Temporary Food Service

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Policy Number:
UW-2014
Responsible Office:
Environment, Health and Safety

University Policy

Rationale/​Purpose:

This policy establishes parameters for the temporary sale or distribution of food and/or beverages to the general campus community in UW–Madison owned or leased buildings and on university grounds. 

Definitions:
Charitable or non-profit organization
For purposes of this policy, a group exempt from federal income tax as defined under Internal Revenue Code 501(c)(3), including departments and registered student organizations at UW-Madison.
Potentially hazardous foods
Any perishable food capable of supporting rapid and progressive growth of infectious or toxicogenic microorganisms, including milk and dairy products, meat (i.e., beef, pork, and lamb), fish, baked potatoes, tofu or other soy protein, synthetic ingredients such as textured soy protein in meat alternatives, sliced melons, cut tomatoes, cut leafy greens, shell eggs, poultry, shellfish and crustaceans, heat-treated plant food (i.e., cooked rice, beans, and vegetables), sprouts and sprout seeds, and untreated garlic-and-oil mixtures. 
Potluck
A communal meal where:
  • People bring food and/or beverages prepared in the home to share; and/or
  • Food and/or beverages are provided by or purchased by an organization, department, and/or its members; and
  • Food and/or beverages are not served or offered to the general public; and
  • The event is limited to individuals that are members of a closed and pre-determined group (e.g., a work department or student organization); and
  • The capacity is limited to 50 participants; and
  • No compensation or donation is paid by any person for consumption of food and/or beverages at the event.
Temporary food event
An event authorized by Environment, Health & Safety (EHS) and Risk Management in which food is:
  • Served or sold to individuals; and
  • Is purchased from a properly licensed vendor; and/or
  • Prepared onsite during an approved event (e.g., an organized barbeque fundraiser where food is grilled and sold onsite).

A temporary food event is not considered a potluck.

Temporary food stand
A location where food and/or beverages are prepared, handled, and/or sold in conjunction with a special event, sales promotion, festival, or public exhibition.

 

 

Scope:

Entities seeking to temporarily sell or distribute food and/or beverages at venues owned or leased by UW-Madison in Dane County, Wisconsin. 

Policy:

  1. Authorization and/or Temporary License to Serve or Sell Food

    Entities, regardless of tax status, must obtain authorization and/or a temporary license for each separate food service location and date, and follow related UW-Madison policies, including UW-6000 Use of Facilities and Land.

    1. Charitable and Nonprofit Organizations

      To temporarily serve or sell food and/or beverages, charitable and nonprofit organizations must:

      1. Apply for and receive authorization from Environment, Health & Safety (EHS) and Risk Management at least two weeks prior to the event.
      2. Serve or sell retail food and/or beverages for no more than 12 days and meals for no more than three days per fiscal year (July 1 - June 30).
    2. For-Profit Organizations or Businesses

      To temporarily serve or sell food and/or beverages, for-profit organizations or businesses must:

      1. Apply for and receive authorization and a temporary license from EHS, or provide evidence of a temporary and/or mobile restaurant/retail license from the Wisconsin Department of Agriculture, Trade and Consumer Protection (DATCP), or from other local departments with DATCP contracts under Wis. Admin. Code ATCP § 74. The original license must be displayed in public view during the event at the food service location.
      2. Notify EHS at least 30 days prior to the event and provide the following information:
        1. Name of food service operation(s)
        2. List of food the operation(s) will be serving/selling
        3. Copy of the operation's retail food license(s)
        4. Location and time of the event

  2. Requirements for Event

    To serve or sell food and/or beverages, all entities must:

    1. Comply with Risk Management's Facilty Use and Insurance Requirements.
      1. Provide certificate of insurance, or obtain special event insurance (e.g., Tenant's and Users' Liability Insurance Policy), as determined by Risk Management. 
      2. Ensure copies of certificates of insurance are maintained with any associated event file and provided to Risk Management upon request.
    2. Comply with EHS Temporary Food Stand Requirements and Wis. Admin. Code ATCP § 75.
    3. Allow inspections to confirm compliance with EHS Temporary Food Stand Requirements and Wis. Admin. Code ATCP § 75. Entities with licenses issued by DATCP or other location departments with DATCP contracts may be assessed an inspection fee per the EHS Retail Food License Schedule.
    4. Notify EHS of any changes to their application or to the status of any current license.
    5. Notify EHS of cancellation prior to the event.
    6. Ensure toilet and handwashing facilities are provided for people who attend the event.
    7. Follow UW-Madison purchasing procedures (for all school/college/division-related purchases).

  3. License Exemptions

    Authorization and/or a license are not required for:

    1. Distribution of free ready-to-eat, pre-packaged, non-potentially hazardous food items (e.g., candy bars; individual bags of chips purchased from approved licensed vendors; or whole fruits including apples, oranges, or bananas which are not required to be pre-packaged or individually wrapped) associated with special events or promotions.
    2. Picnics or parties where:
      1. Food and/or beverages are provided or purchased by an organization, department sponsors, and/or members; and
      2. The event is only open to members; and
      3. Compensation/money is not taken in exchange for the food and/or beverages; and
      4. Monetary donations are not collected.
    3. Potlucks, as defined in this policy, that comply with the following requirements:
      1. EHS procedures and guidelines; and
      2. Wisconsin Union policies and procedures, when hosted at the Wisconsin Union
    4. Catered or delivered meals purchased in advance in accordance with UW-3049 Catering - On and Off Campus and served to a closed group of individuals, such as a university department.

  4. Other Approvals

    1. Dane County

      To serve or sell food and/or beverages on non-university owned or leased property, including State Street mall and city sidewalks on campus, the event organizer must contact Public Health Madison & Dane County and the City of Madison's Clerk's Office. Additional rules and regulations may apply.

    2. Outside of Dane County

      To serve or sell food and/or beverages outside of Dane County, the event organizer must contact the appropriate local government agency for rules and regulations.

Related UW-Madison Policies:
Related UW–Madison Documents, Web Pages, or Other Resources:
External References:

Policy Administration

Approval Authority:
Director of Environmental and Occupational Health
Policy Manager:
Director of Environmental and Occupational Health
Contact:
Environmental Health Manager -- Madeline Wojciuk, MADELINE.WOJCIUK@WISC.EDU, (608) 262-2986
Effective Date:
07-07-2018
Date Issued:
07-07-2018
Revised Dates:

07-07-2018, 08-10-2021, 07-21-2022, 2-18-2025

Retrieved:
05-21-2025 15:40:36