Policies and Procedures

Food Service and Sales Policy

After consultation with various campus consultative bodies and a dedicated committee with faculty, staff and student representatives, the Food Service and Sales Policy was updated in 2017 to provide more flexibility, options and price points for campus community events. Major updates include:

  • Ability to use off-campus food service providers
  • Additional food-related cultural and fundraising opportunities for student clubs and organizations
  • Allowances for vendor fairs and farmers markets
  • Incorporation of the latest Sonoma County Health Department regulations regarding food safety

These updates are designed to have a positive impact for our campus events and budgets and are effective 8/1/17.

The current policy can be found here: http://www.sonoma.edu/policies/food-service-and-sales


Food Service Providers and Usage

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University Culinary Services is proud to be the on-campus source for any catering or food service needs. Our team of professional culinarians and hospitality specialists can make your event dreams come true.

Available for:

All types of events hosted by campus departments, student organizations and off campus clients.

Planning requirements:

Event planners should contact Conference and Event Services at 707.664.4091 or reservations@sonoma.edu for assistance with coordinating catered services.

  • Catered services need to be finalized 14 days prior to the event
  • Pack and Dine services need to be ordered 3 business days prior to the event

Additional information

Catering Menu
Pack and Dine Menu
RUFAS

Campus Departments and Chartered Student Organizations are allowed to use Food Service Providers who have been approved and vetted by Sonoma State University. See http://sonoma.edu/ces/catering/approved for a list of currently Approved Food Service Providers.

Available for:

Campus departments and chartered student organizations.

Event guidelines:

The use of Approved Food Services Providers is allowed for all departmental and student events unless:

  • Food is prepared or stored using equipment owned and/or operated by Sonoma State Enterprises, Inc.
  • The event is deemed an External Event as defined in section II.N. of the Food Service and Sales Policy.
  • The event has a planned attendance of 300 or more.
    Exceptions may be granted on a case-by-case basis for basic catered services.

Planning requirements:

The event host will be responsible for all coordination with the food service provider and ensuring that all necessary spaces and resources have been scheduled with the CES office to support the event. If an Approved Food Service Provider is providing any service on campus, (i.e. setting up buffet lines, serving guests, etc.) the request must be made two (2) weeks prior to the event.

Please note, all service items including linens, plates, glassware, utensils, ice, etc. will need to be provided by the vendor. University Culinary Services will not comingle food service or service items with an Approved Food Service Provider.

Payment and Contracting:

If utilizing an Approved Service Provider, the ProCard can be used. ProCard holders should follow the ProCard Handbook and the Hospitality policy. Any needs above the cardholders per transaction limit or if no-official guests will be present an ereq would be required along with a signed hospitality form.

All space requests and resource reservations will need to be completed through the Conference and Event Services office.

Additional information:

List of Approved Food Service Providers
RUFAS
Procard Handbook

Occasionally a campus entity may hold an event that requires a special food offering to enhance the curricular or co-curricular experience. These events are generally “signature” in nature and the food offerings are an integral part of the experience. University Culinary Services retains their first right of refusal for these events as well as their right to outsource the catering at their discretion.

Available for:

Campus departments and chartered student organizations.

Event guidelines:

Special Events must meet one or more of the following criteria:

  • The event does not repeat more than once per semester.
  • The event provides a unique experience or advantage to the students, faculty and/or staff of the University.
  • The event’s requirements are such that the currently approved food service providers are unable to fulfil the service requirements.

Planning requirements:

The event host must complete the Application for Special Event Food Service Provider form. If approved, the event host will be responsible for all coordination with the food service provider and ensuring that all necessary spaces and resources have been scheduled with the CES office to support the event.

Contracting:

An ereq will be required if using an off-campus food service provider.

Payment:

The event host will be responsible for routing any invoices through SSU Financial Services if using an off-campus food service provider.

Additional information:

Application for Special Event Food Service Provider
RUFAS

A potluck is defined as an event to which participants bring food to be shared with other participants.

