Event Permit Procedures

 Ensuring safe and compliant campus events.

Special Event Requirements for Registered Student Organizations

The Office of Environment, Health & Safety (EH&S) is responsible for permits and inspections of campus events at which food is served to the public. In accordance with the California Retail Food Code, Registered Student Organizations (RSOs) can hold up to four designated Community Events where food is served to the public per calendar year. Examples of designated Community Events at UC Berkeley include Caltopia, Calapalooza, Golden Bear Orientation, East Asian Union Night Market, Taste of Berkeley, Superb concerts, and other cultural events.

Registered Student Organizations (RSOs) that wish to offer food at public events (e.g., bake sales) must follow the procedures listed below to protect the health of the community and to meet the California Retail Food Code requirements for Nonprofit Charitable Organizations (§113841-11384). 

Procedures

Food at Public Events

Food Trucks

Glossary & Other Resources

Resources

Food at Public Events

Procedures for Food at Public Events for RSOs

  1. RSOs may only offer food to the public at designated Community Events, not to exceed 4 events per Academic Calendar. See exceptions for Bake Sales and pre-packaged food

  2. Community events are typically University-sponsored events, or those that involve the participation of multiple student organizations. Major Events that include more than 300 attendees are also community events.

  3. Tabling on Sproul Plaza is not deemed a Community Event.

  1. The Community Event must have a designated Event Coordinator.

  2. APPROVAL: The Event Coordinator must obtain approval from EH&S to hold the event: 

    1. The Event Coordinator applies for an event permit from EH&S. 

      1. The application is due at least 30 days prior to the event date(s).

      2. The Event Coordinator will provide a list of all participating RSOs in the event permit application.

    2. After the Event Coordinator submits the initial permit application, the participating RSOs submit their own permit application for the event, which will describe the food service details.

  1. TRAINING: Event Organizers and students from participating RSOs who will handle and serve food must complete EH&S training: 

    1. EHS 509 - Food Handler Basics (available in the  UC Learning System)

    2. EHS 510 - Special Events Food Safety Training (available in the UC Learning System. Covers operating a Temporary Food Booth).

    3. For those using the UC Learning Center for the first time, please email ehstrain@berkeley.edu to request access to the site.

  2. Food offered by the participating RSOs at Community Events must meet the following requirements:

    1. Food to be served by the RSO students must be purchased from a licensed, permitted, commercial food establishment on the day of the event, immediately prior to the event.

    2. Students may prepare food themselves at the event (following the guidance in EHS 510 training).

    3. Baked goods that do not require refrigeration may be prepared at home following the EH&S Bake Sale Guidelines

    4. Students may purchase food prepared by a local food establishment for purposes of serving the food only. Food should only be purchased from facilities that are within a 30-minute drive from the event.

    5. Student organizations MAY NOT bring an outside food vendor to the event who intends to prepare food at the event, unless that food preparation is done in a catering kitchen (e.g. Pauley Ballroom catering kitchen).

  3. The community event is subject to inspection by the EH&S campus health inspector and campus fire marshal prior to the event opening to the public. EH&S has the authority to remove any participating organization from the event if code violations are observed that impact health and safety which are not immediately corrected.

  4. EXCEPTIONS: Tabling on Sproul is NOT considered a Community Event. However, RSOs may provide limited food distribution at tabling under the following circumstances:

    1. Only commercially-prepared, pre-packaged, non-potentially hazardous foods are available that do not require any refrigeration (e.g. candy, chips). An EH&S event permit application is NOT required for this.

    2. Bake Sales are allowed at Sproul Plaza tabling and other locations on campus. The EH&S Bake Sale Guidelines must be reviewed and followed. Important: An EH&S event permit application IS REQUIRED to hold a Bake Sale. Submit Bake Sales applications 7 business days prior to the event.

  5. RSOs who intend to serve food at meetings or private events that are held only for the benefit of membership, and attended only by members of the organization and or invited guests, do not need to submit an event permit application to EH&S. RSOs must maintain a list of attendees which could be a sign-in sheet or other prepared list.

  6. RSOs observed to be in violation of these procedures will be subject to student conduct investigation and denial of food permit submittals for one year.

Procedures for Food Trucks at Community Events

Food trucks are allowed to participate in Community Events under the following conditions:

  • The Campus Health Inspector approves the event permit application and the food truck has a valid health permit issued by a neighboring city or county health department.

  • The Campus Fire Marshal approves the event permit application for the event, including the location where the vehicle will be parked, and the food truck(s) meets all Fire Code requirements.

Glossary of Terms & Other Resources

Private event

A private event is an event attended by members of the organization, and specifically invited guests. It is not open to the general public. Typically the number of guests can be anticipated. Not anyone, including a passerby, can attend the event and consume food. Examples: departmental meetings, birthdays, private celebrations, etc. Private events are not regulated by the CRFC.

Public event

Public events are open to all students, faculty, staff, and visitors. The number of attendees is harder to anticipate beyond general estimates. Examples of public events include: Caltopia, East Asian Union Night Market, Calapalooza.

Community Event

In order for an event permit to be issued to a student organization, the event must meet the definition of a “Community Event” (see below).  At a Community Event, student organizations may operate what is called a Temporary Food Facilities (TFF). Student organizations should not be allowed to operate a TFF that is not part of a Community Event. 

CalCode §113755. Community Event

“Community Event” means an event conducted for not more than 25 consecutive or nonconsecutive days in a 90- day period and that is of civic, political, public, or educational nature, including state and county fairs, city festivals, circuses, and other public gathering events APPROVED by the local ENFORCEMENT AGENCY (LEA). At UC Berkeley, the LEA is EH&S, and more specifically, the Campus Health Inspector. Examples of Community Events at UC Berkeley include: Caltopia, East Asian Union Night Market, Taste of Berkeley, and other University-sponsored or Major Events.

Temporary Food Facility

CalCode §113930. Temporary Food Facility

“Temporary Food Facility” (TFF) means a food facility approved by the enforcement officer that operates at a fixed location for the duration of an approved community event or at a swap meet only as a part of the community event or swap meet.

A temporary food facility is any establishment operating temporarily in connection with any community event where food is prepared or served for consumption by the campus community or general public. The California Retail Food Code (CRFC) Law dictates the requirements for the operation of a temporary food facility.

Events/Facilities Requiring a Permit

A Special Event Permit must be submitted to EH&S for the following:

  • Community Events

  • Major Events

  • Bake sales

Private Events Do Not Require a Permit

Private events are limited to members of a department, group, organization, club, and invited guests. The following events do not require an EH&S permit, but still have the potential for a foodborne illness outbreak. 

  • A food event that is ENTIRELY staffed by professional caterers and is not open to the public

  • Pot-luck style gatherings

  • Banquets, socials or meetings

  • Department-sponsored lectures, panels, presentations or receptions with refreshments for attendees

Recommended Resource: 

Special Event Safe Food Handling Practices (PDF)

Food Trucks

A food truck is defined as a “Mobile Food Facility” (MFF) in the CRFC, which means any vehicle used in conjunction with a commissary or other permanent food facility upon which food is sold or distributed at retail.

Food trucks are subject to inspection by the Campus Health Inspector and the Campus Fire Marshal.

Food trucks must follow the campus Mobile Food Facilities Policy 

Additional Resources

Topics

Event Safety topic page, Food & Water Safety topic page, Workplace Safety topic page