Hosting a Safe, Healthy Event with Food at WSU



WSU Temporary Food Service Procedures

(Revised 8-13)

The following specific information only applies in Whitman County. If you are located in a different county, contact your local health department for more information.

1. If you are a WSU Student Group contact Student Involvement (CUB 337, 5-2402 or 5-9667); Fill out an Event Registration Form and obtain the following information on the WSU Environmental Health and Safety (EH&S) web site : WSU Temporary Food Service Permit Application, Rules of Operation for Temporary Food Service Facilities, Temperature Log for Potentially Hazardous Foods, Application for Exemption from Permit, and Permit Flow Chart. Other groups do not need to contact Student Involvement or fill out an Event Registration Form, however the forms listed above may still be applicable.

2. For all food events, determine if your proposed temporary food service event is private or public.

A private temporary food service event is defined as a social event with food, regardless of fee, promoted by limited word of mouth or advertising to a limited group of people. For example, word of mouth or an advertisement for a club, department or College potluck.

A public temporary food service event is defined as a social event with food, regardless of fee, promoted by advertising (word of mouth, radio, WSU Announcements, Daily Evergreen, etc.) inviting the general public to attend.

If your event is advertised across campus inviting the general public to attend, it is considered a public event.

3. Private Event: No permit or waiver required. EH&S still recommends that the Rules of Operation for Temporary Food Service Facilities are followed and use the Temperature Log for Potentially Hazardous Foods. Student groups can borrow a thermometer from Student Involvement to check food temperatures. Other groups will need to provide their own thermometer.

4. Public Event: A permit or Application for Exemption from Permit may be required. Student groups need to contact Student Involvement and fill out an Event Registration Form. Other groups do not need to contact Student Involvement or fill out an Event Registration Form. Contact EH&S at 335-3041 for further assistance and information if needed.

For all Public Events requiring a Temporary Food Service Permit you must submit an Application at least 14 days prior to the event otherwise it WILL result in foods not being served at the event (no exceptions) due to State regulations (no exceptions).

Type 1 Public Events can serve foods that are NOT Potentially Hazardous Foods.

Potentially Hazardous Foods include:

- meat, poultry, and dairy products

- cooked pasta, rice, potatoes, fruits, and vegetables

- cut melons, leafy greens, and tomatoes

- fresh herbs and garlic in-oil mixtures

- sprouts

Some Type 1 Public Events require the completion of an Application for Exemption from Permit which is on the EH&S web site:

Type 2 Public Events have a simple menu with one or two (1-2) Potentially Hazardous Foods served and Type 3 Public Events have a complex menu with three (3) or more Potentially Hazardous Foods served. It is strongly advised that you contact EH&S as soon as possible for consultation purposes.

5. WSU Student Groups can check out thermometers for checking food temperatures at Student Involvement (CUB 337, 5-9667) for both private and public events in Whitman County. Other groups must provide their own thermometers.

6. Questions? Call EH&S at 335-3041 in Whitman County. Outside of Whitman County, please call your local health department. Have a safe and fun food event!

Additional Information on the Types of Public Food Service Events

There are three types of Public Food Events, and they all involve advertising or inviting the general public to the event. The three types of Public Food Events are Type 1A-C: No Potentially Hazardous Foods served; Type 2: Simple Menu with one or 2 (1-2) Potentially Hazardous Foods; and Type 3: Complex Menu with more than two (2) Potentially Hazardous Foods. The following provides more specific information on these types of food events and what needs to be done in order to serve food at your event.

Type 1: No Potentially Hazardous Foods Served

There are three different kinds of Type 1 events where no Potentially Hazardous Foods are served (see below). Type 1A are categorically exempt foods from Washington State Food regulations and permits, Type 1B foods require an Application for Exemption from Permit and Type 1C are “for profit” organizations that need a Permit.

Type 1A: Categorically exempt non-Potentially Hazardous Foods include:

• Baked goods (not containing creamed fillings) prepared and wrapped in a sanitary manner at an unapproved* facility (a private home for example) and for sale or service by a nonprofit organization (educational, charitable, religious). However, a clearly placed sign stating “Food was prepared in a kitchen not inspected by a regulatory authority” must be present to inform consumers. For profit organizations need to refer to Type 1C events below.

* Approved facilities are restaurants, public school kitchens, some church kitchens,

etc. located in Washington state that are regularly inspected by a local health

department. Facilities located in Idaho are not Approved facilities.

• Candy bars, cookies and other commercially pre-packaged non-Potentially Hazardous Foods (including commercially processed jams and jellies).

• Fruits and vegetables – unprocessed, whole.

• Pre-mixed soda pop, powdered creamer, pretzels, cookies, doughnuts, cake, meat jerky and other commercially produced non-potentially hazardous ready-to-eat foods that are served without direct hand contact.

• Hot beverages (i.e. coffee, hot tea, hot apple cider) and other non-potentially non-hazardous beverages served in single-service containers.

• Frozen confections - commercially pre-packaged.

• Dry non-potentially hazardous, non-ready-to-eat foods (i.e. dry beans, dry grains, in-shell nuts, coffee beans, tea leaves, or herbs for tea).

What needs to be done:

• At least 14 days before the event contact EH&S at 5-3041 or gpatters@wsu.edu or martyo@wsu.edu for further information. An email or a letter needs to be sent to EH&S explaining what foods will be served, etc.

