July 15, 2020

Interim Policy: Food and Beverages at Events During COVID-19 Pandemic

This policy applies to all events held at indoor and outdoor venues and to all Lewis & Clark-sponsored events, whether conducted on- or off-campus.
Responsible Office
Office of Conferences and Events

Effective: July 8, 2020


Policy Statement and Scope

This interim policy governs Lewis & Clark events during the COVID-19 pandemic, guided by the following principles:

  • The health and safety of the Lewis & Clark community is our top priority.
  • There is no evidence that COVID-19 is spread by food. However, people sharing utensils and congregating around foodservice areas can pose a risk.
  • Following the guidance of the Center for Disease Control and Prevention (CDC) and Oregon Health Authority (OHA), event planners are required to adhere to new food and beverage protocols to keep staff, volunteers, and attendees as safe as possible.

This interim policy applies to all food and beverages served at events approved pursuant to Lewis & Clark’s Interim Policy Regarding Event Management During COVID-19 Pandemic. This policy supplements — and does not replace —federal, state, or county health and safety regulations with which gatherings must comply. This policy applies to all events held at indoor and outdoor venues and to all Lewis & Clark-sponsored events, whether conducted on- or off-campus. This policy excludes board plans and retail sales managed by Lewis & Clark’s foodservice provider, Bon Appétit Management Corporation (Bon Appétit).

Sources of Food and Beverage at Events

Event planners are permitted to offer food and beverages to attendees limited to the following options. All food is required to be prepared in a licensed commercial kitchen.

  • Food and beverage service may be provided by Bon Appétit or another one of
    Lewis & Clark’s Preferred Caterers (contact the Office of Conferences and Events for information).
  • Food may be provided to attendees directly by an event organizer wearing gloves.
  • Food must be in sealed grab-in-go boxes, bags, or containers. Beverages must be served in recyclable cans or containers with lids.
  • The Lewis & Clark Foodservice Waiver online form is required for all self-catered gatherings.
Safety Modifications
  • Meal service in academic spaces or office spaces is not permitted.
  • Sharing utensils, containers, food and/or beverages is not permitted.
  • Self-serve food or drink options (e.g., buffets, salad bars, tray-passed hors d’oeuvres, self-serve crudités and desserts, and drink stations) are not permitted.
  • Potluck or family-style shared meals are not permitted.
  • Dining tables may not be set with exposed tableware (napkins, utensils, plates, glassware).
  • Food or beverages may not be left sitting out uncovered where attendees are gathered
    (e.g., trays of snacks or hors d’oeuvres, stacks of pizza boxes, plates of desserts, pitchers of juice).
Foodservice Requirements
  • Provide condiments, such as salt and pepper, ketchup, hot sauce, and sugar in single-service containers.
  • Use disposable foodservice items including utensils and dishes. If disposable items are not feasible, ensure all non-disposable foodservice items are handled with gloves and washed with dish soap and hot water or in a dishwasher.
  • Avoid the use of plastic containers and bottles.
Alcoholic Beverages
  • Lewis & Clark’s Preferred Caterers shall provide alcoholic beverages and bartending services for events in accordance with the Oregon Liquor Control Commission (OLCC) regulations.
  • An OLCC-licensed bartender is required to serve alcoholic beverages at all gatherings.
  • Avoid cash transactions by offering cashless or hosted bars.
  • Minimize lines and queues. Ensure attendees remain at least 6 feet apart when ordering beverages from a bartender. Mark designated spots on the floor where attendees will wait in line, and increase the number of bar stations to reduce guests congregating.
  • The Lewis & Clark Alcohol Use Approval online form must be completed and approved if alcohol is to be served.

The Office of Conferences and Events is to issue additional guidance and protocols to implement this policy and to assure ongoing consistency with applicable public health regulations.


Who Approved the Policy

Submitted by: Andrea Dooley, Chief Financial Officer and VP for Operations
Adopted: July 8, 2020 by Lewis & Clark Executive Council


Publication Date
Effective: July 15, 2020


Key Relevant Documents
Interim Policy: Event Management During COVID-19 Pandemic

Guidance for Event Planners and Organizers During COVID-19 Pandemic