be made to bring in prepared food as follows.

  • Food cannot be sold at the event. This includes solicitation of donations.
  • A reservation for the event space and the group must be received prior permission to have food in this location.
  • A minimum of four weeks’ notice will be required for any event requesting permission to serve food not provided by Sodexo. In order to allow adequate time to process the request and secure the necessary insurance or City of Bethlehem permits the four week minimum notice will be strictly adhered to.
  • The event must be small in attendance or have received special approval based on the nature of the event.
  • Each group shall designate a Lehigh University staff or faculty member that will act as the University liaison to oversee the entire event and ensure the safe handling of food.
  • Any group member that will be preparing food must attend a ServSafe training workshop and evidence of certification must be provided to the Student Engagement Office and/or Student Center Facilities Office at least two weeks prior to the event.