Outside Food/Beverage Request Form
Belmont University requires that food purchased or donated for events must be provided by a licensed food provider, and served in compliance with the established Food Safety Guidelines. Because Sodexo is the exclusive food provider for the University, outside food and beverages must receive approval by the Managing Director of Auxiliary Services.
Requests for outside food and beverages must be received at least fifteen (15) business days prior to the event start date by requesting the event through EMS WebApp, indicating in the booking notes the request for outside food, and submitting this form.
This is applicable, but not limited to: food donated for internal and external events, potlucks, food trucks, bake sales, and fundraisers involving the sale of food. Housekeeping fees may be assessed for events with approved outside food or beverages.
If a university department or organization is utilizing funding distributed from Belmont University on catering, these funds must be spent with Sodexo/Belmont Dining Services.
Requests must comply with the following guidelines:
- The sponsoring entity must be a university department or recognized organization.
- The programming must further the goals and mission of the university.
- The event is free to attend.
- The funding source for payment is not from a departmental budget, or from monies issued from the university for departmental or organizational use (these funds must be spent through our exclusive partnership with Sodexo).
- The event has obtained the approval of the Managing Director of Auxiliary Services at least 15 business days in advance.
- The event has been approved by the Office of University Scheduling through EMS (and in BruinLink if the requesting body is a student organization).
- Food purchased or donated must be provided by a licensed food provider to ensure safe food handling practices and to minimize risk and liability.
- Food purchased or donated complies with Belmont’s exclusive Pepsi contract (beverages provided must be Pepsi products).
- In compliance with Belmont’s commitment to environmental sustainability, bottled water cannot be served at events.
- Food prepared by college community members (employees and students) and served to college community members must be prepared in compliance with the Food Safety Guidelines.
Contact the Managing Director of Auxiliary Services at (615) 460-6388 with questions regarding this request.
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