Food and beverage

Food Safety and University Requirements

Food and beverage service is often one of the largest expenses for an event. Planning ahead and following ASU policies will help ensure your event is safe, successful, and compliant with university requirements.  When selecting a caterer for an on-campus event, always follow ASU food safety requirements and university policies.

Before placing your order:

  • Verify that the caterer has a current operating permit.
  • Review the caterer’s most recent Health Inspection Report to ensure there are no priority food safety violations.
  • Save a screenshot or copy of the inspection report as documentation of your due diligence and include it with your payment paperwork.
  • Review ASU’s current food safety requirements and procedures for verifying permits before finalizing your order.

Food Exception Requests

If your event is held in a campus venue with an exclusive catering contract and you plan to use a different food provider, you must submit a Food Exception Request before the event.

Temporary Food Establishment Permit

A Temporary Food Establishment Permit may be required when food is prepared or cooked on-site. Review the permit requirements and complete the necessary documentation well in advance of your event.

Approval Needed

If the total cost of food and beverages exceeds $75 per person (including tax and gratuity), authorized signer’s approval is required before making the purchase.

Selecting a Caterer

Choose a caterer that can provide the level of service and equipment your event requires.

Discuss the following before signing a contract:

  • Buffet or plated meal service
  • Serving staff
  • Banquet tables
  • Table linens
  • Centerpieces or buffet décor
  • China or disposable plates
  • Glassware or disposable cups
  • Silverware or disposable utensils
  • Beverage stations
  • Coffee service
  • Water service
  • Setup and cleanup responsibilities

Many caterers can provide upgraded linens, china, glassware, and serving equipment. Compare pricing with local rental companies to determine the most cost-effective option for your event.

Dietary Accommodations

Every event should provide meal options that accommodate a variety of dietary needs.

Common dietary requests include:

  • Vegetarian
  • Vegan
  • Gluten-free
  • Dairy-free
  • Nut allergies
  • Kosher
  • Halal

Before the event:

  • Identify guests with dietary restrictions during registration or through the RSVP process.
  • Share this information with the caterer in advance.
  • Inform serving staff who requires special meals and where those guests will be seated.
  • Clearly label buffet items with dietary information whenever possible.

Menu Tastings

If you are using a new caterer or planning a high-profile event, schedule a menu tasting before making your final selections.

A tasting allows you to evaluate:

  • Food quality
  • Flavor
  • Portion size
  • Presentation
  • Serving style
  • Menu combinations

This is an opportunity to customize your menu by selecting your favorite entrée, sides, desserts, and presentation style.

Business Meals Form

A Business Meals Form must accompany all requests for payment involving food or beverages purchased with university funds.

If your attendee list is too large to fit on the form, attach a separate list of participants.

Catering Guarantees and Final Counts

Review your catering contract carefully to determine the deadline for submitting your final guaranteed guest count.

Important reminders:

  • Make sure, date time, location, food listed is accurate.
  • You will be charged for the guaranteed number of meals, even if fewer guests attend.
  • Guarantee deadlines vary by caterer and may be one week, 72 hours, or another timeframe before the event.
  • Set your RSVP deadline at least two business days before the caterer’s guarantee deadline to allow time to finalize your numbers.

Ask your caterer:

  • How many additional meals are automatically prepared beyond your guarantee (typically 3–5%)?
  • What changes can be made after the guarantee deadline?
  • Are there additional charges for increasing guest counts?

Whenever your attendance estimate changes, remember to adjust:

  • Tables
  • Chairs
  • Linens
  • Centerpieces

Best Practices

  • Begin catering planning 6–8 weeks before your event whenever possible.
  • Request menus and pricing from multiple caterers before making your selection.
  • Confirm dietary accommodations well before the event.
  • Schedule enough setup time for the caterer before guests arrive.
  • Assign an event team member to serve as the caterer’s primary point of contact on event day.
  • Keep copies of permits, contracts, health inspection documentation, and final guest counts with your event records.
  • Perform a final walkthrough with the caterer before service begins to confirm the room setup, buffet layout, and meal schedule.

Tip: Great catering is more than serving good food—it includes food safety, excellent service, thoughtful accommodations, and careful planning. A little extra preparation before the event can prevent last-minute surprises and create a better experience for your guests.

Alcoholic Beverages

Alcohol may be served at certain ASU events when all university policies, state regulations, and approval requirements have been met.

Typically, alcohol is considered for special events where the primary attendees are donors, benefactors, alumni, or invited guests, and student attendance is not the primary focus. All events serving alcohol must receive the appropriate approvals before any purchases are made.

