FAQ

IU Indianapolis FOOD SERVICES EXCLUSIVITY AGREEMENT

Indiana University is contracted with Chartwells Higher Education Food Management Company to provide all residential, retail, concessions and catering food and beverage service on the campus of IU Indianapolis.  The geographic exclusivity for catering services has been modified effective January 1, 2023.  Chartwells Catering Services maintains the exclusive rights to cater all events and meetings in the Campus Center with six (6) exceptions noted below. 

Automatic Exceptions to the Campus Center Catering Exclusivity (waiver not needed)

• Pizza/Cake/Donut Orders: Events or meetings where these food items will be served.  It is acknowledged that beverage service would be included and would be exempt too.
• Donations: Sponsorships of events by an "outside" restaurant, caterer, grocery store, or food distributor that donates (100%) food and beverage for the event. To ensure contract compliance, a donation letter on the donor's letterhead with the donation information including event name, event date, location, amount, and items must be forwarded via email to Chartwells Catering office at catering@iupui.edu and Auxiliary Services at aux@iu.edu.   
• Pitch-ins: Pitch-ins, which are defined as food and beverage provided by the participants of a private event without reimbursement from a university or IU Foundation account and not intended to be resold, are exempt.  Pitch-ins are not allowable for events open to the public.
• Minimum Order: If the total cost of purchased food and beverage for an event is less than $100.
• Fundraisers: Food fundraisers can serve as a source of revenue for student groups and approved campus-wide initiatives such as the IU Indianapolis United Way Campaign. Food fundraisers are regulated and more information may be found at this Environmental Health & Safety Temporary Food Service Events link. 
• Registered Student Organizations in the Spot: food and beverage for registered student organizations’ events and meetings are exempt.

Exceptions to the Campus Center Catering Exclusivity Requiring Approval (waiver needed)

• Capacity Issues:  on occasion it may not be possible for Chartwells to provide service due to prior catering commitments. These circumstances should be rare, and when exist, alternate dates or service format should be considered.  Chartwells will discuss options with the event or meeting coordinator.  If an alternative solution is not available, a third-party caterer will be permitted.  Chartwells will provide a waiver via email to the event coordinator with a copy to Auxiliary Services.

Chartwells Catering Services will continue to be a preferred caterer for all other campus locations. Outside of the Campus Center, Chartwells or any third-party caterer approved to do business with Indiana University may be used. All events offering food to the public on IU properties must comply with IU Policy for Temporary Food Service Events. These events must also meet requirements of the Office of Insurance, Loss Control and Claims policies relating to food service and alcohol. Most public events with food will require prior approval by IUEHS, visit the Temporary Food Service Events link above for further information.  Please also note the exclusivity and its exceptions do not release one from compliance with the university contract with Coca Cola.  The Coca Cola beverage contract states all beverages including water sold, served, distributed, sampled, or otherwise available on university property must be a product of Coca Cola with exception to the following permitted products:  fresh milk, freshly brewed hot tea, freshly brewed hot coffee, freshly brewed hot chocolate, unbranded milkshakes and unbranded smoothies made on premise from fresh ingredients.  Additional information may be found at this Purchasing Non-Alcoholic Beverages link.

Please note this agreement may be modified at any time - refer to IU Indianapolis Auxiliary Services FAQs  for the latest information.

Chartwells administrative office is located in the Campus Center lower level suite 50. Feel free to walk-in or call 317-231-0208.  Additionally, you can reach out directly to the management team via email, visit Chartwells Dine On Campus website for the directory. 

IU Environmental Health and Safety (EHS) has put together a decision tree to determine if the food and beverage at your event needs a temporary food service permit.  This tool may be accessed from this EHS link which will prompt an automated download of the decision tree.  

