Food for Club Events

All club events must have an E-Plan on file. If you are going to be serving or selling food, be sure to indicate that on the E-Plan. You'll be guided through the appropriate steps to take as you complete your Club Risk Assessment requirements but here is some helpful information to help you plan ahead.

Use this matrix to locate the intersection of your event audience and food source to find out what is allowed. 

 

Event Audience
--------------

Food source

Club Members Only Open to Non-Members 
Food will be given away
Open to Non-Members 
Food will be sold
University Catering 

Yes

Yes No
Campus Dining Outlet  Yes Yes No
Approved Off-Campus Vendors  Yes, Food can be delivered to the campus directly by the vendor Yes, Food can be delivered to the campus directly by the vendor No
Non-Approved Vendors  Food must be picked up by a club member and cannot be delivered to campus Requires University Catering Food Waiver approval via the Club Risk Assessment. Food must be picked up by a club member and cannot be delivered to campus Requires University Catering Food Waiver approval via the Club Risk Assessment. Food must be picked up by a club member and cannot be delivered to campus
Food Prepared by Club Members  Yes Requires University Catering Food Waiver approval via the Club Risk Assessment and a Temporary Food Facility Permit Requires University Catering Food Waiver approval via the Club Risk Assessment and a Temporary Food Facility Permit

Food Delivery

Cal Poly does not allow Grub Hub, Door Dash, Uber Eats, or any other delivery services. If you need to have food delivered to campus for a club event, you can use any of the approved caterers for food purchases. If you use a non-approved vendor, the food needs to be picked up by a club member. 

Resources

University Catering
Campus Dining Outlets
Approved Off-Campus Caterers
Application for Temporary Food Facility Permit

Alcohol at Club Events

Alcoholic beverages are not to be served at off-campus functions by officially recognized Cal Poly Clubs except when private service (i.e., for members and guests) is arranged by contract with a properly licensed third-party vendor. Club members may not serve or provide the alcohol themselves. Individuals at the club event must purchase their drinks directly from the third-party vendor, leaving the club completely out of the alcohol transaction. The facility or caterer must have a valid Alcohol Beverage Control (ABC) license in order for the event to be approved. If a club is hosting an event at a location that does not already provide alcohol and an outside entity is hired to serve alcohol, the following is required:

  • Contract with a licensed vendor
  • E-Plan
  • Proof that the vendor has an ABC license
  • IRS Form W-9 for the vendor

In addition, each event must provide for the availability of popular non-alcoholic beverages for those persons less than 21 years of age. Students of legal age while attending an off-campus university-approved activity in the vicinity of a public bar may not have their rights denied except by representatives of the licensee or by civil law enforcement authorities for cause. If alcohol is available at an off-campus event, it must be noted on the E-Plan. In addition, any event involving alcohol at an off-campus location may require a meeting with The Dean of Students Office prior to the event taking place. If a meeting is necessary, a representative from The Dean of Students Office will contact a club officer to schedule the meeting.

Under no circumstances may club funds be used to purchase alcohol or to reimburse an individual for the purchase of alcohol (or purchase gift cards from companies that sell alcohol). For more information on alcohol at off-campus events, please refer to the Office of Student Rights & Responsibilities.

See Cal Poly’s Alcohol Policy regarding on- and off-campus use, service, sale, and consumption for more detailed information. 

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