The University of Toledo

Procedures | Offsite Caterers - The University of Toledo

Multicultural events are a great enhancement to student life at the University of Toledo. We are happy to work with your groups in any way that will enhance your enjoyment of the special events. Your group must give sufficient advance notice (30 days’ minimum) for all University catered events supplied by off-campus catering companies, to enable the University to ensure that all policies are properly followed.

1. The catering contractor must provide evidence of the following coverage of insurance:

• Off-campus catering contractors must maintain during any event held on behalf of the University bodily injury and property damage liability insurance under a standard commercial general/automobile liability policy, which shall provide and include coverage on all catering company’s operations, contractual liability, owned automobiles and non-owned or hired automobiles.
  
• Bodily injury liability limits shall be for an amount of not less than One Million Dollars ($1,000,000) per person per injury, including wrongful death, and for an amount of not less than One Million Dollars ($1,000,000) on the account of any one occurrence.
  
• Property damage liability insurance in an amount of not less than One Million Dollars ($1,000,000) per person per injury, including wrongful death, and for an amount of not less than One Million Dollars ($1,000,000) on the account of any one occurrence.
  
• Any combination of underlying commercial general and automobile liability coverage with umbrella/excess liability coverage which provides no less than Two Million Dollars ($2,000,000) single limit bodily injury and property damage liability insurance for Catering Contractor also will be acceptable.
  
• Catering Contractor shall maintain and keep in force product liability insurance, public liability insurance, and Worker’s Compensation insurance (covering employees of Catering Contractor).
  
• The University shall be named an additional insured in all required agreements of insurance pertaining to the event
  
• A Certificate of Insurance verifying coverage must be on file with the Director of Risk Management thirty (30) days prior to the beginning date of the event. Director of Risk Management, The University of Toledo, Toledo, Ohio 43606.
  
• In the event that the University determined that the Catering Contractor has failed to fulfill the obligations defined above the University shall have the right to cancel and terminate the event agreement forthwith and without notice.

2. University Hold Harmless.

Catering Contractor shall be responsible for all injury or damage of any kind resulting from or arising out of Catering Contractor’s, subcontractor’s or any such operations or services as provided under the event agreement. In addition to the liability imposed upon Catering Contractor on account of personal injury (including death) or property damage suffered through the acts or omissions of Catering Contractor or its officers, employees, or agents, Catering Contractor assumes the obligation to hold the University harmless and to indemnify the University from every expense, liability, or payment including attorney’s fees, resulting from or arising out of or through injury (including death) to any person or persons and damage to property regardless of who may be the owner of the property, arising out of or suffered through any act or omission of Catering Contractor or any subcontractor, or anyone directly or indirectly employed by or under the supervision of any of them in the prosecution of the operations included in the event agreement, unless caused by the sole negligence of the University. The University will not be responsible in any manner for loss or damage to Catering Contractor's supplies, materials, or equipment or for any of Catering Contractor's employees' personal belongings brought onto the premises.

3. A waiver must be signed if the food is not catered by Dining Services.

A liability waiver is an event document which notes that they are aware of the risks and dangers associated with an event and that they will not hold The University of Toledo, responsible for any injuries, damages, etc., which may occur.

4. The food must come from a licensed food service establishment.

Catering Contractor is required to possess an off-premises catering license to transport hot food (Lucas County food service license – class 3 or class 4. Lucas County Board of Health - "No food prepared in a private home or processed in a place other than a commercial food processing establishment shall be sold or used in the preparation of foods offered for sale, sold or given away."). Catering Contractor must provide proof of caterer’s license to The University of Toledo with a photo reproduction sent to The University of Toledo Dining Services 2801 West Bancroft, Mail Stop # 330 Toledo, Ohio 43606.

5. A copy of the establishment’s most recent health inspection must be submitted before the event.

The Catering Contractor must submit the food preparation establishment’s most recent Lucas County Health inspection reports no less than thirty (30) days prior to the event. The Health Dept reports will determine if the food service establishment has a good safety record. If the food establishment is deemed to be questionable, the food from that Catering Contractor establishment will not be accepted for any on-campus event to guard the safety of our campus community. Lucas County Health inspection reports must be filed with the University of Toledo Dining Services Department, 2801 West Bancroft, Mail Stop #330, Toledo, Ohio 43606.

6. Food temperatures will be taken upon arrival.

The University of Toledo reserves the right to take the temperatures of the food to be served when it arrives on campus to ensure that the food has stayed in the safe temperature zone (below 45 degree F. for cold foods and above 140 degree F. for hot foods). These times/temperature forms will be kept on file in case of any food borne illness reports.

7. No food items can be used as ingredients in the menu items that do not come from approved sources.

All meats must be USDA inspected.

• Beef and veal shall be U.S.D.A. Grade Choice or better.
• Pork and lamb shall be U.S.D.A. No. 1.
• Poultry shall be U.S.D.A. Grade A.
• Shellfish must have the proper tags.
• Fresh fish and seafood shall be top grade; frozen fish and seafood shall be a nationally distributed brand, packed under continuous inspection of the U.S.D.A.
• Such items as cheeses, dairy products, and other high protein foods are of particular concerns.
• Eggs -- fresh U.S.D.A. or State graded "A".
• Butter -- U.S.D.A. Grade "A" (92) score.
• Cheese -- U.S.D.A. Grade "A" for all graded cheese.
• Milk and Milk Products -- U.S.D.A. Grade "A".
• Fresh fruits and vegetables -- U.S.D.A. fancy to U.S.D.A. Number "1" shall be used for all graded fresh vegetables and fruit as a minimum specification.
• Frozen fruits and vegetables -- U.S.D.A. Grade "A".
• All other frozen foods – U.S.D.A. Grade "A" fancy. Dry stored items and canned goods -- Grade "A" fancy..
• Home canned or prepared items are not considered to be from an approved source.

8. In case of a reported instance of foodborne illness, the Lucas County Health Department will conduct a full investigation according to Board of Health guidelines.

The investigation would include, but not be limited to the establishment(s) that provided the food. In accordance with the State Sanitary Code, all food borne illnesses must be reported to the Lucas County Health Department within 24 hours.

9. All alcohol service is to be arranged through the University of Toledo Catering Services Department
    AVI Foodsystems c/o The University of Toledo, 2801 West Bancroft Street, Mail Stop #108 Toledo, Oho 43606.
    Alcohol service is strictly prohibited by catering contractors.

10. All University of Toledo events, organizations will be asked to sign a contract: be sure to have the contract reviewed by your advisor and/or attorney.

You will be held responsible for all aspects of the contract after you sign it. Make sure to keep a copy of all documents on file.