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School of Human Ecology Guidelines for the Inclusion of Food at Events
Guidelines for the inclusion of food
These guidelines were developed to clarify the appropriate inclusion of food in SoHE meetings and events. The School of Human Ecology places a high value on ensuring all our stakeholders (students, alums, staff, faculty, donors, community and more) feel at home in our school:
Vision Pillar #5 – Connecting diverse stakeholders, SoHE creates collaborative solutions for family & community well-being.
Vision Pillar #10 -Inclusive and Welcoming Environment for All.
Vision Pillar #9 – A lean, efficient, responsive administrative structure driven by mission.
A welcoming environment helps the SoHE foster fruitful and lasting relationships with internal and external stakeholders. Offering food may also play an important or cultural role to create a sense of “welcome” for strategic relationships or stakeholders, it may support the outcomes of an event or meeting or simply to express gratitude.
If food is determined necessary:
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Ensure that food choices and amount match the goals of the event and time of the day. Ensure that your chosen vendor accommodates attendees’ dietary restrictions.
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Consider the quantity to avoid leftovers and waste. The planning goal for any event should be zero leftovers.
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Internal meetings under 2 hours may offer snacks purchased through ShopUW
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Internal meetings of 2 hours or more may offer a meal when approved by the department chair or Unit leadership.
Examples of SoHE events where food may be allowed.
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SoHE Business Meetings |
SoHE Hosted Events |
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All School Retreats |
Gallery Events |
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Internal meetings of 2 hours or more when approved by the department chair or Unit leadership |
Special donor recognitions |
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Position search site-visits |
Special staff recognitions such as retirements |
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Prospective graduate student visit day |
Student graduation |
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New graduate student orientation |
Advisory Board meetings |
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Visiting lecturer/scholar discussion with faculty and students |
Receptions |
Food at Student-facing Events
Food can serve important community-building and inclusion-generating purposes at student events; events such as the POWER UP Lunch and Graduate Research Scholars Community Meetings, both of which centrally feature a meal, serve the critical purpose of creating affinity spaces for historically marginalized students and faculty. Food can also often be an advertising tool that helps get students in the door for important academic events, such as career advising or course enrollment check-ins. Food may also be an appropriate way to show thanks to students for participating in volunteer activities within the School. Below are a few guidelines for when and how to include food in a student event.
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With a few noted exceptions (such as POWER UP lunch), events with food should have agendas or clear objectives. In other words, food should supplement existing rich and valuable programming for students, rather than be the main feature of the event.
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Full meals should not be served regularly, but be reserved for celebratory or special occasions. Refreshments are appropriate for most regularly occurring student events.
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As with other SoHE events, consider the quantity to avoid leftovers and waste. The planning goal for any event should be zero leftovers.
Examples of SoHE student events where food may be allowed:
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SoHE Student Events (may be classified as business meetings or hosted events) |
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Seminars and workshops (including One SoHE PDS, Quantitative Methods Seminar, and MD+I seminar series) |
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Community-building meals such as GRS community meetings, POWER UP Lunch, International Student Coffee & Conversation, Hmong student dinner |
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Student Town Halls |
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Advising & Career Center student advising and networking events |
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Student capstone events (MDI spring showcase, DS fashion show) |
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Food served to student volunteers at SoHE events such as Visit Day, External review, etc. (may be provided in the form of Union Cards) |
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Student employee training |
Official Functions:
An Official Function is defined as a function that substantially advances/contributes to SoHE/UW's mission, supports community value, or recognizes and rewards exceptional performance and service, and may have a social component. Official Functions require pre-approval before making purchases, and cannot be charged to GPR (101 or 104) funds.
Examples of events that could be considered Official Functions (not a comprehensive list):
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Official Functions |
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Functions for parents of pre-registering students. |
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Functions for graduating classes and their parents. |
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Recognition functions to honor distinguished faculty, staff and students for significant, meritorious achievements. |
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Employee recognition and morale/team building events |
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Annual holiday/general appreciation events. |
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Functions related to opening of new facilities and dedication ceremonies. |
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Functions for community leaders, prominent visitors, legislators and officials, or leaders of educational programs. |
If ever in doubt about whether or not an event qualifies as an Official Function, please see the Business Office. Purely social functions that have no SoHE/UW business purpose or don't add or contribute to SoHE/UW's mission are not supported.
Policy/Procedure Links:
SoHE Business Office KnowledgeBase:
Event Planning (https://kb.wisc.edu/sohe/105723)
Hosted Meals/Refreshments/Receptions (https://kb.wisc.edu/sohe/105269)
UW-Madison Campus:
Business Meals (https://policy.wisc.edu/library/UW-3039)
Planning a UW Event (https://businessservices.wisc.edu/purchasing/planning-an-uw-event/)
Catering (On and Off Campus) Policy (https://policy.wisc.edu/library/UW-3049)
Official Functions and Expenses Policy (https://policy.wisc.edu/library/UW-3075)
Official Functions and Expenses Pre-Approval Form - route to Tammy in Business Office for approval (https://businessservices.wisc.edu/documents/official-functions-and-expenses-pre-approval-form/)
Resource Links
Attendance Template (https://businessservices.wisc.edu/documents/events-participant-list/)
Project Management Form (https://uwmadison.box.com/s/o7yisqsa94vygn9b5u4aafxmindhf36c)