��������Ƶ

Policy Information

Policy Title	Food Policy
Responsible Office	Vice President for Student Affairs
Policy Type	Institutional Services
Policy Number	504
Last Revision Date	8/4/2025

Objectives

This policy is being implemented to ensure that food is served to the ��������Ƶ community with a primary concern for safety and to outline the responsibilities for the University in providing and approving food and beverage services, recognizing contractual obligations and limitations agreed to by the University and associated contractors. The ��������Ƶ campus community must adhere to the standards developed in this policy to ensure safe compliance.

��������Ƶ contracts the food service operation with a campus dining partner, known as ��������Ƶ Dining Services (BUDS), to provide food service on campus owned and leased properties. All food and beverages served on campus must be provided through BUDS, with limited exceptions, such as an event where food and beverage cost totals under $300, or in the case where specialty food or support of local establishments is in the best interest of the University. Exceptions over $300 must be approved by Auxiliary Services and BUDS through the use of the online Food Policy Portal.  

This policy does not restrict an individual from purchasing food and non-alcoholic beverage products from local off-campus outlets and bringing the product to campus for personal consumption.  

Accountability

��������Ƶ Auxiliary Services (BUAS), reporting through the Division of Student Affairs, has the primary responsibility for the oversight and periodic review of the policy, with assigned campus stakeholders as partners to ensure campus compliance.

In addition to the exclusive campus food service provider, BUAS has exclusive contracts for Vending and Pouring Rights. These contracts preclude sales, samplings, promotions and distribution of brands provided by any vendor other than the University’s contracted and authorized vendors.

Food/Beverage Related Events

The following section outlines several scenarios in which food/beverages may be served on campus. When food is not procured through the campus food provider, event planners must adhere to specific safety guidelines and procedures as outlined in Appendix A of this policy.

I. Public Tabling Events: Public tabling is permitted on campus by recognized university organizations and/or individuals directly associated with the campus (i.e., students, faculty, and staff). Completed public tabling requests involving food must meet stated criteria and must be approved by the appropriate building management by following the University Union Reservation Guidelines. 

Food items, either sold, sampled or given away at a tabling event must be either pre-packaged and/or a low-risk food item according to the  .    Refer to Appendix A.I for other specific requirements.

II. Use of Off-Campus Food Vendors: In rare cases, BUDS may determine that they are unable to meet a requested service, or the University through BUAS may determine that specialty food, or support of a local establishment is the best interest of the University. A waiver may be issued to permit the use of an outside food vendor. This includes food donated for the purposes of consumption on campus.

Non-University food trucks are not permitted on the ��������Ƶ campus except for specified pre-approved University events such as Spring Fling and University Fest. ��������Ƶ has three food trucks available for special events. Food Truck requests can be made .

All requests for off-campus food vendors, once approved, must meet stated criteria outlined in Appendix A.2 of this policy.  

III. On-Campus Kitchen Use:  BUDS acknowledges and supports recognized university organizations and/or individuals who may seek the opportunity to utilize an on-campus kitchen facility to prepare specialty foods for an event. Cultural, unique and specialty food events must be pre-approved by BUDS by following the  and meet the stated criteria in Appendix A.3 of this policy. 

IV. Public Outdoor Events: Events which food is prepared outside of either a residence hall or a Binghamton University Dining Services facility, with the exception of tailgating associated with sanctioned University events (i.e. Homecoming/Fall Festival), must have a pre-approved space reservation following the University Union Reservation Guidelines and BUDS must approve the food plan.  Event planners meet the stated criteria in Appendix A.4. of this policy.

V. Offering Home Prepared Foods: : For social gatherings of 30 people or less, food items may be provided by individuals directly associated with the campus (i.e., students, faculty, and staff) for sharing with their organization members or co-workers in their department/office or meeting room. Event planners must take full responsibility for meeting the stated criteria in Appendix A.5 of this policy.

VI. . Social Gatherings Involving Food in Residential Life Facilities: Social gatherings/events in Residential Halls, as part of Residential Life programming, may be exempt from the requirement to use BUDS. Event planners must request usage of space in Residential Life Facilities a minimum of fifteen (15) days prior to the requested event date.  Once space is approved, event planners must meet the stated criteria in Appendix A.6 of this policy.

VII. Alcohol at Events: The ��������Ƶ Alcohol Policy regulates the service of alcoholic beverages on the campus. It is the responsibility of any individual or group coordinating an event to review the ��������Ƶ Alcohol Policy to ensure compliance.

