G7 – Food Services Procedures

1.0 Purpose

The purpose of the Food Services Procedures (“Procedures”) is to establish a standardized, transparent, and accountable framework for the provision, sale, and service of food and beverages on RRC Polytech campuses. These Procedures ensure that all food service activities are conducted in compliance with applicable laws, regulations, institutional policies, and public health standards. They aim to promote the health and safety of the College community, ensure consistent application of food service requirements, and support RRC Polytech’s commitment to quality, sustainability, and responsible operations.

2.0 Scope and Applicability

These Procedures apply to all employees, students, contractors, external vendors, and third parties who prepare, serve, sell, or distribute food and beverages on RRC Polytech campuses, whether for retail, catering, fundraising, or private events. They also apply to any events hosted on RRC Polytech property by external groups.

3.0 Definitions

Unless otherwise stated, all terms used in these Procedures shall have the same meaning as defined in the G7 Food Services Policy and the RRC Polytech Glossary.

1. Non-Potentially Hazardous Foods – Foods that do not require temperature control for safety and remain safe at room temperature, as defined in the Province of Manitoba’s Farmers’ Market Guidelines.

4.0 Retail Food Services Requirements

1. Only food services providers approved by the Director, Ancillary Services, or their delegate are permitted to sell food and beverages on RRC Polytech campuses.
2. All retail food services providers must comply with applicable municipal, provincial, and federal food safety and licensing regulations.

5.0 Catering Procedures

1. All catering for RRC Polytech departmental events, external bookings of Polytech spaces, Student Association events, and student club functions must be arranged through RRC Polytech’s contracted Food Services providers, unless a written exemption is granted by the Director, Ancillary Services, or their delegate.
2. Requests for exemption must be submitted via email to the Director, Ancillary Services, or their delegate at least fifteen (15) business days before the event.
3. Approved external caterers must:
   1. Comply with all applicable provincial and municipal food safety regulations;
   2. Provide a valid Health Permit and Food Handling Permit upon request;
   3. Assume full responsibility for any complaints or health issues arising from their service.

6.0 Potluck Guidelines

1. Potlucks are permitted if they comply with these Procedures and Manitoba Health’s Community Dinner Guidelines. Permission may be revoked for failure to follow these requirements.
2. Potlucks must:
   1. Be considered private events and not publicly advertised to the broader College community;
   2. Be free to attend and not used for fundraising;
   3. Have all cooking and preparation occur off-campus;
   4. Serve only non-alcoholic beverages;
   5. Appoint a Food Coordinator responsible for allergy awareness, maintaining a participant list with food details and ingredients, and ensuring compliance with the Community Dinner Guidelines.

7.0 Fundraising Bake Sales and Markets

1. Fundraising Bake Sales and Markets require the approval of the Director, Ancillary Services, or their delegate and must comply with the Province of Manitoba’s Farmer’s Market Guidelines for bake sales, flea markets and craft sales.
2. The event organizer must submit a written request at least twenty-five (25) business days before the event, including a list of vendors and their contact information.
3. The Director, Ancillary Services, or their delegate is responsible for applying for the required operating permit at least fourteen (14) business days before the event.
4. During the event, the organizer must maintain an up-to-date list of vendors and products being sold.

8.0 Food Safety Requirements

1. Vendors may only sell Non-Potentially Hazardous Foods.
2. All food products must have a complete ingredient list, with allergens clearly identified, including: Almonds, Brazil nuts, cashews, hazelnuts, macadamia nuts, pecans, pine nuts, pistachios, walnuts, peanuts, milk, eggs, wheat, triticale, soy, sesame, seafood, shellfish, mustard, and sulphites.

9.0 Barbecue Restrictions

1. Barbecues are prohibited on RRC Polytech campuses unless provided by RRC Polytech’s contracted Food Services providers.