Temporary Food Service

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

University Policy

Rationale/​Purpose:

The sale or distribution of food and/or beverages to the general campus community may take place in the lobby areas of UW–Madison owned or leased buildings and on university grounds, subject to the following conditions and procedures. 

Definitions:
Food handling participants
Anyone that prepares food, transports food, or serves food.
Potentially hazardous foods
Any perishable food capable of supporting rapid and progressive growth of infectious or toxicogenic microorganisms. Potentially hazardous foods include milk and dairy products, meat (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 (such as cooked rice, beans, and vegetables), sprouts and sprout seeds, and untreated garlic-and-oil mixtures. These foods need time and temperature control for safety (see below for how to properly handle and prepare potentially hazardous food).
Potluck
A communal meal where:
  • People bring food prepared in the home to share; and
  • Food shall only be provided by or purchased by an organization, department, and/or its members; and
  • Food items cannot be served or offered to the general public; and
  • The event shall be limited to individuals that are members of a closed and pre-determined group, such as a work department or student organization; and
  • The potluck capacity shall be limited to 50 participants; and
  • No compensation is paid by any person for consumption of food or beverages at the event. Money cannot be taken in exchange for the food and donations cannot be collected.
Temporary food event
An event authorized by Environment, Health and Safety and Risk Management in which food is:
  • Served or sold to the general public; and
  • Is purchased from a properly liscensed vendor; and/or
  • Prepared onsite during an approved event (such as an organized barbeque fundraiser where food is grilled and sold onsite).

A Potluck is NOT a temporary food event.

Scope:

The sale or distribution of food and/or beverages in campus owned or leased facilities within Dane County. 

Policy:

  1. Application and Food Stand Requirements

    1. Organizations or businesses shall obtain authorization and/or a license from Environment, Health and Safety (EH&S) when they:
      1. Sell food and/or beverages; and/or
      2. Give away or offer unpackaged non-potentially hazardous/time or temperature control for safety (TCS) foods (e.g., unpackaged donuts) to the general public; and/or
      3. Give away or offer packaged or unpackaged potentially hazardous/TCS foods (e.g., sub sandwiches, ice cream, hot foods) to the general public.  
    2. All food handlers shall read and comply with the EH&S Temporary Food Stand Requirements available online. 
    3. All food service operations are subject to inspection to confirm compliance with the State of WI Food Code and Temporary Food Stand Requirements.
    4. Authorization and/or license must be applied for online at least two weeks prior to the event.
    5. Authorization and/or a license is required for each separate food service location and date.
    6. The authorization and/or license is issued for a specific building or UW-Madison grounds location, organization or business, food, and time.
    7. Any changes to the application shall be pre-approved through EH&S and Risk Management. 
    8. EH&S shall be notified of cancelations prior to the event.
    9. Toilet facilities shall be provided for people who attend the event. Toilet requirements can be requested by emailing eoh@fpm.wisc.edu

  2. Nonprofit and Charitable Organizations

    1. Examples of nonprofit and charitable organizations are: UW–Madison registered student organizations and departments, non UW–Madison affiliated nonprofit organizations, and other charitable groups.
    2. Nonprofit and charitable organizations may be exempt from obtaining a temporary food license and associated fees if the following are met:
      1. Comply with application and food stand requirements listed in section above.
      2. Obtain authorization from EH&S and UW–Madison Risk Management through the online application system.
      3. Serve or sell retail food for no more than twelve (12) days per fiscal year and meals for no more than three (3) days per fiscal year.  
      4. Comply with UW–Madison Risk Management’s Facility Use and Insurance requirements outlined online. 

