Catering Process for Event Organizers

Yes. State funds cannot be used (per Fiscal policy) and we recommend using Sodexo as your caterer if you will be serving alcohol. Entities serving alcohol must be an Approved Caterer with a liquor license.

If you’re serving alcohol at an undergraduate event you must submit the Staffing Form. All other events can contact Police and Public Safety for a quick consultation to determine if a police presence is necessary for your event.

Yes, pre-packaged items can be purchased from an Authorized Food Provider and distributed. Vendors do not need to apply to become an approved caterer for this.

The responsibility for safe food handling falls on the individual who is distributing food on campus, whether it is a caterer, Mason faculty, staff, or student. Please follow food safety guidelines from the Virginia Department of Health’s Food Safety Basics website.

A caterer is an entity that provides catering. A caterer, by definition, must control the entire food and/or drink process from start to finish (storage, preparation, cooking, delivery, and distribution). If the process is not continuous (examples: grocery store purchases, pizza, and similar delivery services), they are considered an Authorized Food Provider. Only caterers that are on the Approved Caterer List at the time of the order or activity may provide catering for on-campus activities.

An Authorized Food Provider is a commercially licensed business where prepared food and/or beverage is packaged and available for take-away consumption, including but not limited to a grocery store, supermarket, restaurant, drive-thru, cafe, coffee shop, snack shop, convenience store, or similar fixed place. A food provider differs from a caterer in that the food provider does not distribute food to the customer for consumption. All food and/or drink must be provided in their final form from the food provider (raw materials cannot be combined, mixed, or cooked to make different products) for distribution. The event/activity organizer is responsible for ensuring all standard food handling safety protocols are followed. Please follow food safety guidelines from the Virginia Department of Health’s Food Safety Basics website.

Please follow the directions on the Become an Approved Caterer webpage. Note the process can take 2-4 weeks. If your event is less than two weeks away, please consider using an existing Approved Caterer.

• Homemade or potluck-style food provided by staff is allowed for meetings/lunches/birthdays, etc. when only departmental staff is attending in an enclosed space. Meetings that include staff from other departments must use the Approved Catering and Authorized Food Provider procedures.
• Potluck-style food provided by Student Organization (RSO, DSO, …) members are allowed when a Student Organization has a finite list of members, and only their members are attending. Meetings that include people not on the Student Organization membership list must use the Approved Catering or Authorized Food Provider procedures.
• Potlucks are required to follow the following guidelines. Individuals of any Organization or Department providing food that is not authorized or approved, as stated above, may be held personally liable for the food provided and may be sued in a court of law.
  • An 8.5” x 11” (or larger) sign must be placed on all tables and areas where an event participant will receive food. The sign must be easily read and state, “This food is not provided by a George Mason Approved Caterer. Consume at your own risk.”
  • Organization is responsible for ensuring proper food handling standards are followed. Please follow food safety guidelines from the Virginia Department of Health’s Food Safety Basics website.

• Yes, if they are commercially prepared (e.g. produced in a commercial kitchen with a license to sell food) and individually sealed, pre-packaged, or sealed in bulk before being transported to campus.
• If food is not individually sealed/pre-packaged (“bulk items”) by the Authorized Food Provider, then appropriate food handling standards must be followed when distributing the food items. An example would be distributing individual donuts/pizza slices from a commercially packaged box.
• Bulk items do not need to be from an Approved Caterer, but the responsibility for safe food handling falls on the individual who is distributing the food. Please follow food safety guidelines from the Virginia Department of Health’s Food Safety Basics website.

