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Food Trucks, Inflatables, and BBQ’s: Your Guide to Planning a Picnic

Article from Campus Programming Magazine: Inflatables & Liability: 20 Questions to Make Sure Your Event is Safe

 

Food Trucks:

Food Trucks are becoming a regular addition on campus to many student organization events.  While the College wants to support the idea of food trucks, there are some policies that must be followed to secure a food truck(s) as part of any on campus event.  When thinking of bringing a food truck(s) as a part of your event, please review the following guidelines and schedule a meeting with the Office of Student Involvement.

Food Truck Guidelines for Student Organizations:

  1. Food Trucks may be brought to campus in support of a scheduled event, but are NOT the event itself.
  2. Contact the Office of Student Involvement at least 6 months prior to your desired event.
  3. Request Event Space on BookIt.
  4. Permits: All food trucks must pull specific permits to operate on campus.  The Student Organization/Department should contact the Office of Student Involvement for further details on permitting at least 6 months prior to your event.  All permits require working with local and state government officials and have specific processing times.
  5. Student Organizations should always adhere to the Student Organization Fundraising Policy.
  6. Food Truck companies must adhere to all College guidelines and may not be approved based on past history.
  7. In granting approval the Office of Student Involvement will work closely with the BSC Student Event Scheduler, TCNJ Parking, and TCNJ Police.
  8. Food Trucks are responsible for ALL trash removal.
  9. Unless otherwise stated, Food Trucks should plan to be 100% self-contained. The College is under no obligation to provide access to water or electric.

 

Food trucks may also be allowed on campus as a catered event. Catered events are events where food is pre-paid by the Student Organization, provided free of charge to guests, and not sold to individual participants. If the event is catered, the event must be scheduled and approved through BookIt, and a contract between the Food Truck and your Student Organization.

 

All food trucks will be required to provide the following:

All policies and certificates of insurance, except workers’ compensation, shall be endorsed to name TCNJ as an additional insured and provide for the insurer’s waiver of subrogation in favor of TCNJ.

  1. Commercial General Liability Insurance covering bodily injury, death or property damage with minimum combined single limits of $2,000,000.00 per occurrence and in the aggregate. This policy shall be endorsed to name the TCNJ as an additional insured and include broad form contractual liability, products liability and completed operations coverage.
  2. Worker’s Compensation and Employer’s Liability Insurance which provides statutory coverage in accordance with the Worker’s Compensation Laws of the State of New Jersey and Employer’s Liability coverage with limits of not less than:
    a. $1,000,000 each employee for Bodily Injury by Accident
    b. $1,000,000 each employee for Bodily Injury by Disease
    c. $1,000,000 Bodily Injury by Disease policy limit
  3. Business Automobile Liability insurance covering all owned, non-owned and hired vehicles with a combined single limit of $1,000,000 each accident and in the aggregate.
  4. Copy of Current Food Safety Certification for at least one food handler.
  5. Copy of Current Mobile Food Vendor License.

 

Inflatables:

Take Appropriate Safety Precautions!

When renting an inflatable, work only with experienced, reputable operators who have the correct state licenses, and carry the appropriate level of insurance. New Jersey has laws that specifically regulate the private rental of inflatable games. Ask about the operator’s safety record, and if desired, request—and check—references. The Office of Student Involvement can assist you with identifying companies with whom the college has a current working relationship.

Some inflatables are designed for children, and others are designed for adults. Based on who will be attending the event, be sure that you are ordering the appropriate type of game. In addition, some games are more dangerous than others. For example, more injuries seem to occur on tall slides with steep inclines and on water games. Consider using a waiver form for all participants, that protects both your organization, and the college.

The Office of Student Involvement is available to advise and discuss rental contracts, especially if it contains risk-shifting clauses, such as indemnification, hold harmless agreements, and waivers. Your organization should also consult with SFB to determine if the Student Organization Insurance Policy will cover the risks associated with having an inflatable on campus.

It is advisable to hire event attendants/operators in addition to the attractions themselves, to ensure that proper safety measures and use of equipment are being followed. Student Organizations can also request TCNJ EMS be on-site during events, to ensure that any injuries are immediately and properly treated.

In order to have an inflatable on campus, Student Organizations must work request their event in BookIt, and work with the BSC Student Event Scheduler to coordinate logistics with campus service providers.

All rental companies will be required to provide the following:

All policies and certificates of insurance, except workers’ compensation, shall be endorsed to name TCNJ as an additional insured and provide for the insurer’s waiver of subrogation in favor of TCNJ.

  1. Commercial General Liability Insurance covering bodily injury, death or property damage with minimum combined single limits of $2,000,000.00 per occurrence and in the aggregate. This policy shall be endorsed to name the TCNJ as an additional insured and include broad form contractual liability, products liability and completed operations coverage.
  2. Worker’s Compensation and Employer’s Liability Insurance which provides statutory coverage in accordance with the Worker’s Compensation Laws of the State of New Jersey and Employer’s Liability coverage with limits of not less than:
    a. $1,000,000 each employee for Bodily Injury by Accident
    b. $1,000,000 each employee for Bodily Injury by Disease
    c. $1,000,000 Bodily Injury by Disease policy limit
  3. Business Automobile Liability insurance covering all owned, non-owned and hired vehicles with a combined single limit of $1,000,000 each accident and in the aggregate.

 

BBQ’s:

Recognized Student Organizations may work with the College to have events where grilling is permitted by completing the TCNJ BBQ Permit Application Form.

Please note that your organization is responsible for storing the grills, gas tanks, and charcoal off campus. Personal grills are not permitted in any campus buildings, including residence halls.

Below are safety procedures for the use of grills, and they vary by type (propane and charcoal)

General Grilling Guidelines:

  • At least one current fire extinguisher must be immediately available, and unobstructed, for each grill, for the duration of the event.
    • 2 grills = 2 or more fire extinguishers; 3 grills = 3 or more; and so on.
    • Include the number of Fire Extinguishers within the contract to have Facilities provide and setup the fire extinguisher(s).
  • No grills may be used to cook inside tents or buildings.
  • Grills must be at least ten (10) feet from a building or other structure.
  • If there are multiple grills being used, the grills must be at least fifteen (15) feet apart.
  • Prevent general access to the grilling area (use tables or other barriers).
  • Do not use the grill until the State Fire Inspector has provided the necessary permit(s).

Propane Grill Guidelines:

  • Prior to use, the propane tank must be properly secured to the grill, and the tank and gas line connection checked for leaks.
  • Spare propane tanks must be kept upright and secured in a location at least ten (10) feet away from buildings, and at least fifteen (15) feet from any grills.
  • Propane tanks may not be brought into a TCNJ campus building, and must be secured when not in use.
    • It’s best to bring them on campus the day of the event, and promptly remove them from campus after the event.

Charcoal Grill Guidelines:

  • Lighter fluid and charcoal must be kept in a location at least ten (10) feet away from buildings, and at least fifteen (15) feet from any grills.
  • The group using the charcoal grill is responsible for fully extinguishing the hot coals after use, and for disposing of the remnants in a proper receptacle.  Hot coals must not to be placed in any outdoor trash containers.
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