Catering Guidelines

CATERING GUIDELINES FOR WESTERN WASHINGTON UNIVERSITY
Effective Date: October 24, 2005

Western Washington University's dining contract includes the exclusive right to operate the University's dining services, including catering, solely for the benefit of the University: assuring high quality food service, safe handling of food products, and reasonable costs for sponsoring departments including per diem pricing and Casual Catering.

These guidelines support the policy implicit in the contract as it applies to all University sponsored events held in University owned facilities.

Coffee & Light Refreshments/Meals with Meetings Authorization Request Form

  1. Serve department needs and expectations by a flexible approach including routine exceptions.

    Routine exceptions that require no additional approval:

    • Potluck meals: food provided by and consumed by group members as part of an informal program and consistent with safe food handling guidelines.
    • Small events/receptions (fewer than 10 participants) that include, but is not limited to pizza, packaged cookies, and beverages.
    • Fundraisers where the preparation and sale of the food is the main component of the program i.e. a bake sale.
    • Commercial Food Vendors for events where food is a component of the event and the event is open to entire campus population.
    • Group assisted catering in conjunction with University Dining Services where dining services' kitchen facility and/or equipment is used by the group as a result of special arrangements made in advance.
    • Where the requested product or service is confirmed in advance as not available from University Dining Services.

  2. Provide a simple process to review requests for additional exceptions on a case-by-case basis

    • Review events involving third party catering prior to the event, using the online Exemption Request Form.
    • University Dining Services' District Manager reviews exemption request petitions to insure that University Catering has first right of refusal to serve food on campus. Most requests are granted.
    • When appropriate additional documentation may be requested, such as Washington State Food Handlers Permit, Washington State or Whatcom County Health Department license for off-premise food service, and/or evidence (e.g. certificate of insurance) of appropriate liability insurance.

  3. Department heads may request an additional review by an appeals panel

    • When the exemption review does not meet department needs the department head may request an additional review by an appeals panel.
    • The District Manager (Director) of University Dining Services (contact information) will convene an appeals panel drawn from the Campus Dining Committee.
    • Appeals are generally processed in 2 working days.