• Organizations and/or Individuals that adhere to the procedures stated are allowed to conduct outdoor grilling only in approved locations. All grills installed on campus are for personal use only. Any grill or other cooking appliance that is not for personal use must be approved by the Environmental, Health and Safety Office.
• Charcoal is the only fuel source that is approved to be used in outdoor grills; compressed natural gas or propane grills are prohibited, except for commercial purposes as deemed necessary by EHS-Fire Safety.
• Grills must be at least twenty feet from any building, or structure (which includes tents, umbrellas, or amusement devices), and should not be near the air intake vents on a building.
• A minimum of one (1) five-pound ABC fire extinguisher must be within ten feet of each grill. EHS Fire Safety has extinguishers to lend for this purpose.
• Hot grills must never be left unattended.
• Grills must be maintained as per the manufacturer’s specifications.
  Ashes must be completely cool before disposal.
• Ashes must be disposed of in a metal trash can or container. Ashes may not be placed cool or hot in any plastic container or trash receptacle, including dumpsters.
• Any grill or other cooking appliance that is not for personal use must be approved by the Environmental, Health and Safety Office for the location being used.

• If a vendor is preparing food on campus they must be an Approved Caterer.
• If they are selling pre-packaged/individually sealed items, bulk items that were prepared offsite (such as donuts or pizza), or fresh produce, then they only need to be an Authorized Food Provider (not an Approved Caterer).
• An Authorized Food Provider is a commercially licensed business where prepared food and/or beverage is packaged and available for take-away consumption, including but not limited to a grocery store, supermarket, restaurant, drive-thru, cafe, coffee shop, snack shop, convenience store, or similar fixed place. A food provider differs from a caterer in that the food provider does not distribute food to the customer for consumption. All food and/or drink must be provided in their final form from the food provider (raw materials cannot be combined, mixed, cooked to make different product) for distribution. The event/activity organizer is responsible for ensuring all standard food handling safety protocols are followed. Please follow food safety guidelines from the Virginia Cooperative Extension’s “Going to Market” Guide.
• If food is not being provided by an Approved Caterer, an 8.5” x 11” sign PDF (or larger) must be placed on all tables and areas where an event participant will receive food. The sign must be easily read and state “This food is not provided by a George Mason Approved Caterer. Consume at your own risk.”

• If a vendor is preparing food on campus, they must be an Approved Caterer. If they are selling pre-packaged/individually sealed items, bulk items that were prepared offsite (such as donuts or pizza), or fresh produce (such as at a farmers market) then they only need to be an Authorized Food Provider (not an Approved Caterer).
• An Authorized Food Provider is a commercially licensed business where prepared food and/or beverage is packaged and available for take-away consumption including but not limited to: a grocery store, supermarket, restaurant, drive-thru, cafe, coffee shop, snack shop, convenience store, or similar fixed place. A food provider differs from a caterer in that the food provider does not distribute food to the customer for consumption. All food and/or drink must be provided in their final form from the food provider (raw materials cannot be combined, mixed, cooked to make different product) for distribution. The event/activity organizer is responsible to ensure all standard food handling safety protocols are followed. Please follow food safety guidelines from the Virginia Department of Health’s Food Safety Basics website.
• If food is not being provided by an Approved Caterer, an 8.5” x 11” sign PDF (or larger) must be placed on all tables and areas where an event participant will receive food. The sign must be easily read and state “This food is not provided by a George Mason Approved Caterer. Consume at your own risk.”

• Food trucks must be on the Approved Caterer list, and event organizers are also responsible for filling out the Food Trucks on Campus Request Form so that Parking & Transportation is notified.
• If the food truck is selling items, they also must follow University Policy 1110 (Vending Sales and Solicitation).

• Any products and/or services sold or given away must not directly compete with the University’s current contracts, which include, but are not limited to, Sodexo Food Services, Coke Vending Company, Canteen Vending Company, Panda Express, Manhattan Pizza, Chipotle and Panera Bread.
• A food item cannot be served in close proximity to a permanent food establishment on campus that serves a similar item (e.g. serving hot chocolate outside Starbucks, pizza outside Manhattan, or bagels near to Einstein’s.)
• In general, no food can be served in the JC Atrium without express approval from the Dining/Student Centers because of the chance that a contract will be breached.
• Contact Dining at dining@gmu.edu or Student Centers scenters@gmu.edu with questions.

Per Virginia regulations, live animals may not be allowed on the premises of a food establishment, with the exception of service animals. For more information on animals on campus, please review University Policy 1402.