Campus Potluck Activities Policy

Campus Potluck Activities Policy

The University supports informal, internal gatherings that foster community and connection among faculty, staff, and students. Potluck activities can be a meaningful way for campus units to celebrate milestones and build camaraderie. This policy establishes clear parameters for potluck activities to protect the health and safety of participants, ensure compliance with food safety standards, and uphold the University’s contracted catering services.

Definition

A potluck is defined as an informal food-sharing activity in which participants voluntarily bring food items prepared off-site (e.g., at home) to share with others at the gathering.

Scope and Applicability

This policy applies to all University departments, units, and recognized campus organizations using University-owned or University-controlled space.

Policy Statement

  1. Permitted Potluck Activities

Potluck activities are permitted only when all of the following conditions are met:

  • The event is internal to a single campus department, unit, or recognized student organization.
  • Attendance is limited to the department’s or organization’s current faculty, staff, and/or students.
  • The event is informal and voluntary, with no expectation of contribution from attendees.
  • No advertising or open invitations are extended beyond the hosting unit.

These parameters are intended to support low-risk, community-building activities while minimizing the potential for foodborne illness.

  1. Prohibited Potluck Activities

Potluck activities are not permitted under the following circumstances:

  • When outside individuals are invited to attend, including but not limited to:
    • Community members
    • Alumni
    • Donors
    • Vendors
    • Contractors
    • Family members or guests of employees or students
  • When multiple departments or organizations jointly host an event.
  • When the event is open to the general campus population.
  • When the potluck is used in place of required or appropriate use of the University’s contracted catering services.
  • When food is served as part of a formal program, meeting, training, reception, or event with an external-facing purpose.

If any of the above conditions apply, University-approved catering must be used.

  1. Health and Safety Considerations

Because potluck foods are prepared in non-commercial kitchens and are not subject to institutional food safety controls, limiting potlucks to internal groups reduces risk and liability. Departments hosting permitted potlucks should:

  • Encourage safe food handling practices.
  • Avoid foods requiring strict temperature control when possible.
  • Clearly label items containing common allergens.
  1. Catering Requirements

University catering services are required for:

  • Events involving external guests.
  • Events sponsored by multiple departments or organizations.
  • Events where food is provided as part of a formal agenda or institutional function.
  • Events intended to represent the University to external audiences.

These requirements ensure food safety, contractual compliance, and a consistent experience for guests.

Compliance

Departments and organizations are responsible for ensuring their events comply with this policy. Events found to be misclassified as potlucks in order to bypass catering requirements may be subject to cancellation or additional review.

Questions about whether an event qualifies as a permitted potluck should be directed to Student Affairs prior to planning.