Food, Beverage and Alcohol Policy

I. General Event Requirements

Event Notification

• Events involving food, beverages or alcohol must be coordinated with your assigned Event Management Event Coordinator when applicable.
• All reservations submitted through Reserve A Space must indicate whether food or beverages will be served and provide an estimated attendance count.

Food and Beverage Requirements

• All food served on campus must be:
  • Pre-packaged and sealed; or
  • Provided by a licensed food provider (caterer, restaurant, or vendor); or
  • Prepared and served by an approved Event Management caterer
• Food safety guidelines must be followed (See Section IV below).
• All vendors must comply with University policies and applicable regulatory requirements.
• No food service may occur without prior approval from Event Management when required by space type.
• A post-clean will be required for all events involving food (See Section V below).

Restricted Activities

The following are prohibited in all Event Management Spaces:

• Potlucks
• Self-prepared food
• Open flame devices
• Sternos/Chafing fuel
• Heat lamps
• Hot plates

Heating equipment may only be used and monitored by an approved, licensed caterer when authorized.

---

II. Food Handling and Safety

To comply with health and fire safety regulations:

• Food distributed must be pre-packaged or provided by a licensed food establishment.
• Only cold or room-temperature foods may be distributed unless served by an approved caterer.
• Individuals distributing food must use proper food safety practices, including wearing gloves when appropriate.
• Event Management and Dining Services reserve the right to stop food service that does not comply with University requirements.
• Full meals may not be distributed to the general campus population except through approved Dining Services processes.

---

III. Cooking Demonstrations and Action Stations

• Cooking demonstrations require prior approval.
• Chef-attended action stations are permitted only in:
  • Tisch Commons
  • Holmes Lounge
  • Umrath Lounge
• On-site cooking may only be performed by Sodexo or an approved caterer.

---

IV. Premier-Level Spaces

Catering Requirements

Premier-Level spaces managed by Event Management require the use of full-service catering unless otherwise approved by the assigned Event Coordinator.

Event Management Preferred Catering Vendors:

• Sodexo Catering
• FLIK
• Butler’s Pantry
• Russo’s
• Callier’s/Hollyberry
• Castaway

Sodexo is the exclusive caterer for the Orchid Room and Risa Commons. Any request for a waiver or exception for these spaces must be approved by Sodexo Catering.

Catering Approval Timeline

• Food and beverage service must be indicated when submitting a reservation request (no less than 3 weeks in advance of event date).
• Existing reservations may be modified to add catering services if the event is at least twenty-one (21) days from the event date.

Full-Service Catering Requirements

All approved caterers must provide:

• Delivery and setup
• Management of food and beverage stations
• Service staff, as required
• Food temperature monitoring and service
• Breakdown and removal of all food and beverage items
• Collection and removal of food waste

Event organizers and attendees may not:

• Set up catering stations
• Serve food or beverages
• Break down catering stations
• Dispose of catering waste

Unserved food and beverages may not be discarded in venue trash receptacles.

Any exception to these requirements must receive prior approval from Event Management.

Catering Waivers

If a preferred caterer is unable to accommodate an event, Event Management may authorize the use of an alternative catering provider.

The requesting organization must submit the following:

• Caterer name
• Contact information
• Proposed menu
• Load-in and load-out schedule
• Certificate of Insurance naming Washington University in St. Louis as an additional insured
• Staffing plan demonstrating a service level equivalent to that provided by Sodexo

Access for vehicles on the Danforth Campus inner campus roadway is not guaranteed. All equipment and supplies must be transportable without vehicle access.

If inner campus access is authorized:

• Vehicles may be used only for loading and unloading.
• Vehicles may not remain on campus for the duration of the event.
• The sponsoring organization is responsible for coordinating parking accommodations with Parking & Transportation Services following unloading activities.

Alternative Catering Options

For casual events held in Premier-Level spaces, organizations may utilize vendors listed in the University’s Dining Business Directory.

Organizations must select one of the following options:

• A vendor listed under Full-Service Caterers; or
• A vendor listed under Boxed Lunches (within Catering Services) in conjunction with an approved delivery service.

Third-party delivery services are not permitted to access the inner campus roadway under any circumstances.

All catering requirements outlined in this policy remain in effect. If catering staff will not remain onsite during the event, only cold foods and foods served at room temperature may be provided.

Note: For events held in the Orchid Room or Risa Commons, any catering exception must be approved by Sodexo Catering.

---

V. Standard-Level and Outdoor Spaces

Food and Beverage Service

Groups are encouraged to use Sodexo but may also utilize:

• Licensed caterers
• Licensed restaurants
• Pre-packaged retail food and beverages

Notification of food service must be provided at least three (3) business days before the event.

---

VI. Housekeeping and Post-Cleaning

Premier-Level Spaces

• Setup, teardown, room reset, and post-cleaning must be completed by HES Facility Services or Residential Life Housekeeping.
• Groups may not move furniture, reset rooms, or conduct their own post-clean.
• Applicable charges will be billed to the sponsoring department or Student Union account.

Standard-Level Spaces

Groups may choose:

Option A – Full-Service Cleaning

• Event Management may arrange the following through HES Facility Services or Residential Life Housekeeping:
  • Setup/Teardown
  • Trash pulls
  • Room reset
• Charges will apply.

Option B – Self-Service Cleaning

• Groups may clean and reset the room themselves by:
  • Returning furniture to standard configuration
  • Wiping all surfaces
  • Removing trash
  • Replacing trash liners
  • Returning the room to its original condition
• Groups failing to properly clean the space may be charged emergency housekeeping fees.

---

VII. Alcohol Service

• All alcohol served on the Danforth Campus must be provided and served by a licensed third-party vendor.
• Alcohol events must be planned a minimum of three weeks in advance.
• Sodexo requires fourteen (14) days to obtain liquor licenses.
• Events attended by individuals under age 21 must include:
  • ID verification procedures
  • Alcohol control measures
  • Security assessment
  • Distribution controls
• Security requirements must be reviewed with Washington University Police Department (WUPD) when appropriate.
• Student organizations serving alcohol must comply with the separate Student Group Events with Alcohol Policy.

---

VIII. Compliance

Event Management, Dining Services, Facilities Services, Residential Life Housekeeping, and the WashU Police Department reserve the right to enforce this policy.

Failure to comply may result in:

• Denial of food or beverage service
• Cancellation of an event
• Assessment of cleanup or damage charges
• Loss of reservation privileges
• Referral for student conduct or administrative review

Questions regarding catering, food service, alcohol, or event requirements should be directed to your assigned Event Management Event Coordinator.