Potlucks (Policy #1210)

University Center Executive Director

This policy applies to all food events.

Potluck: a gathering of people who may contribute a dish to share which is provided by the participants only to be shared amongst the designated group while adhering to the guidelines established in this policy.

UW-W Dining Services works to ensure high satisfaction with the quality and service of the dining services program. UW-W Dining Services understands the unique needs of the campus and strives to provide innovative solutions that will accommodate customers and meet the demands that fall within the guidelines of the exclusive state service contract and procurement process.  

Objectives:

• To ensure that all food events on campus are both safe and enjoyable.
• To provide a decision-making tool for the proper provision of food for potluck events.
• To minimize campus liabilities in potential food borne illness outbreaks.
• To inform the campus community of the state and local health regulations concerning food safety (including preparation, storage, transporting, handling and serving).  
• These links contain more information:
  • https://datcp.wi.gov/Pages/Programs_Services/foodsafetyconsumerinformation.aspx 
  • http://datcp.wi.gov/food/index.aspx 
• To ensure that campus and state contracts are honored.

Potluck Guidelines

• The cap of attendees is set at 70. 
• The use of outside caterers is not permitted. 
• The group cannot charge admittance, ask for donations, charge for the food at the event, or use this event as a fundraiser. 
• The event cannot be advertised to or designed to include the general campus community or to the off-campus community. 
• Participation is restricted to UW-Whitewater affiliated people and groups.
• The Alcohol Beverage Policy must be followed. 
• Policy for Campus Sales and Solicitation must be followed 

Notification Process

Potluck events that will be held in reservable campus spaces in the University Center, Drumlin Hall and Esker Hall require the approval of the Executive Director of the University Center. After the UW-W Room Reservations has received the request, they will forward on to the Executive Director of the University Center for final approval. Additional follow up may be needed before approval can be finalized. 

Potlucks are not insured by UW-Whitewater.  Groups should contact UW-W Risk Management for information on whether it is necessary to obtain special insurance for these events. 

Health and Safety Procedures

• Perishable food must be maintained at its required temperature. Hot food must be kept at 140⁰ or higher and cold food must be kept at 40⁰ or lower. With advanced notice, UW-W Dining Services will provide a hot cart for storage of the food for this event at no additional charge. 
• No open flames are permitted with the exception of Sterno® or other chafing dish flammable fuels.
• With advanced notice, additional supplies (condiments, aprons, towels, hairnets, paper tablecloths, napkins and plates, plastic tableware, etc.) may be purchased through UW-W Dining Services.
• Any leftover food must be disposed of in accordance with State of Wisconsin and University Environmental Health food safety guidelines.  

https://datcp.wi.gov/Pages/Programs_Services/foodsafetyconsumerinformation.aspx 
http://datcp.wi.gov/food/index.aspx 

Last Amended: February 24, 2022

February 2027

Questions regarding the interpretation of this policy should be directed to:

University Center Executive Director

Telephone: 262-472-4357

Email: meldonia@uww.edu