IX. Food Policy Violations:

The intent of the ��������Ƶ Food Policy is to keep the campus community safe from avoidable and/or undue risk. A violation of this policy is considered serious and privileges may be revoked for failure to comply. 

All violations will be referred to the appropriate campus department for review and will be addressed pursuant to applicable university policies and procedures. For employees, this may include referral to Human Resources for appropriate action. For students, this may include charges under the Code of Student Conduct and sanctions up to and including suspension or expulsion from the University.

X. Examples and Definitions: 

1. Appropriate Approver: approver with authority, responsibility and accountability for the act of approving.
2. Approval: final permission, or acknowledgment from appropriate approver.
3. Campus: ��������Ƶ owned and leased properties. 
4. Low Risk Foods: food that does not require a specific holding temperature of heat or refrigeration. Some examples of Low Risk-Foods include: Candy, chips, cookies, whole fruit; non-cream filled baked products; chocolate; canned or bottled beverages.
   For more information on Low Risk-Foods, please refer to the .    
5. Pre-Packaged Foods: commercially produced food that is packaged before being put on sale or given away and cannot be altered without opening or changing the packaging.
6. Satellite Locations: including but not limited to ITC, Downtown Center, Pharmacy School, College of Nursing and Health Sciences, etc.
7. Student Organization: means the Student Association at ��������Ƶ, the Graduate Student Organization at ��������Ƶ, the Office of Fraternity & Sorority Life, the University Student Organization Recognition Committee and their respectively recognized groups.
8. University-Affiliated Organization: means the Research Foundation at ��������Ƶ, BU Foundation, Alumni Association, BASC, contracted organizations or other entity so designated by the President.

XI. Contact Information:

• Questions regarding requesting space (including tabling) should be directed to the appropriate approver of the desired space. More information on making a space/table reservations can be found on the Reservation Guidelines webpage and . 
• Request to use space in a Residential Life Facility must be made at least fifteen (15) days prior to the event date. Contact Residential Life at reslife@binghamton.edu. 
• information and requests -  binghamtoncatering.usa@sodexo.com  or 607-777-2925
• Questions regarding this policy, contact ��������Ƶ Auxiliary Services at auxserv@binghamton.edu

Forms / Instructions: 

• Request for Catered Event:
• Access to the online Food Policy Portal:
• Home Prepared sign
• Allergen sign  
• Food Safety on Campus Brochure
• Food Safety Temperature Log

Related Policies / Procedures:

• ��������Ƶ Management Procedure #410 Guidelines for Non-Credit Use of Campus Facilities
• ��������Ƶ Management Procedure #505 Alcoholic Beverages on Campus

Appendix A. ��������Ƶ Food Policy Procedures

The following section describes the procedures for obtaining approval to serve and distribute food in a safe manner at all University-owned and operated locations. Space managers, and/or individuals who approve events for campus locations, are responsible for helping to guide event planners with Food Policy compliance.

I. Procedure for Public Tabling Events on Campus:

1. Tabling locations on the ��������Ƶ campus include the University Union through the Union office and Glenn G. Bartle Library  through the Multicultural Resource Center (MRC);
2. A public tabling event may be requested by a recognized university organization and/or individual (faculty, staff, and student) with prior approval from the appropriate office and/or department by completing a request through the B-There website;Food items, either sold or given away, must be Pre-Packaged foods only (See Definition of Pre-Packaged Foods) or must be Low Risk-Foods only (See Definition of Low Risk-Foods);
3. Food items, either sold, sampled, or given away, must either be pre-packaged foods (See Definition of Pre-Packaged Foods) or must be a Low-Risk Food (See Definition of Low Risk-Foods);
4. If the food item, either sold, sampled, or given away, is a Low-Risk Food prepared at home, it MUST be clearly labeled with the following: “This food has been home prepared and has not been inspected” Click here for a usable sign.
5. The recognized university organization and/or individual serving pre-packaged and/or Low-Risk Foods, including home prepared items, must take all precautions necessary to ensure that the product is reasonably protected from contamination while tabling by using gloves, serving utensils and covers. Precautions are detailed on the University Union Reservation Guidelines and the .
6. An 8x11 or larger sign MUST be clearly displayed for each item, if the food item, either sold or given away, contains any of the nine major allergens which include: Milk, eggs, fish, shellfish, tree nuts, peanuts, wheat, sesame and soy. Click for a usable sign.
7. The recognized university organization and/or table requestor assumes the liability and responsibility for complying with this policy and food service health and safety laws are assumed by the requestor.