Contact Information by Category

• Chartwells exclusivity agreement, contact the Office of Auxiliary Services at aux@iu.edu or 317-274-2700
• Approved food vendors, contact IU Purchasing
• Food safety, contact Environmental Health and Safety (EHS) at foodsafe@iu.edu or 812-855-2004
• Food vendor insurance requirements, contact Office of Insurance, Loss Control & Claims (INLOCC) at inlocc@iu.edu or 812-855-9758

Indiana University's policy on the Service of Alcohol

 (FIN-INS-10) outlines procedures regulating the service of alcoholic beverages at any function held on University property and any University function regardless of location. Follow the link above to read the full policy. Please note this policy only states the IU policy, there are additional state excise regulations that govern the service of alcohol.  Read more about this in the Alcohol Permits and Bartender License Information section below.

There are multiple ways to determine what type of alcohol beverage permit a caterer/vendor owns?

1. Ask the vendor what type of license they own.  This can be verified on the Indy.gov permit search.  Use this document for directions when doing a search. 
2. Use the Indy.gov permit search noted above to identify a vendor with a catering license.
3. Lastly, you can refer to the pre-approved list of caterers on INLOCC' website however please note this list contains vendors that have submitted a COI, it does not necessarily mean they have an active alcohol permit. You need to confirm with the vendor that they have an active permit to serve liquor, beer and wine or will be applying for a temporary beer and wine permit with the state. 

   IMPORTANT:  Please note, any vendor used to serve alcohol also needs a COI on file and be an approved IU vendor.  You will need to confirm with the IU Office of Insurance, Loss Control & Claims (INLOCC) and IU Purchasing respectively.  Contact INLOCC at inlocc@iu.edu or 812-855-9758 and Purchasing at (812) 855-3720 or by submitting the support form located on their contact us page. For those using IU Indianapolis dining partner, Chartwells, none of the above is necessary. 

Please be aware that an alcohol license/permit and a server/bartender license/permit are not the same and both are needed when alcohol is being served, no exceptions.   A licensed bartender by the Indiana Alcohol and Tobacco Commission (ATC) alone does not meet Indiana State Excise regulations for the service of alcohol at an event or function.  The following five event/function formats do meet Indiana State Excise regulations for alcohol service: 

1. An event or function takes place at a licensed facility.  This includes places such as a catering hall, a restaurant/bar, or a hotel that owns an active alcohol permit.  On the IU Indianapolis campus, only three such locations exist:  the Campus Center room 450, the Campus Center room 450 prefunction lounge, and Chancellor's Restaurant at University Tower.  Additionally pending state approval and/or planned are the IU Natatorium and the Jungle concessions and concessions in the planned arena opening in fall 2026.  Please note, no one other than the vendor that owns the liquor license (Compass Group, Chartwells in this case) is permitted to serve alcohol in those spaces, no exceptions. 
2. An event or function that is not at a licensed facility as noted in #1 whereby the organizer of the event/function is using a caterer who owns a supplemental catering license. Vendors/caterers with this license are the only other vendor in addition to #1, permitted to provide and serve liquor, beer and wine because they also own a three way license that permits them to sell all three beverage types. This type of vendor will also supply the licensed server/bartender by the ATC for the event/function.  Please note this type of vendor still needs to apply to serve alcohol at your specific event by submitting a Catering Authority Request through Indiana State Excise District 6 even though they are already permitted to serve alcohol.  
3. An event or function that is not at a licensed facility as noted in #1 whereby the organizer of the event/function  has obtained a temporary beer and wine permit for the specific function and has obtained a licensed server/bartender by the ATC to serve the alcohol.  This server/bartender can be someone within the department that has such a license.
4. An event or function that is not at a licensed facility as noted in #1 whereby the organizer of the event/function is using a vendor without a supplemental catering permit who will obtain a temporary beer and wine permit for the specific event or function and who will obtain a licensed server/bartender by the ATC to serve the alcohol.

• Please note if using either #3 or #4,the application for a temporary beer and wine permit requires the signature of the chief law enforcement officer for the agency who has jurisdiction over the area where the event is to be held.  For the IU Indianapolis campus this is the Chief of the IU Indianapolis Police Department.
• For all events, either the approved Catering Authority Request/Form 222 or the approved temporary beer and wine permit letter must be displayed in a conspicuous location where the alcohol is being dispensed at the catered location.