  3. For-Profit Organizations or Businesses

    1. The cost of a temporary restaurant or retail license is outlined in EH&S's Retail Food License Fee Schedule. Limits apply for food service activities under these licenses.
    2. EH&S accepts temporary and/or mobile restaurant/retail licenses from the Department of Agriculture, Trade, and Consumer Protection (DATCP) and other local departments with DATCP contracts under ATCP 74. 
    3. If a food service operation does not have a license from DATCP or another agent health jurisdiction with a DATCP contract, they are required to obtain a license through EH&S. Food vendors are required to have their original license posted in the public’s view at their food service location. Food service operations that do not have proof of license will be required to obtain a license from EH&S AND/OR cease selling food.
    4. All operations are subject to inspection from EH&S to confirm compliance with the State of WI Food Code (ATCP 75 & ATCP 75 Appendix) and Temporary Food Stand Requirements. Operations with licenses from DATCP or another health jurisdiction with a DATCP contract may be charged an inspection fee as outlined in EH&S's Retail Food License Fee Schedule.
    5. For-profit organizations or business shall notify the EH&S Department of the event at least 30 days before the event. The following information shall be provided to the EH&S at the time of notification: name of food service operation(s), list of food the operation will be serving/selling, and a copy of the operation’s retail food license(s) location and time of event.
    6. For-profit organizations and business shall comply with UW–Madison Risk Management’s Facility Use and Insurance requirements outlined online. 

  4. License Exemptions

    Authorization from EH&S and/or a license may NOT be required for:
    1. Distribution of free “ready-to-eat, pre-packaged, non-potentially hazardous” food items associated with special events or promotions. Examples of these types of food items include candy bars, or individual bags of chips that have been purchased from approved licensed vendors. Whole fruits, such as oranges and bananas, are also considered “ready-to-eat”, but are not required to be pre-packaged or individually wrapped.
    2. Picnic or luncheon parties where food is provided by or purchased by an organization/department sponsors and/or members, and the event is only open to members and limited to 50 participants. Money cannot be taken in exchange for the food and donations cannot be collected.
    3. Potlucks, as defined above: 
      1. To be eligible for the license exemption a Potluck must comply with EH&S's health and safety procedures and guidelines.
      2. If one or more of the requirements above cannot be met, then the event is not considered a Potluck and the group shall follow the licensing and regulatory requirements of this policy.
      3. Potlucks being held at the Wisconsin Union must also comply with their policies and procedures. 
    4. Catered meals or delivered meals purchased in advanced and served to a closed group of individuals, such as a University Department.

  5. Other Department Approvals

    1. Public Health Madison & Dane County

      1. To sell food items on non-university owned or leased property (including State Street Mall and city sidewalks on campus), a temporary restaurant or retail license shall be obtained from Public Health Madison & Dane County & Madison City Clerk’s Office.

    2. Union and Housing Catering Agreement

      1. When holding a food event on property owned or leased by the University you shall first contact the Wisconsin Union or University Housing to determine whether they can cater the event.

    3. Risk Management

      1. If UW–Madison University Housing or Wisconsin Union cannot provide food for your event, the selected licensed food service operation be a properly licensed food serviced operations and meet UW–Madison Facility Use Insurance requirements as directed. Any resale of non-prepackaged food from a licensed food service operation must meet all State of WI ATCP 75 food codes and have written permission from the originating food service operation to resell their food (email from food service operation to foodstandpermits@bussvc.wisc.edu). Without this permission other qualifying insurance will be required (such as TULIP Special Event insurance). For additional details see Risk Management Facility Use and Insurance Website or contact foodstandpermits@bussvc.wisc.edu. Copies of the certificate of insurance shall be maintained with any associated event file and provided to Risk Management upon request. All internal UW–Madison School/College/Division related purchases must follow UW–Madison Purchasing procedures.    

    4. Space Reservations

      1. The Campus Event Services Office (CESO) assists in planning and coordinating events and campus activities in the Memorial Union, Union South and other campus buildings. It offers event planning, room reservations, food selection, technology and room set-up, and campus facilities and outdoor spaces reservations. CESO does NOT reserve spaces within any University Housing building. For all space requests within University Housing, please use 608-265-9989 or email reserve.space@housing.wisc.edu. All other space use must be coordinated with the building manager.  

        For additional information contact the Environmental and Occupational Health Office in EH&S at (608) 890-1992 or eoh@fpm.wisc.edu.

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

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

Retrieved:
01-22-2025 11:38:14