II. Procedure for Requesting Use of Off Campus Food Vendors:

1. An event request must be submitted electronically via the at least 10 days in advance and approved by BUAS and BUDS. 
2. When considering an Off-Campus Food Vendor request, approval for exemption will take into consideration the requested use of a Pre-Authorized Food Provider.  The Pre-Authorized Food Provider List (available on the Food Policy Portal) includes businesses that have been pre-vetted by BUAS to meet all Food Policy requirements and have supplied the University will all required documentation. If a Pre-Authorized Food Provider is utilized, event planners will NOT be required to secure further paperwork from the business.
   Approved Off Campus Food Vendors must present current, valid proof of the following for a request to be considered:
3. In cases where an Off-Campus Food Vendor request includes a business that is not on the Pre-Authorized Food Provider List, event planners will be responsible for obtaining the following documents from the business and submitting them into the for approval.

Businesses must present current, valid proof of the following for a request to be considered: 

1. 1. General Liability Certificate of Insurance, documenting the following information: 
      • Naming New York State, State University of New York and ��������Ƶ, 4400 Vestal parkway East, Binghamton, NY 13902 as the certificate holder (additional insured);
      • $1,000,000 individual and $2,000,000 aggregate coverage as minimum.
      • Insurance must remain in effect throughout the term of the event
   2. Food service permit/certificate for ��������Ƶ from the County Health Department;
      • Valid New York State Business License;
      • Automobile and Property Damage Liability of $1,000,000 per occurrence; 
   3. Proof of Worker’s Comprehensive Insurance Coverage per New York State Minimums;
   4. The University must be provided with the declarations page of the policy and the endorsement page which must indicate the required coverage for all applicable insurance; 

D.  Food items, either sold or given away, which are provided by an Off-Campus Food Vendor must be produced within a 15-mile radius from the University.  Additional criteria that must be met include:

• • Transported food items must meet all food safety including monitoring temperature-controlled foods during transit. Off-Campus Food Vendors must sign and acknowledge that food products meet all health and safety standards upon delivery;ransported food items must meet all safety standards;
  • After a two-hour window, beginning at the time of delivery/pick-up, event planners must monitor temperatures of all food based on food safety standards. must be completed for food being served longer than two-hours. Completed temperature logs must be submitted to the within 5 days after the event.
  • An 8x11 or larger sign must be clearly displayed if the food items, either sold or given away, contain any of the nine major allergens which include: Milk, eggs, fish, shellfish, tree nuts, peanuts, wheat, sesame and soy. Click for a usable pdf sign. 
  • The recognized university organization and/or event planner assumes the liability and responsibility for complying with this policy and food service health and safety laws are assumed by the requestor.

III. Procedure for Requesting Use of On-Campus Kitchen:

1. An event request must be submitted electronically via the at least 15 days in advance. Event planners must include a in the Food Policy Portal submission.   
2. Requested events cannot interfere with normal operations of BUDS. Requests for dates during Homecoming, Family Weekend, Commencement and other major University events will not be permitted.
3. AThe fifteen (15) day advanced event request is required in order to allow BUDS the opportunity to review menus and recipes. Event planners should note there is a required fee of $50.00 per hour for Kitchen Supervision by a BUDS staff member and $195 fee for post use cleaning.  All proteins, dairy or other TCS (Time/Temperature Control for Safety) foods MUST be purchased through BUDS.

If approved: 

1. The recognized university organization and/or event planner assumes the liability and responsibility for complying with this policy and food service health and safety laws are assumed by the requestor.
2. Individuals must follow all instructions given by the BUDS staff which includes dress and sanitation practices required by New York State related to food preparation and clean-up;
3. All food preparation and service will be under the direct supervision of the BUDS staff. Levels of service and personnel necessary to support food preparation and service will be determined on a case-by-case basis by BUDS;
4. Recognized university organizations and/or individuals will provide BUDS with an account number/code which will be directly billed, including but not limited to: ingredients, kitchen/serving equipment; staffing, cleaning and other requirements deemed necessary by BUDS;
5. Requestor/Event planner must stay through the event preparation and clean-up until the BUDS staff approves the work is complete. Future permission to utilize BUDS facilities is contingent upon complying with the above criteria.
6. Resale of food produced in the on-campus kitchen by recognized university organizations and/or individuals is prohibited for any commercial or individual gain;esale of food produced in the on-campus kitchen by recognized university organizations and/or individuals is prohibited for any commercial or individual gain;
7. Although not required, it is strongly advised that any individual and/or members of the requesting organization be Serve Safe Certified prior to using BUDS kitchen facilities. More information can be found on the . 
8. An 8x11 or larger sign must be clearly displayed if the food items, either sold or given away, contain any of the nine major allergens which include: Milk, eggs, fish, shellfish, tree nuts, peanuts, wheat, sesame and soy. Click here for a sign.

