Food Guidelines

Catering

If a student-sponsored event requires the need of food service, Aramark has the exclusive right for this service. To request catering, contact the Aramark office at 940-9764 or email catering@butler.edu. To obtain a waiver to use an outside vendor, permission must be obtained from the Aramark catering office, located in Atherton Union cafeteria. Requests for catering can be made online during the event registration process.

Student Organization Food Guidelines

All groups that plan to serve food at ANY event on campus must first consult with Dining Services, Butler University’s food provider. Dining Services is our designated caterer and should be given the opportunity to meet the needs of any campus group. Dining Services must sign-off on a student organization or any other group bringing food from the outside to campus for an event.

All student organizations

If a group receives approval from the University and Dining Services:

Groups may serve food that is commercially prepared or prepared by members of the group to members of the group only without registering the event with the Marion County Health Dept.

Groups may host licensed food trucks on campus without registering the event with the Marion County Health Dept or obtaining a temporary vendor license.

Pre-packaged and non-perishable food may be given away to organization members without Dining Services clearance.  Other food given away or sold at a campus-wide event must receive Dining Services clearance.

Pre-packaged food cannot contain anything that will spoil: (milk, meat, chicken, fish, cheese, cut fruit or vegetables, rice, beans or any open foods like a cotton candy machine or popcorn machine or open beverages)

If group is NOT within a 501C3:

After receiving approval from the University and Dining Services: For events open to campus:

Groups must register any event where food is served with Marion County Health Department (MCHD) minimally 30 days prior to the event using the registration application at www.mchd.com. (no fee to register the event). This includes providing detailed information regarding food/drink at the event. Groups that obtain MCHD permission to serve food are liable for any food related issues as it relates to their events. They are responsible for educating group members on and upholding proper food handling procedures.

If working with an outside vendor, the food vendor must also apply for and receive a temporary vendor license.

If purchasing/using donated food and serving it themselves, a group must also apply for a temporary vendor license minimally 48 hours prior to event. There is a charge for this license that must be paid in cash, cashier’s check, certified check or money order. No personal or company checks are accepted.

This includes but is not limited to the following requirements (please go to www.mchd.com for a complete list of requirements):

  • Groups may not serve home-prepared foods
  • No eating, drinking or smoking near food
  • Sanitizing station:
    • If using all disposable utensils (serving, eating, plates, etc), groups do not have to have a sanitizing station
  • If using any non-disposable utensils, group must have sanitizing station set up (regardless of length of event)
    • Must wash utensils every 4 hours, regardless if they did not drop any utensils.
  • Food must be kept at the required temperature, given the type of food it is:

For hot food: above 135̊ F

For cold food: below 41̊ F

  • There must be a hand washing station for servers as well as for participants:

A temporary hand washing station must consist of, at least, running water, soap, paper towels, a discard bucket and trash can. If a sink is not available, a large thermos or container in which water is held for dispensing for hand washing can be used.

  • Food must be served by members of sponsoring group:
    • Gloves, tongs, deli paper, spoons or spatulas must be used to serve food (use gloves, tongs, deli paper, spoons or spatulas)
    • Hands must be washed by servers frequently
    • Hand sanitizer or gloves cannot substitute hand washing
    • Hair must be pulled back and covered by hat, scarf, hairnet or visor
    • Food must be shielded/covered use of lids, covers or sneeze guards
  • For outdoor events:
    • Overhead covering (tent) should be provided
    • Must cover all food preparation, cooking and serving areas
    • Flooring must be concrete or asphalt. Grass, gravel or dirt must be covered by mats, platforms or other suitable materials
    • Adequate lighting must be provided
  • Ice that is used to keep food/drinks cold may not be used for consumption

For groups that are recognized 501C3:

Groups that are included in a recognized 501C3 are liable for any food related issues as it relates to their events. They are responsible for educating group members on and upholding proper food handling procedures.

After receiving approval from the University and Dining Services:

For events open to campus:

  • After receiving fundraising approval from the PuLSE office, groups may put on bake sales, although items must be individually wrapped and include a label that indicates date of preparation, ingredients, and name of who prepared it.
  • If members of group are preparing/serving food themselves in a licensed kitchen, group does not need to register the event or apply for temporary vendor license, but they need to label food that indicates date of preparation, ingredients, and name of who prepared it.
  • If group is purchasing and/or having food donated from a commercial vendor AND the group is serving the food themselves, the group does not need to register the event or apply for temporary vendor license with the Marion County Health Department.
  • If the group is bringing in an outside vendor to prepare/serve the food, that vendor must apply for a license (the group’s 501C3 status does not extend to the vendor).
  • If selling food for a fundraiser, it must benefit the group covered by the 501C3 and not an outside philanthropy.
  • If using the national organization’s 501C3, the money may go to the local chapter directly.

501C3 groups serving food on campus must follow the guidelines for serving food outlined above for non-501C3 groups.

 

If group is utilizing the 501C3 status of an overarching national organization:

Butler must receive a “letter of determination” AND letter of approval from the national organization (a tax exempt number is not sufficient).

  • Greek organizations should provide this documentation to Office of Greek Life no later than one week prior to the event.
  • Other organizations should provide this documentation to the PuLSE Office no later than one week prior to the event.