Catering - Outside Food Policy

Policy Statement

This policy is to provide the guidelines and regulations governing outside food on campus. The policy is intended to minimize health risks and university liability when dealing with food preparation, transportation and temperature requirements. We prioritize the wellbeing and safety of our community.

Reason for Policy

The primary purpose of the Outside Food Policy is to establish clear guidelines for authorizing outside food requests. The policy is designed to ensure high quality service, adherence to health and safety standards, compliance with local regulations, limit university liability and consistency in catering offerings across campus events.

Who Is Governed by this Policy

This policy applies to all members of the university community including students, student clubs and organizations, faculty, staff.

Policy

All catered events held on campus require that all catering be provided exclusively by our in-house provider. Catering orders may be placed on the catering website: adelphi.catertrax.com.

• Catering orders must be placed 15 days prior to the event. If orders are not placed during this time frame, catering may or may not be able to accommodate your request. Menu selections may need to be substituted due to the short notice.
• If catering cannot accommodate requests made less than 15 days out, ordering outside food will not be permitted and we suggest rescheduling your event if food is needed.
• Catering can provide a diverse range of ethnic recipes and have the most popular requests available on catertrax. If you are looking for a specific dish that is not listed on the catering site, our culinary team will work in collaboration with you to create customized recipes that align to your preferences.
• Exceptions to the exclusive use of our catering provider may only be granted in situations where the culinary team determines that they are unable to accommodate a specific menu request. If this were to occur, an Outside Food Approval form will need to be completed and signed off by the Resident Director of Dining Services and the Executive Director or Associate Director of Auxiliary and Event Services.
• Ethnic authenticity from a specific restaurant is not a factor in requesting a catering waiver
• Donated perishable food and Pot Lucks are not permitted due to health and safety regulations
• Financial considerations will not be considered as grounds for granting outside food exceptions.
• External Clients are not permitted nor able to request an exemption for outside food. External clients must use Chartwells Dining Services.

For further assistance in placing or creating a catering order, or if you have any questions, please contact the catering director at 516-877-3954.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Procedures

• Submit food request via catertrax 15 days prior to event
• Cultural selections are available via catertrax. Catering will work with groups on specific recipe requests.
• No outside food requests will be granted without the approvals from the following:
  • Resident Director of Chartwells or designated Chartwell representative
  • Executive Director or Associate Director of Auxiliary Services
• Any department or student organization that has been approved to have outside food will have two options:
  • Option 1 (order must be placed 15 days prior to the event)
    • Dining services will have a list of restaurants that you can order ethnic food from that they cannot produce.
    • Ordering will be similar to placing an internal catering order
    • Billing will be done directly through dining services
    • All insurance and health documents will be secured by dining services
  • Option 2 – items below must be provided 15 days prior to the event
    • A completed Outside Food Approval form
    • A valid COI (certificate of insurance)
    • A valid Nassau County Board of Health Certificate
    • A full list of items to be purchased
    • Method of delivering the food
• Food Trucks will only be allowed as a product giveaway to students; there cannot be any charge for the menu items being offered. Food truck service must adhere to the following:
  • Cannot offer products that are in direct competition with products sold via the Adelphi dining operations
  • Outside food approval form submitted 15 days prior to the event
  • Must have signed approval from Resident Director of Dining Services, a representative from SCE, and final signature from either the Executive Director or Associate Director of Auxiliary Services.
  • Food truck vendor must provide a valid COI (certificate of Insurance, to include automobile coverage), valid Nassau County Board of Health Certificate and a full list of items being provided.

Forms

Outside Food Approval Form

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

• Policy Origination Date: September 29, 2017
• Last Review Date: March 26, 2024
• Policy Reviewed by: Policy Owner and Policy Expert
• Last Approval Date: April 30, 2024

Who Approved this Policy

Executive Leadership