RHA BBQ Policy

Last updated: May 2025

Barbecues can be a great way to build community and get people to come to events, however preparing meat-based items can come with risks. This policy was drafted from Vancouver Coastal Health guidelines to ensure that student-led events where meat-based items are prepared, are safe as possible and align with campus and municipal guidelines.

On this page

When to use this policy

This policy is used only in situations where RHA leaders cook meat-based items for resident consumption as part of a council organized affair.

This policy doesn’t apply to catered food (i.e., Uber Eats) where food items are cooked in professional kitchens.

How to use this policy

Please review this document and submit the RHA BBQ Program Submission Form no later than three weeks before your event.

Upon submission, a copy of the submission will be submitted to a member of your council as well as your Advisor. Please use best judgement to promptly discuss your submission with your Advisor.

Preparing for the event

  • No food items can be for sale, due to VCH policies related to exempted temporary events.
  • One person on site during the event must have at least a valid Level 1 Foodsafe.
  • Handwashing location must be identified within 200 m of the food preparation site.
  • Reach out to UBC Food Services (food.services@ubc.ca) for sanitizer (sanitizing is different from cleaning with hot soap and water).
  • The location of a fire extinguisher must be identified, and within 200 m of the event site.
  • The barbecue must be gas-powered. No charcoal or wood fire. The barbeque may not proceed under active fire prohibitions/restrictions on the day of the event.
  • No food options can be home-made or from personal use and must be pre-packaged and served/processed for immediate consumption.
  • Any food item purchased must be checked and clearly within its best before date.
  • High risk foods as designated by Vancouver Coastal Health (seafood, shell eggs, and raw meats) are not allowed under any circumstances.
  • Propane cannot be stored indoors and must be stored in outdoor residence area cages. Please consult with your Residence Life Manager to find an appropriate storage location.
  • Refrigerated or frozen food items must be re-refrigerated (4 degrees Celsius or lower) or frozen (-18 degrees Celsius or lower) within two hours of being brought to room temperature at the store. Items cannot be stored for longer than indicated in the safe food storage guidelines below.
  • Dietary restricted items must be stored separately during transport, storage, and use.

 

Food safety tips!

Make sure you follow these general food safety tips, provided by the Canadian federal government:

Barbecue brush safety: we strongly recommend against using a barbecue brush with metal bristles. The bristles can fall off the brush and end up in food, causing a serious safety hazard. There are many alternatives available, such as wooden grill scrapers.

Setting up for the event

  • Food production, cooking, and serving areas cannot be on grass (must be on wood, concrete, or hard surfaces). Additionally, food placed in the open air must be covered.
  • Dietary restricted items must be placed on separate surfaces from non-restricted items.
  • The barbecue must be set >75cm from the ground and fully cleaned with soap and hot water during event setup.
  • Food items cannot be opened nor removed from refrigeration more than 15 minutes prior to serving or cooking (if applicable). A cooler (with ice) or other cold storage device should be used as on-site refrigeration where cold storage food items are needed to be held for periods longer than 15 minutes.
  • Frozen items requiring thawing must be done in the refrigerator in a container, in a microwave, or immersed in cold water. Thawed food cannot be refrozen.

During the event

  • Everyone must wash their hands with soap and hot water for >20 seconds before and after handling food.
  • Dietary restricted food items must be cooked on separate surfaces, and served with separate utensils, from non-restricted items.
  • Cooked food cannot be in the danger zone (4–60 degrees Celsius) for more than 2 hours and must be refrigerated, frozen, or eaten before then.
  • A food thermometer is necessary when cooking meat. The food thermometer must be inserted into the thickest part of the meat, all the way to the middle, not touching bone. This must be replicated at least one time per item per batch. Temperatures must meet the image on page 2.
    • For burgers, insert a food thermometer through the side of the patty.

After the event

  • All surfaces must be sanitized with the sanitizer provided by UBC Food Services.
  • The barbecue, all surfaces used for cooking and preparing/defrosting, and utensils must be cleaned with hot water and soap prior to being stored.
  • Leftovers that are not eaten must be stored in the fridge at 4 degrees Celsius or below and can no longer be given to residents.

Downloads

Download a PDF copy of the RHA BBQ Policy.