Type 1B: Foods that require an Application for Exemption from Permit. These foods cannot be prepared at home or in an unapproved facility and include:

• Popcorn

• Cotton candy

• Dried herbs and spices

• Machine-crushed ice drinks

• Corn on the cob

• Whole roasted peppers

• Roasted nuts

• Chocolate-dipped ice cream bars and bananas

• Sliced fruits and vegetable (except melons, leafy greens and tomatoes) - individual samples without further processing or additives (refer to application for more information)

What needs to be done:

• At least 14 days before the event contact EH&S at 5-3041 or gpatters@wsu.edu or martyo@wsu.edu for further information and approval;

• Complete, sign and submit an Application for Exemption from Permit to EH&S (address is on the Application).

This also requires;

• The person signing and submitting the application must have a valid Washington State Food Worker Card and is on-site supervising the event;

• Adequate hand washing facilities are available while food is prepared;

• An illness and hand-washing policy that is enforced;

• Food, water and ice from approved sources (no home preparation or storage);

• No bare hand contact of ready-to-eat foods is allowed (use disposable gloves, utensils, paper wraps, etc.);

• An accessible restroom that is nearby;

• Adequate number of clean utensils or a 3 basin dishwashing facility;

• Foods stored away from sources of contamination, and;

• All food-contact surfaces are sanitized prior to and during food preparation.

Type 1C: Baked goods and other foods for sale by “for profit” organizations. Fund raising for and/or by a WSU recognized club or organization is not considered “for profit”.

What needs to be done:

• Complete and submit a WSU Temporary Food Service Permit Application to EH&S. The application must be submitted at least 14 days prior to the event otherwise foods cannot be served at your event per Washington State regulations.

• Foods must be prepared on-site or in an Approved facility (not at home).

• Refer to the additional requirements under Type 2 and follow the Rules of Operation for Temporary Food Service Facilities.

• Contact EH&S at 335-3041 or gpatters@wsu.edu or martyo@wsu.edu for further information.

For all events, EH&S strongly recommends that the Rules of Operation for Temporary Food Service Facilities be followed to help protect the health of our community.

Type 2: Simple Menu with Potentially Hazardous Foods

This is an event with one or two (1-2) Potentially Hazardous Foods (for example, a BBQ with hot dogs and hamburgers). These foods include:

• Meat, poultry, and dairy products

• Cooked potatoes, rice, pasta, fruit, and vegetables

• Cut melons, leafy greens, and tomatoes

• Fresh herbs and garlic-in-oil mixtures

• Sprouts

What needs to be done:

• Complete and submit a WSU Temporary Food Service Permit Application to EH&S. The application must be submitted at least 14 days prior to the event otherwise foods cannot be served at your event per Washington State regulations.

• An alternative is to use a caterer with a current Whitman County Health Department Catering/Mobile permit.

• Foods must be prepared on-site or in an Approved facility (not at home).

• At least one person with a valid food worker card must oversee and be present during the food preparation and service. This individual assumes responsibility for the event and must sign the WSU Temporary Food Service Permit Application and meet with EH&S if necessary.

• Foods must be properly prepared, stored and served following the Rules of Operation for Temporary Food Service Facilities. Please have all volunteers read and sign the Rules of Operation in the space provided.

• A Temperature Log for Potentially Hazardous Foods must be used and maintained. Food temperatures must be measured after being cooked or reheated AND at least every hour after it is prepared until it is served. When EH&S inspects the event, the log will be an important part of the inspection process. Failure to maintain the temperature log may prevent foods from being served.

• Contact EH&S at 5-3041 or gpatters@wsu.edu or martyo@wsu.edu for further information.

Type 3: Complex Menu with Potentially Hazardous Foods

This is an event with three (3) or more Potentially Hazardous Foods (refer to the list of foods under Type 2 above).

What needs to be done:

• Complete and submit a WSU Temporary Food Service Permit Application to EH&S. The application must be submitted at least 14 days prior to the event otherwise foods cannot be served at your event per Washington State regulations.

• An alternative is to use a caterer with a current Whitman County Health Department Catering/Mobile permit.

• Foods must be prepared on-site or in an Approved facility (not at home). If an off-campus facility is used, the Whitman County Health Department may require a temporary food service permit for the facility. EH&S can assist in identifying an Approved facility and professional cooks in Whitman County.

• A professional cook with a valid food worker card and approved by EH&S may be required to oversee the preparation of the food. An individual with just a food worker card may not be sufficient. This individual assumes responsibility for the event and must sign the WSU Temporary Food Service Permit Application and meet with EH&S if necessary. Very large events may require additional professional cooks.

• Foods must be properly prepared, stored and served following the Rules of Operation for Temporary Food Service Facilities. Please have all volunteers read and sign the Rules of Operation in the space provided.

• If the food is transported from the facility to the serving location, the hot/cold holding and serving of the food must be supervised by a responsible person approved by EH&S with a food worker card. Transportation, hot and cold holding must be done with equipment approved by EH&S. Equipment (hot holding chaffers, coolers, transportation boxes, etc.) may be available from Dining Services and local vendors.

• A Temperature Log for Potentially Hazardous Foods must be used and maintained. Food temperatures must be measured after being cooked or reheated AND at least every hour after it is prepared until it is served. When EH&S inspects the event, the log will be an important part of the inspection process. Failure to maintain the temperature log may prevent foods from being served.

• Contact EH&S at 5-3041 or gpatters@wsu.edu or martyo@wsu.edu for further information.

All previous applications and forms, including this form are available on the WSU EH&S web site: (WSU Temporary Food Service Procedures, WSU Temporary Food Service Permit Application, the Rules of Operation for Temporary Food Service Facilities, Application for Exemption from Permit, and Temperature Log for Potentially Hazardous Foods, Permit Flow Chart).

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