Before You Apply

Before submitting an ASU Alcohol Permit Request, complete the following steps:

  • Register your event in the ASU Event Registry.
  • Determine whether a ASU Alcohol Permit is required.
  • Obtain a valid Certificate of Insurance (COI) from the vendor or bartending company serving alcohol.
  • Identify the ASU Dean, Vice President, Director, or designated approver who has authority to approve the event.
  • Review ASU insurance requirements to understand your responsibilities and liability.

If you have questions about insurance requirements, contact Insurance Services.

ASU Alcohol Permit

An ASU Alcohol Permit Request must be submitted at least 15 calendar days before the event.

The request requires approval from the appropriate Dean, Vice President, or authorized designee.

For Fulton Schools of Engineering events, the Dean’s delegate is Gerri Lux. Enter her email address in the section titled “Please provide the email for the delegate who approves this event.”

Important: Do not purchase alcohol or sign agreements related to alcohol service until all required approvals have been received.

Serving Alcohol

Alcohol must be served by a licensed bartending company that provides a valid Certificate of Insurance (COI).

Some bartending companies will:

  • Purchase the alcohol on your behalf.
  • Provide bartenders and bar equipment.
  • Deliver, serve, and remove the alcohol after the event.

If the bartending company does not purchase the alcohol, it may be purchased separately using an approved payment method associated with a Foundation account, following university policies.

Funding Restrictions

Alcohol-related expenses may not be paid with ASU state or local funds.

This restriction includes:

  • Alcohol purchases
  • Bartending services
  • Bar equipment rentals
  • Portable bars
  • Related alcohol service expenses

Always verify the funding source before making any alcohol-related purchases.

Food and Non-Alcoholic Beverages

Whenever alcohol is served, food and non-alcoholic beverages must also be available.

Provide guests with items such as:

  • Water
  • Coffee
  • Tea
  • Soft drinks
  • Appetizers or substantial food

Offering food and non-alcoholic beverages promotes responsible alcohol service and provides a better guest experience.

When Is a Special Event Liquor License Required?

In addition to the ASU Alcohol Permit, a Special Event Liquor License may be required if the event takes place on ASU property that does not already have a state-issued liquor license and any of the following apply:

  • Admission, registration, conference, or reception fees are charged.
  • Alcohol is included as part of the registration fee.
  • Alcohol is sold through a cash bar, drink tickets, or drink tokens.
  • Donations or fundraising activities are associated with the event.
  • The event is open to the general public.
  • Invitations are distributed broadly and guests may attend without an RSVP.
  • The event is limited to members who pay membership dues.
  • Guests are allowed to bring their own alcohol (BYOB).
  • Alcohol is donated by a liquor distributor.

ASU event coordinators and venue managers are responsible for determining whether a Special Event Liquor License is required.

Applying for a Special Event Liquor License

Apply for the Special Event Liquor License through the city where your event will be held.

Each city has different:

  • Application deadlines
  • Processing times
  • Requirements

Begin planning at least 90 days before your event to ensure enough time for approvals.

Note: ASU cannot process an Alcohol Permit Request until any required Special Event Liquor License has been issued.

ASU Venues with State-Issued Liquor Licenses

Some ASU facilities already operate under a state-issued liquor license.

If your event is held within the licensed area of one of these venues, an ASU Alcohol Permit is generally not required. However:

  • The event must still be registered in the ASU Special Event Registry.
  • A valid Certificate of Insurance must be obtained from the vendor serving alcohol.
  • Venue-specific policies and procedures still apply.

Examples of licensed ASU venues include:

Always confirm with the venue coordinator that your event will be held within the venue’s licensed area.

Best Practices

  • Begin planning alcohol service at least 90 days before your event.
  • Submit the ASU Alcohol Permit Request no later than 15 days before the event.
  • Verify your funding source before purchasing alcohol or bartending services.
  • Hire only licensed and insured bartending companies.
  • Provide food and non-alcoholic beverages throughout the event.
  • Keep copies of all permits, insurance certificates, and approvals with your event records.
  • Coordinate with your venue and bartending company before the event to confirm setup, service times, and cleanup responsibilities.

Tip: Alcohol service requires careful planning and multiple university approvals. Starting the approval process early will help avoid delays and ensure your event complies with ASU policies and state regulations.

Engineering Events Inventory

The Engineering Dean’s Office has a wide selection of event decor and equipment for ASU Staff and Faculty to borrow!

Visit the Engineering Events Inventory website to learn more:

events-inventory.engineering.asu.edu/