Policies and Procedures
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Catering Waiver Guidelines

About This Policy

Since Gourmet Dining is the only approved food service provider for the University. Whenever university departments and registered student organizations plan to serve food or beverages sourced outside of Gourmet Dining, a food waiver process must be followed to ensure health and safety requirements are met. Please be aware that by serving outside food and/or beverage(s), you are introducing additional levels of risk to the campus, and that you therefore take responsibility for the safety of individuals consuming or coming in contact with the items you serve.

Follow these steps when planning to serve outside food on campus:

  1. Reserve and receive confirmation of the space where your event will be hosted. Campus departments use 25 Live to reserve meeting and event space. Registered student organizations reserve event space via Engage.
  2. Meet with the University Catering Team and confirm if they can meet your requirements before arranging for outside food.
  3. Consider ingredients carefully. It is important to note that the University maintains a “nut-free” environment in the majority of its food venues. In those venues where nuts are present, the item(s) should be clearly labeled as “containing nuts” and ideally prepackaged.
  4. Prepare a list of every food or beverage item to be served, and where the goods or ingredients were purchased.
  5. Obtain all required supporting documents as listed below.
  6. Submit the Food Waiver Form at least two weeks in advance of your event (four weeks for food cart/truck requests).
  7. Email all supporting documents to MSUdiningser@montclair.edu.
  8. Submission of the form and supporting documents do not guarantee approval of your request. Receive written approval from the Dining Services Office prior to serving outside food/beverages on campus.
  9. At your event, ensure that all food safety practices are observed, and ensure that every food or beverage item served is clearly labeled with all ingredients.

SPECIFIC TYPES OF FOOD WAIVER REQUESTS

  1. While there’s typically no waiver provided for meetings/events taking place in Campus Buildings where there’s an existing dining operation (Blanton Hall Food Court, Susan A. Cole Hall, Feliciano School of Business, Freeman Hall, Machuga Hall, Red Hawk Diner, Sprague Library, Student Center, University Hall) or campus grounds. Special consideration and review of food/beverage related events, under the categories:

Campus Departments – Food Waiver Form

  1. Special consideration will be given where the food event is…
    • Under $500.00 in value
    • The use of Food Cart or Pop-Up Event

Registered Student Organizations – Food Waiver Form

  1. Consideration will be given where the food event:
    • Under $500.00 in value
    • The use of Food Cart/Pop-Up Concessions
  2. Additional consideration factors
  3. Fundraising Events (e.g. Bake Sales)
    • Only prepackaged dry goods, bottled drinks and homemade food not requiring heating or refrigeration may be served.
    • Approved locations: Dickson Hall, 1st Floor Lobby and University Hall, 1st Floor Lobby.
  4. Religious/Cultural Food (where Gourmet Dining can not meet the organization’s specific preparation needs)Pot Luck Social EventsEvents where homemade food is prepared off-campus, brought to campus, and the food is then consumed among registered student organization members only and restricted to a maximum of 25 individual participants. Potluck Social food must not be distributed to the campus community or outside guests (those who are not members of the organization hosting the event).

    According to SGA policy, Potluck events are not applicable to SGA registered student organizations.

    1. Food Trucks/Pop-Up Concessions
      • There are two (2) permits required at Montclair State University
      • Permit 1
        • Local permit issued directly from the municipality which governs the specific area where the event is being held on campus. The Montclair campus is covered by two districts (City of Montclair and Little Falls Township) Health Department. These permits are required and approved by the local town office. The permit fees are obtained by the operator/caterer in advance of the event. Our Bloomfield campus is represented by the Town of Bloomfield.
      • If a food truck operator, concessionair or caterer will be cooking the food on campus, an additional Fire Permit from the State of New Jersey is also required. Please request the food truck supplier to complete the Fire Permit form at least four weeks in advance of the event. The Fire Permit form must be emailed to Robert Ferrara (ferrarar@montclair.edu), Director of Fire Safety at Montclair State University. He will submit the permit to the state. A Fire Permit fee is required and must be paid prior to the submission to the state. Departments shall include an account chargeback number and registered student organizations will remit cash, credit card or University agency account number. Permits will not be granted unless a completed application and payment of the application fee is received by the Department of Fire Safety during normal business hours, at least two (2) business days prior to the commencement of the event.
      • The permit application will be not accepted unless the permit fee in the form of cash or check or credit card payment is provided.
      • No permit will be issued until such time as an inspection is completed by the Director of Fire Safety or his/her designee.
      • The igniting of gas-powered appliances prior to an inspection shall constitute a violation of the code and the operator shall be subject to penalty.Fire safety requirements relevant to food trucks including permits.

ADDITIONAL SUPPORTING DOCUMENTATION

When planning to use an outside caterer for your event, these forms must be included with your food waiver form submission:

  • Copy of the menu for your event.
  • Copy of the caterer’s current Health Department Certificate.
  • Copy of the caterer’s Liability Insurance naming Montclair State University, the State of New Jersey, and NJ Educational Facilities Authority as additional insureds for a minimum of $1,000,000 coverage.
  • Copy of the caterer’s current Operator’s License indicating they are approved to operate in New Jersey; and are licensed to provide off-site catering services.

REVIEW PROCESS

A food waiver using an outside caterer will only be given after full evaluation of the above forms by a University Dining Services representative. So advanced planning should be factored into your schedule.

QUESTIONS?

If you’re unsure about filling out the Food Waiver Form, feel free to reach out to our office with your questions. We would be happy to help walk you through the process and answer any and all inquiries you might have! We can be reached directly at 973-655-3375 or MSUdiningser@montclair.edu.

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