Available for:

Campus departments and chartered student organizations.

Event restrictions:

  • Potlucks must be classified as Private Events as defined in section II.L. of the Food Service and Sales policy. http://www.sonoma.edu/policies/food-service-and-sales
  • Food may not be sold to the public or given away free to the public.
  • A large sign (easily visible) must be posted in the area where the potluck is taking place indicating that it is a “Closed Event” or “Private Event” and not open to the public.

Available for:

Campus departments and chartered student organizations.

Event restrictions:

  • If the event is a Public Event as defined in section II.K. of the Food Service and Sales policy AND the food/beverage is a Potentially Hazardous Food as defined in section II.C. of that policy (http://www.sonoma.edu/policies/food-service-and-sales), it must be provided by a licensed facility and served and stored in accordance with applicable laws.
  • The sale of food that has been donated free of charge is not permitted per CalCode.
  • Planning requirements:

    • The health permit and certificate of insurance of the supplier must be provided.
    • Any alcohol donations must be coordinated with University Culinary Services.
    • If the event is a Public Event as defined in section II.K. of the Food Service and Sales policy AND the food/beverage is a Potentially Hazardous Food as defined in section II.C. of that policy (http://www.sonoma.edu/policies/food-service-and-sales), the event host must complete Request to Supply Donated Food three (3) weeks prior to the event date. http://web.sonoma.edu/ces/forms/donatedfood

    Additional information:

    Request to serve donated food

In order to raise funds in support of their programs and/or to provide food as an integral part of an organizations charter, an official student organization (in good standing) may be granted approval to sell or dispense food on campus on no more than one occurrence per month.

Available for:

Official student organizations in good standing

Event Restrictions:

  • Food sales are limited to Low Hazard Foods as defined in section II.B. of the Food Service and Sales Policy. http://www.sonoma.edu/policies/food-service-and-sales
  • Food distributed or sold must be in compliance with any agreements between Sonoma State University, or its designee, and contracted businesses.
  • No unpackaged foods that have been served to any person or returned from any eating area shall be served again or used in the preparation of other food.
  • Sales are permitted on an occasional basis to support fundraising for student organizations. “Routine” or “frequently occurring sales”, especially of food products, is not permitted. This includes coffee, hot chocolate, pastries, and refrigerated items.

Planning requirements:

  • Groups must follow established space reservation procedures.
  • Sales are permitted in any reservable location at any time.
  • Student groups must contact the Student Activities Desk on the second floor of the Student Center to get information regarding cash handling rules and regulations before engaging in food sales.

Approved locations and procedures:

Food sales in conjunction with a University approved student event shall be located in areas, during periods of time and following the procedures designated by the University.

Approved Locations - Any reservable, non-food service location

Approved Times - Any reservable time

Additional information:

RUFAS

A Mobile Food Facility (MFF) may be engaged to provide food services for specific, non-recurring events or to provide food services unavailable from University Culinary Services or vendors on the approved list of food service providers.

Available for:

Campus departments and chartered student organizations.

Event guidelines:

  • No more than one MFF may operate on campus at any time without prior approval.
  • The total number of MFFs on campus is limited to one per week.
  • A chartered student organization may use a MFF once per semester for fundraising or cultural needs.
  • Departments may use a MFF once per academic year and only for events as described in section V.D. of the Food Service and Sales policy or they may contract with a MFF for concessions related activities as described in section V.F. of that policy. http://www.sonoma.edu/policies/food-service-and-sales

Planning requirements:

  • The event host will need to complete the Mobile Food Facility Request Form.

Contracting:

  • An ereq will be required for any MFF activity on campus.

Location:

  • MFFs may operate only in locations established and approved by the University. Location Map
  • Additional information:

    Location Map

    Community Markets (where goods/services are available for sample or sale) and Vendor Fairs (where goods/services are available for sample only) are allowed periodically and on a case by case basis. Procedures for these event types are still being created. For more information, please contact CES at 707.664.4091 or reservations@sonoma.edu.