IV. Procedure for Obtaining Approval for Public Outdoor Dining Events:

1. An outdoor dining event may be requested by a recognized university organization and/or individual (faculty, staff, and student) with prior space approval from the appropriate office and/or department by completing a request through the website;he recognized university organization and/or individual must obtain prior event approval from the appropriate office and/or department.
2. An event request must be submitted electronically via the at least 15 days in advance.

   A.      Event requests should clearly indicate whether BUDS will provide all food items or if an Off-Campus Food Vendor is being requested.  

   B.      If an Off-Campus Food Vendor is requested and approved by BUAS and BUDS, all procedures outlined in Appendix A.2 of this policy should be followed.

3. Limited exceptions to this policy may include sanctioned University events such as Homecoming Tailgate/ Fall Festival.
4. An approved hand wash station must be available at the event and supplied by the event requester.
5. Environment Health & Safety (EH&S) provides the necessary safety checks for all appropriate supplies (i.e. grills, tents, ect.) Review the EH&S website for more information on and requirements.
6. An 8x11 or larger sign must be clearly displayed if the food items, either sold or given away, contain any of the nine major allergens which include: Milk, eggs, fish, shellfish, tree nuts, peanuts, wheat, sesame and soy. Click for a sign.
7. The recognized university organization and/or event planner assumes the liability and responsibility for complying with this policy and food service health and safety laws are assumed by the requestor.

V. Offering Home Prepared Foods: 

1. An event request must be submitted electronically via the Food Policy Portal at least 10 days in advance. Reminder: Home prepared foods are limited to interoffice or organization member social gatherings of 30 people or less.  
2. Food items, either sampled, or given away, that are prepared at home, must be clearly labeled: “This food has been home prepared and has not been inspected”.  Click for a usable sign. 
3. Transported food items must meet all food safety including monitoring temperature-controlled foods during transit. The recognized university organization and/or event planner must take all precautions necessary to ensure that the products are reasonably protected from contamination while being served by using gloves, serving utensils and covers. website.
4. After a two-hour window from delivery or set-up, event planners must monitor temperatures of all food based on food safety standards. must be completed for food being served longer than two-hours. Completed temperature logs must be submitted to the within 5 days after the event.
5. An 8x11 or larger sign MUST be clearly displayed if the food items, either sold or given away, contain any of the nine major allergens which include: Milk, eggs, fish, shellfish, tree nuts, peanuts, wheat, sesame and soy. Click for a sign.
6. The recognized university organization and/or event planner assumes the liability and responsibility for complying with this policy and food service health and safety laws are assumed by the requestor.

VI. Procedure for approval of food at Social Gatherings in Residential Halls:

1. Event planners must request usage of space in Residential Life Facilities a minimum of fifteen (15) days prior to the event date. Contact Residential Life at reslife@binghamton.edu for more information.
2. Event food cost must be under $300.00; if food cost exceeds $300.00, BUDS must be given first right of refusal to cater the event. In that case, an event request must be submitted electronically via the at least 15 days in advance. All policies in Appendix A.2 must be followed.
3. In the case that the recognized university organization and/or event planner is serving pre-packaged and/or Low-Risk foods, including home prepared items, they must take all precautions necessary to ensure that the product is reasonably protected from contamination while tabling by using gloves, serving utensils and covers. See website.
4. In the case that the recognized university organization and/or event planner is serving home prepared foods for a group of 30 people or less, all policies in Appendix A.5 must be followed.  
5. An 8x11 or larger sign MUST be clearly displayed if the food items, either sold or given away, contain any of the nine major allergens which include: Milk, eggs, fish, crustacean shellfish, tree nuts, peanuts, wheat, sesame and soy. Click for a sign.
6. The recognized university organization and/or event planner assumes the liability and responsibility for complying with this policy and food service health and safety laws are assumed by the requestor.

Date	Description	Responsible Party
08/04/20025	Approved by SOG on 4/22/25	Vice President for Student Affairs