Information and Requirements from the Tompkins County Health Department

Temporary Food Permit Training

• Take the TCHD food safety training Course and quiz!
• Information on obtaining a temporary food permit
• Frequently Asked Questions for Temporary Food Service Permits
  

Time/Temperature Controlled for Safety foods are foods that can support the growth of microorganisms. Examples include milk and milk products, eggs, shellfish and crustaceans, fish, sliced tomatoes and cut melons, meat such as beef, pork and lamb, poultry, raw sprouts and sprout seeds, cooked vegetables, rice and beans, tofu or other soy protein and untreated garlic-in-oil mixtures.

A handwashing station must be made available at the location where the food is prepared as well as where it is served (not just through the door into a bathroom).

If Time/Temperature Controlled for Safety foods are being served, a thermometer is required, and the group/operator must use it to monitor cold temperatures as well as hot temperatures. ​The thermometer must be able to read from 0-220 degrees Fahrenheit (F).

Food that is cooked must be kept hot for service and must be no less than 140 degrees F. Even if the food is being served, the food still needs to be heated to stay above 140 degrees F.

Food that is served cold or is being stored in refrigeration until it is cooked/served must be kept at 45 degrees F ​or less.

Important cooking temperatures:

• Poultry 165 degrees F
• Ground beef 158 degrees F
• Pork 150 degrees F
• Eggs 145 degrees F

Any cooked items that don’t fit into these categories must be be cooked and held at 140*F.

Food must be protected during service: No bare hand contact and the food must be supervised to ensure this. Food should be covered when not actively being served.
Food cannot be prepared in a home kitchen/dorm room. Food must be prepared on-site at the event or in a kitchen permitted by the Health Department.

Tompkins County Health Department Fact Sheets for Temporary Food Service 

• Temporary Food Permit Checklist
• Bake Sale Checklist
• Barbecue Food Safety Tips
  Conducting a Safe Bake Sale
• Eliminate Bare Hand Contact
• How to Plan a Safe Event
• Important Food Temperatures
• Tips for Food Safety at Community Events
• Keeping Potluck Meals Safe
• Approved Method of Manual Dish Washing
• NYS Sanitary Code Part 14-2 (New York State Dept. of Health)

Preparing and Serving Food

The Office of Risk Management and Insurance is committed to assisting members of the Cornell University community manage the risks associated with preparing and serving food at University events.  A University event is an event that is sponsored by an individual or entity on behalf of the university, or an event that takes place on university-controlled property.

This information is supplemental to the information linked above that was created by the Tompkins County Health Department. It is important to be aware of and abide by all guidelines listed, described, or linked from this page.

1. The Tompkins County Health Department may require a Temporary Food Permit (see above) at events where food is prepared and served to the public. A Permit will not be necessary for events that are limited to invited guests only.
2. Label food items that might contain common food allergens such as, but not limited to, dairy, egg, fish, peanuts, soy, shellfish, tree nuts and wheat.
3. Tables, chairs, electrical cords, and water hoses must be set up in locations that do not block walkways or doorways and do not create tripping hazards.
4. Volunteers should be responsible for serving food to the attendees.
5. Trash and rubbish containers with plastic bag liners need to be provided for garbage and re-use disposal.
6. Contact Environmental Health and Safety (EH&S) if you will be using burners, hot plates, Sterno, or other flames to heat the food.
7. Ice that is consumed or that touches food must be made from potable water.
8. Servers who handle food must do so with disposable gloves and wear hair restraints.
9. Servers should use serving tongs to avoid cross contact.
10. Spills must be cleaned up immediately.
11. Dispose of leftover food at the conclusion of the event. Do not let attendees take home food from the event.
12. Dispose of trash and ensure the event space is clean.

