I. Scope:
This Food and Beverage Event Policy governs the distribution of Food items at George Mason University Events.
II. Policy Statement:
This policy applies to any Event where Food are sold, distributed, prepared, shared, or held at George Mason facilities regardless of how the event is funded (public funds, private funds, or Foundation funds). All such Events must follow the Food and Beverage Event Procedures. The procedures include the requirements and rules for Approved Caterers, and the sale of Food at Farmers Markets, Food Trucks, Kiosk events, Tradeshow/Vendor Fairs, and Potlucks. Additional information can be found here: Catering Process for Event Organizers.
The purpose of this policy is to promote the safety of Food service for events on university property for the health and safety of students, faculty, staff, and visitors, and to comply with applicable regulatory requirements.
III. Definitions:
Approved Caterer: Catering Operation that has been approved through the George Mason Approved Catering process.
Catering Operation: A person or group who contracts with a client to prepare a specific menu and amount of Food in a permitted Food Establishment for service to the client’s guests or customers at a service location different from the permitted Food Establishment. Catering Operation may also include cooking or performing final preparation of Food at the service location.
Event: A meeting, conference, presentation, gathering, or other activity that occurs on Facilities. The definition of “Event” does not include gatherings taking place in common, public and/or non-reservable areas that are typical for the area, do not impact individuals other than the individuals participating in the gathering, and do not use campus resources such as production, catering, or furniture rentals (e.g. individuals having a meal, study groups). Additionally, routine department activities or meetings do not need to be scheduled (at the discretion of the space approver) if no university resources are needed and there are no external attendees; routine department activities must be scheduled in the university’s centralized scheduling system if using university resources such as production, catering, and/or has external attendees as described in University Policy 1103: Space Utilization and Scheduling.
Event Organizer: A person(s) or group who organizes an Event that includes Food. The Event Organizer is typically the Event Client or Point of Contact is the primary part hosting the Event as described in University Policy 1103: Space Utilization and Scheduling.
Facility or Facilities: Space owned, leased, or controlled by George Mason University.
Farmers Market: Food market at which agricultural items or Food products are sold directly to the public by farmers and producers of the items they grow, raise, or produce. Distributors, brokers, and re-sellers of products are prohibited from participating at farmers markets.
Food: Means (i) a raw, cooked, or processed edible substance, ice, beverage, or ingredient used or intended for use or for sale in whole or in part for human consumption or (ii) chewing gum.
Food Allergens: Milk, egg, fish (such as bass, flounder, cod, and including crustacean shellfish such as crab, lobster, or shrimp), tree nuts (such as almonds, pecans, or walnuts), wheat, peanuts, soybeans, gluten, sesame, mustard, and coconut; or a food ingredient that contains protein derived from one of these foods. Food Allergen does not include any highly refined oil derived from a major food allergen in this definition and any ingredient derived from such highly refined oil or any ingredient that is exempt under the petition or notification process specified in the Food Allergen Labeling and Consumer Protection Act of 2004 (P.L. 108-282).
Food Establishment: Means an operation that (i) stores, prepares, packages, serves, or vends Food directly to the consumer, or otherwise provides Food to the public for human consumption, such as a restaurant, satellite or catered feeding location, Catering Operation if the operation provides Food directly to a consumer or to a conveyance used to transport people, market, vending location, conveyance used to transport people, institution, or food bank, and (ii) relinquishes possession of food to a consumer directly or indirectly through a delivery service, such as home delivery of grocery orders or restaurant takeout orders, or delivery service that is provided by common carriers. Food Establishment includes (i) an element of the operation such as a transportation vehicle or a central preparation facility that supplies a vending location or satellite feeding location unless the vending or feeding location is permitted and (ii) an operation that is conducted in a mobile, stationary, temporary, or permanent facility or location where consumption is on or off the premises and regardless of whether there is a charge for the Food. Examples include restaurants, caterers, grocery stores, and convenience stores.
Food Truck: A Food Establishment mounted on wheels (excluding boats in water) readily moveable from place to place at all times during operations and shall include pushcarts, trailers, trucks, or vans. The unit, all operations, and all equipment must be integral to and be within or attached to the unit. This includes vehicles that are self-propelled, pushed or pulled to a specific location.
Kiosk: An activity hosted at a reserved and approved kiosk or table through 25Live located on any of the George Mason campuses. This includes locations in the Johnson Center, Student Union I, The Hub, and surrounding plazas, patios, and similar grounds.
Potluck: An Event where Food is prepared by and shared amongst members of a specific group with an exclusive invite list (e.g., single department, registered student organization (RSO), etc.) and not open to the public.
Tradeshow/Vendor Fair: An exhibition-style Event that highlights companies and/or vendors in a single location to showcase their specific products or services.
IV. Responsibilities:
A. The Event Organizer is responsible for completing all necessary documentation correctly. Departments, Offices, Registered Student Organizations (RSO), Activities, and anyone else planning an Event with Food is responsible for compliance with the Food and Beverage Event Policy.
B. The Associate Vice President, Auxiliary & Business Services and Director, Dining Services are responsible for administration and enforcement of the Food and Beverage Event Policy.
C. ABS will audit records related to the Food and Beverage Event Policy for compliance with all university and ABS policies, procedures, and guidelines, as well as state and federal laws. ABS will provide guidance on the application of the Food and Beverage Event Policy.
V. Compliance:
Auxiliary & Business Services (ABS) is responsible for policy enforcement. Failure to comply with this policy may result in removal of scheduling privileges, disciplinary action, and/or referral to Human Resources or the Office of Student Conduct.
VI. Forms:
A. Approved Catering Process and Application
B. Fiscal Services’ forms related to food purchases
VII. Timetable for Review:
This policy and any related procedures shall be reviewed every three years or more frequently as needed.
VIII. Amendments:
Amendments to this policy will be approval by the Senior Vice President and Chief Operating Officer and the Provost and Executive Vice President.
IX. Dates:
This policy was approved and became effective April 1, 2026.
Page updated: May 12, 2026