Food and Beverage Policy

Student Centers spaces are open to any catering from a brick and mortar restaurant for student organizations or for external organizations hosting events in Student Centers spaces.

In addition, Case Western Reserve University has a set of preferred caterers which can be found here. 

Campus departments may provide food from a brick and mortar restaurant but are also held to University Catering Policy. Use of these preferred caterers is required for events of $500 or more when paid with University funds.

Any independent caterer that does not have a brick and mortar location where patrons are able to dine-in requires special approval from CWRU Auxiliary Services before being allowed to cater any event in Student Centers.

Defined as any passive event or activity that involves the handling of food to be given away to attendees or as a fundraiser event such as a bake sale. These procedures support safe food distribution in light of concerns for increasing risks regarding food allergens, intolerances, and contamination from mishandling. 

• Must have a confirmed reservation for Student Centers tables / space 
• Reservations may be made through the Event Management System or following the instructions found here
• Items must be shelf stable foods (no heat or refrigeration required)
• Items must be pre-bagged at place of origin
• Gloves must be worn when coming in direct contact and/or distributing food. 
• A visible list of ingredients and/or label on individual items is suggested for all food distribution but is required if items are being sold. 
• If the item(s) being sold are homemade, it must be stated on each individual package.  
• To avoid contamination, the individual accepting cash/payment should not handle the food items.
• Additionally, if an item contains any of the following allergens, these allergens must be listed separately: 

• At the completion of the event, the individual/organization is responsible for cleaning the site. Left-over items, may not be left unattended on site/table/other area for others to grab—dispose of them, or store items appropriately.
• Any group, organization, and/or individual that does not follow the above procedures may lose the privilege of food distribution.

The serving of homemade food for events is discouraged but in some instances a group may elect to serve homemade food with approval from Student Centers staff as this comes with heightened risk.

• A visible list of ingredients and/or label on individual items is suggested for all food distribution but is required if items are being sold. 
• Food must have been cooked no earlier than 2 hours prior to consumption. 
  • Note that Student Centers does not have a kitchen facility in any of our spaces.

If non-shelf stable homemade items are being sold, the organization must receive a temporary food license from the Cuyahoga Board of Health and pass inspection.

State of Ohio liquor laws and all university policies relating to alcohol will be adhered to within all Student Centers Spaces. Alcohol is permitted in our spaces, but only at approved events that complete the University Alcohol Use process, and adhere to the following restrictions:

• Security is required when alcohol is served at any event where students might be present, regardless if all invited students are of legal drinking age or not. This cost is paid exclusively by the hosting organization and they must account for this additional cost on top of the cost of the alcohol being provided.
• Student organizations are required to submit a completed copy of the University Alcohol Use Permit to Student Centers at least three days prior to the event.

While all event organizers should review and have understanding of the entirely of CWRU’s Alcohol policy, we would like to draw specific attention to the following policies pieces concerning alcohol at events:

• At all events where alcohol is served, including BYOB and events with 3rd party vendors, an effective identification system (e.g. wristbands, stamps) must be established and adhered to for certifying those legally of age to drink.
• At all events where alcohol is served, the sponsor of the event must provide an equal or greater amount of non-alcoholic beverages. The amount of non-alcoholic beverage provided should be sufficient to serve the number of people attending the event who are too young to drink alcohol or choose not to drink alcohol.
• When alcohol is served, a sufficient amount of food must be provided by the sponsor of the event throughout in adequate amounts to last through the event. At least half of the food available should be a non-salty offerings, to help slow the absorption of alcohol. Non-salty offerings should be substantive, include no or very low sodium, and not increase dehydration. If food runs out, alcohol service must cease.
• The serving of alcohol must cease at least one-half hour before the scheduled end of the event.

More detail on CWRU’s Alcohol policy can be found here: https://case.edu/studentlife/university-policies/alcohol-policy-and-guidelines
 

In order to maintain orderly and clean spaces, Student Centers encourages the use of table coverings whenever food of any kind is being served.

Table coverings are required in the following circumstances: 

• Any event with catered food requires table coverings for all serving, buffet, and meal tables.
• All events inside the Excelsior Ballroom require all tables to be covered

Student Centers is able to provide plastic tablecloths for a fee if the hosting organization wishes to add them to their reservation, or in situations where the organization has not provided or does not have enough table covers.