Food Exception Request Form Application

A Food Exception Request (FER) should be submitted in circumstances where an Arizona State University venue being utilized holds an exclusive catering contract and where an event planner is seeking an exception to the contract in order to purchase and/or serve "Ready to Eat" (RTE) food/beverage items from an alternate vendor.

Submission of this form is required at least 14 days prior to the event or reservation date. Multiple vendors can be listed within this form if all fall under the RTE definition.

“Ready to Eat” or RTE refers to any type of food that is edible without additional preparation to achieve food safety, and there is no onsite food preparation prior to consumption. Common examples of “Ready to Eat” food/beverage items include pizza, sub sandwiches, etc. that are dropped off or picked up and brought to an event at the planned time of consumption. If your event is being hosted in a venue that does not have an exclusive food contract, please visit the Food Safety and Health website linked below for instructions on how to verify your food vendor is eligible to be utilized.

If your event will have on-site “open food” preparation (i.e. mobile food trucks, on-site food catering, etc.) then instead, you should complete a Temporary Food Establishment Permit application. Temporary Food Establishment Permit applications should be submitted for each unique on-site vendor anticipated.

For more information regarding Food and Beverage Approvals, visit: https://eoss.asu.edu/food-safety-and-health

Is your event or reservation venue a food contract exclusive location?

Yes

Completion of this form is only necessary in circumstances where an Arizona State University venue being utilized holds an exclusive catering contract and where an event planner is seeking an exception to the contract in order to purchase and/or serve "Ready to Eat" (RTE) food/beverage items from an alternate vendor.

Campus where event will be held:

Downtown Campus

Polytechnic Campus

Tempe Campus

West Campus

Event Location (Building/Space and/or Room Number):

Name of Event

Date(s) of Event

This event will be hosted by: (Select All That Apply)

Registered Student Organization

ASU Department/Enterprise

Other

Other:

Who will be invited to this event? (Select all that apply)

Current ASU Students

Current ASU Faculty and Staff

General Public or Non-ASU Affiliated

Name of Host Department/Organization:

ASU Event Contact(s):

ASU Event Contact Phone Number(s):

ASU Event Contact(s) ASU Email Address(es):

Overseeing Supervisor/Advisor Name:

Overseeing Supervisor/Advisor Phone:

Overseeing Supervisor/Advisor ASU Email:

Description of Event (250 Characters or Less):

Name of Food Establishment/Location Providing Food (may list multiple vendors, if necessary):

Address of Food Establishment/Location Providing Food (if multiple vendors entered, list each vendor address/location):

List all foods and/or beverages being purchased to serve:

Anticipated Start Time for Food Service:

Anticipated End Time for Food Service:

Approximate Number of People to Be Served Food and/or Beverage:

How will food and beverage be delivered to the event? (Select all that apply)

Pick-up from Listed Food Establishment

Delivery from Listed Food Establishment

Who will be serving the food at the event?

Acknowledgements:

(1) I understand this application is only for Ready to Eat (RTE) food/beverage items. Any onsite “open food or beverage” preparation/service requires a Temporary Food Establishment Permit. For additional information, please visit https://eoss.asu.edu/mu/plan_event/food.

(2) Food served at ASU-hosted events must comply with FDA Food Code 3-201.11; All food must be from an approved source. Home canned and advanced preparation of food in private residences is not allowed.

(3) I have verified that all food establishments listed in this Food Exception Request Form are eligible to be used for food or beverage service prior to completing this form. Eligibility has been determined by ensuring that all food establishments listed have a current permit to operate AND have sufficient food safety history per the Maricopa County Restaurant Ratings website.

(1) https://eoss.asu.edu/mu/plan_event/food
(2) FDA Food Code

Questions regarding your submission can be sent to foodexceptions@asu.edu.