UMC Catering Policy

Please reach out to CEB at ceb@colorado.edu or your CSI liaison  with any questions or concerns regarding this change. 

What is Happening?

Beginning on October 1 2025, the University Memorial Center (UMC) will amend its policy regarding food catered externally for events held within the UMC. The policy update will also include a revised procedure and will only be applicable to RSOs and RSGOs hosting events held in the UMC and where food is funded by the Cultural Events Board (CEB). The policy change will go into effect on October 1, 2025, meaning organizations applying for funding in CEB’s 3rd Funding Cycle for events happening in January or February 2026 and onward will be eligible.  

Why is This Happening?

CEB funds RSOs and RSGOs whose events are designed to uplift underrepresented and misrepresented groups by sharing cultural knowledge and experiences. The policy change will allow RSOs and RSGOs to cater for a more diverse range of food samples to better represent the culture or cultures being shared at their events. 

What Should I Expect?

This new policy will grant RSO’s an exemption if they have received funding for food from the Cultural Events Board and have complied with the terms of the exemption. There will be a new procedure (below) to follow when providing outside catering for events held within the UMC. RSOs/RSGOs must identify their desire to request the exemption related to CEB funded events when reserving space within the UMC and when working with UMC staff on cost estimates in advance of requesting CEB funding.  

Procedure

  1. STEP 1

    Request UMC Event Space (60+ days prior to event)

    • Contact Events Planning & Catering 60+ days prior to your event
    • Request event location
    • Indicate intent to apply for Outside Food Exemption (if applicable)
    • Share details of vendors and food items as early as possible

  2. STEP 2

    Confirm Funding from CEB (~60 days prior to event)

    • Submit funding request to Cultural Events Board
    • Confirm funding amount once approved
    • Gather approval documentation including (but not limited to) Certificate of Insurance, Vendor Food License, etc.

    NOTE: Custom menus/exemptions cannot be requested within 30 days of your event

  3. STEP 3

    Complete Event Management Form (~45 days before event)

    This step will be initiated by UMC staff once space is reserved:

    1. Outside Food Exemption Request (staff initiates form)
    2. Collect & submit supplemental documents (food license, COI, etc.)
    3. Pre-approval meeting with CEB liaisons 

     

    Please Note: When completing the Event Management Form (EMF), organizations seeking the exemption must note their event will be funded by CEB, the request to utilize the exemption, and specifics around particular food vendors and items being served.  

  4. STEP 4

    Review & Approval (15 days after EMF submission)

    • UMC & campus partners review your EMF and documentation
    • Final approval granted (or revisions requested)

Additional Reminders

Planning & Advance Work Reminders
  • Exemption requests <30 days in advance will not be granted.
  • SAFE meeting (2 weeks prior) likely required — bring all final details.
  • Buyout fee: $2500 or 50% of outside food total (whichever is greater).
  • Reserve extra tables, linens, and storage space in advance.
  • Any significant changes related to outside food vendors and specific food items must be communicated within 10 business days before the event date to the appropriate parties.
Operational & Day-Of Requirements
  • Vendors must follow Boulder County Public Health and the Colorado Department of Public Health and Environment food safety standards.
  • All food must be labeled with 9 major allergens recognized by the US Food and Drug Administration.
  • Food cannot sit out beyond 3 hours without refresh.
  • Outside vendors must bring all service ware (plates, cups, utensils).
  • No use of Campus Dining & Hospitality kitchens; RSO is responsible for reserving additional staging/storage spaces.
  • Parking for vendors must be arranged in advance (vendors cannot park at UMC dock)
Post-Event Requirements
  • Org is responsible for removing all food/equipment promptly.
  • Leave event space clean (remove food waste, trash, and left over items) or risk cleaning fees.
  • Report any issues to UMC EP&C immediately.
  • Non-compliant vendors may lose future exemption privileges.