Use of Wisconsin Union Spaces for Potlucks over 50

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Policy Number:
UW-2081
Old Policy Number:
DS1-4d
Responsible Office:
Wisconsin Union

University Policy

Rationale/​Purpose:

As part of the Wisconsin Union’s support of Registered Student Organizations (RSO), the Wisconsin Union will designate rooms for RSO groups (of 50 to 350) to host potlucks. This procedure was written in cooperation with two campus agencies – Environmental Health and Risk Management. It establishes guidelines for usage of these spaces as well as guidelines that protect the health and safety of participants.

Procedure:

Procedure FR1-4d: Use of Wisconsin Union Spaces for Potlucks with over 50 Attendees

In order to establish a procedure that simply describes the process for RSO to organize potluck events, the following steps are outlined:

  1. Potlucks are defined as events where food prepared at home is provided for members & their family members only. The group cannot charge admittance, ask for donations or charge for the food at these events. The potluck cannot be advertised to the campus community or to the public.
  2. Campus Event Services is the first contact for the student group. They will make the reservation and set up the necessary arrangements.
  3. Potluck events require the approval of the Assistant Director for Food & Retail Services.
  4. Groups desiring to hold a potluck for over 50 attendees will be required to purchase liability insurance from the University’s Risk Management office located at 720 University Avenue or to provide evidence of their own liability insurance. This insurance is to protect the group in the unfortunate event of a food borne outbreak or if an incident of negligence occurs which results in injury or property damage to others. The Wisconsin Union’s policy does not provide liability coverage for the group. This requirement is for the protection of the sponsoring group.
  5. An overhead fee of $75 is required for potlucks for groups of over 50.
  6. It is understood that groups will supply persons to help serve the meal and clean up after the potluck. The Union will require supervisors or catering employees to provide guidance for the safe handling of food and in the use of equipment. Charges for Union personnel will be at their specific hourly rates plus fringe benefit earnings if applicable. Charges for part-time staff will be for a minimum of 2.5 hours. The Union will advise the group as to its work schedule. Campus Event Services will provide the group with an estimate of costs prior to the event.
  7. The Wisconsin Union will provide a hot cart for storage of the food for this event. This equipment is provided at no additional charge.
  8. Groups may purchase additional supplies (condiments, aprons, towels, hairnets, paper table cloths, napkins and plates, plastic tableware, etc.) from the catering take-out menu.
  9. Any leftover food must be disposed of in accordance with State of Wisconsin and University Environmental Health food safety guidelines.
  10. Extra charges may be assessed if the group does not leave the room in good condition. The Facilities Office will provide Campus Event Services with the estimated expenses.
  11. All Wisconsin Union fees (see #5 and #6) must be paid and insurance certificates dropped off at CRO at least five (5) working days prior to the event.

Policy Administration

Approval Authority:
Associate Director for Dining & Hospitality Services, Wisconsin Union
Policy Manager:
Associate Director for Dining & Hospitality Services, Wisconsin Union
Contact:
Associate Director for Dining & Hospitality Services, Wisconsin Union -- Carl Korz, carl.korz@wisc.edu, (608) 262-8733
Revised Dates:

02-12-1990, 04-25-2006, 01-16-2013

Reviewed Dates:

02/12/1990; 04/25/2006; 01/16/2013

Retrieved:
08-09-2022 05:39:27