Event and Food Permitting

Events on campus are responsible for properly disposing of waste generated in relation to the event. At the conclusion of the event, the site must be left in a clean state without any trash, grease, stains, or other debris left behind. Waste and wastewater must never be dumped on the ground or down a storm drain, as this can pose a risk to our sensitive environment.

If your event is proposing to use products or processes which may involve making a mess on the ground (for example, shaving cream, paint, or chalk), EHSREM may require you to tarp the ground to capture these potential pollutants and prevent staining. Depending on the event's activities, EHSREM may require collection of wastes, such as paint and paint rinse water, and will provide waste collection containers for EHSREM pick up and disposal. 

Portable generators may be used by vendors on campus to power up appliances used for activities, such as mechanical bulls or cooking equipment. Please review the Portable Generator Safety Checklist and provide it to any vendors that may be bringing a portable generator on campus to reduce risk of hazards, including electrocution, carbon monoxide poisoning, or environmental pollution.

Booths

If you will be hosting an open event on the TXST campus where food and/or beverages will be served (sold or given away), your event will need to have an approved Temporary Food Establishment (TFE) Permit as well as a certified food handler.  The required TFE application and supplemental documents as well as the food handler training can be accessed on the food safety page. 

Mobile Food Units

If your department is interested in bringing a Mobile Food Unit on campus (e.g., food truck, food trailer, etc.) please visit the Mobile Food Unit page for more information on booking and permitting. 

Open flame devices that are permitted on the TXST campus include propane grills, sterno candles, and conventional candles (portable charcoal grills are prohibited). All open flame devices may be used in outdoor areas only; no open flame device may be used inside a TXST building. Additionally, propane grills may not be used: 

• On the Quad
• In door openings of buildings and within 40 feet of a building
• On balconies 
• Directly under trees or shrubs

To use an open flame device on the TXST campus, an Open Flame Permit Application must be completed and submitted to EHSREM. Additionally, during the event, a 5 pound ABC fire extinguisher must be kept on site. To access the application, please visit the fire safety page. 

If your group will be hosting any type of event that will involve animals coming onto the TXST campus, approval must be granted by EHSREM. To request approval, complete the EHSREM Event Request Form at least 3 weeks in advance of the even to allow time for processing. When sending the request, the vendor providing the animals for the event will also be required to provide liability insurance (see Vendor section below). 

If the event is approved by EHSREM, the animal handler will need to be on site during the event to care for the animals and ensure safety measures are followed. The animal handler is in charge of ensuring animal waste is picked up and properly disposed of. Leaving animal waste or any other items behind at the conclusion of the event is prohibited. 

Prior to booking vendors and rentals for an event, notify EHSREM by submitting the EHSREM Event Request Form. This will ensure that our office is a part of the planning process for the event. By including our office in the planning process, EHSREM will be able to notify you of any potential permits and safety requirements that may need to be met in order for your event to be approved to take place on the TXST campus.

If your organization will be working with a third party vendor to serve food, set up a mechanical bull, or any other type of activity that would require the vendor to come on campus, a Certificate of Insurance (COI) must be submitted to EHSREM. The COI must meet the following requirements:

• Texas State University (601 University Dr., San Marcos, TX 78666) must be listed as an additional insured
• The Description of Operations Box must state: The Texas State University System and their respective parents, subsidiaries, division, and affiliated are shown as Additional Insureds to the applicable General Liability, Auto Liability, and Umbrella/Excess policies. 
• If commercial vehicles will be brought on campus, automobile liability must be included. 

Common events that require a COI are mechanical bulls, portable ziplines, animals on campus, food vendors, 5K's, and any other activity that requires a vendor to come on campus. 

In some cases, if your organization is interested in renting an area outside of TXST, the company may require that a COI be submitted by TXST. If you need a COI, please notify EHSREM at least 2 weeks in advance and EHSREM will create the required COI. 

When planning large-scale events that will involve numerous vendors/equipment rentals or will have a high attendance rate (200+), make sure to notify EHSREM by completing the EHSREM Event Request Form at least 3 months in advance to ensure EHSREM is a part of the planning process. These types of events will also require that a site map be submitted to our office. By including EHSREM early on, our office can help ensure that your organization is aware of the potential permits that will need to be completed, as large-scale events may require multiple different permits.