Events with Alcohol

Event sponsors hosting events with alcohol on University property must adhere to the following requirements:

Review University Policy 4.8, Alcohol and Other Drugs

Landlord Authorization Form

In addition to the Certificate of Insurance for serving alcohol, caterers need to have a Landlord Authorization Form signed for every event. The New York State Liquor Authority should receive these 15 days prior to the event. The Landlord Authorization Form is required for all venues except for the five listed below. If you have questions about the Landlord Authorization Form, email the Office of Risk Management and Insurance. (Note: Building or facility coordinators do not have the authority to approve a Landlord Authorization Form.)

If the event is happening on a Cornell campus, it must be registered in Scheduling@Cornell (25Live).

Licensed Facilities
These locations are the only ones that do not need a Landlord Authorization Form since they are licensed, and the designated Cornell Unit must provide service at these locations.

• Statler Hotel
• Willard Straight Hall
• Keglers Pub in Helen Newman Hall
• Moakley House
• Big Red Barn

A professional caterer is required for alcohol service under certain circumstances, and strongly recommended for all others.

If your event meets the criteria to allow alcohol, an individual must be assigned to manage and distribute the alcohol. That person must be aware that they are assuming responsibility for the alcohol service, which includes the risks of personal civil and criminal liability.

A caterer is required for alcohol service if any of the following are true:

• There will be more than 50 individuals in attendance at any one time. (If a professional caterer is not present, someone must monitor and manage the number of people present–work the door–to make sure it does not go over 50)
• Anyone will be attending who was not personally invited, such as attendees who see an open invitation
• The event is primarily or significantly for undergraduates
• There will be a cash bar
• The event has been advertised

A caterer is strongly recommended for the following, but an employee may assume responsibility if the following are true and they understand they assume the risk of personal civil and criminal liability.

University Employee

A University employee may assume responsibility for alcohol service only under the following conditions:

• The events is for invited guests only
• A majority of guests are at least 21 years old
• No more than 50 guests will be at the event at one time, and someone will be monitoring attendance to prevent that from happening
• Event organizers must develop and follow a plan for managing the event, including:
  •  When someone requests alcohol, the person responsible for the alcohol checks that guest’s identification before serving it
  • They ensure heavy food and water are available throughout the duration of the event
  • The individual responsible for alcohol service must refrain from drinking alcohol at the event
  • Limit alcohol consumption to one drink per person, per hour during the event
  • Never serve alcohol to anyone who appears to have been consuming alcohol or other drugs prior to the event
  • Discard leftover food and alcohol at the conclusion of the event
  • Ensure heavy food and water is available throughout the duration of the event.

Graduate Student

A graduate student may assume responsibility for alcohol service only under the following conditions:

• The event is for invited graduate students and/or employees only
• A majority of guests are at least 21 years old
• No more than 50 guests will be at the event at one time, and someone will be monitoring attendance to prevent that from happening
• Event organizers must develop and follow a plan for managing the event, including:
  •  When someone requests alcohol, the person responsible for the alcohol checks that guest’s identification before serving it
  • They ensure heavy food and water are available throughout the duration of the event
  • The individual responsible for alcohol service must refrain from drinking alcohol at the event
  • Limit alcohol consumption to one drink per person, per hour during the event
  • Never serve alcohol to anyone who appears to have been consuming alcohol or other drugs prior to the event
  • Discard leftover food and alcohol at the conclusion of the event
  • Ensure heavy food and water is available throughout the duration of the event.

Undergraduate Students

Undergraduate students cannot provide alcohol at events on University property.

Caterers

Event coordinators are responsible for making sure that Caterers serving alcohol:

• Are licensed and insured
• Are registered with Procurement Services to cater events on University property
• Satisfy the University’s minimum insurance requirements
• Obtain a New York State Special Event Permit and display it at the event
• Have a Landlord Authorization Form unless the event is held at one of the locations listed above (See Landlord Authorization Form)

Alcohol Auctions

If alcohol is being auctioned, it is necessary to obtain a New York State Charitable Permit.