Frequently Asked Questions – Food Requests

  • Instructors may request a lunch order for participants at least one week prior to the event. All requests must be made via the Food Request Form and emailed to the appropriate regional contact. The instructor needs to assess a $10.00 fee if they wish to have lunch provided.
  • The lunch menu will be determined by the regional contact since the same meal will be provided for all offerings held that day. (This provides consistency and more efficient use of time.)
  • Instructors/facilitators are resonsible for notifying the regional contact if an event is moved to a different location OR cancelled so that the food request can be cancelled also.
  • Instructors/facilitators are NOT to purchase food items on their own.  Receipts for food will not be accepted for reimbursement.

Regional Contacts:

Frequently Asked Questions

What can be provided for Professional Development Opportunities and meetings?
  • Coffee and water will be provided and placed in the requested room and you do not need to fill out the food request form. Beverages will be delivered to the Special Education Building in Cedar Falls for My267 offering held there.
  • The instructor/facilitator must assess a $10.00 materials fee for participants if they wish to have a light lunch served.  (Meal is not intended to look like a “dinner”.)
  • Lunch for all sessions, including those held in the Special Ed Bldg in Cedar Falls, will be served at the kitchen window at 11:30 or 12:00 allowing a choice for the instructors/facilitators.  If the kitchen is unavailable in Cedar Falls, the instructors/facilitators will be advised of Plan B. In Clear Lake, lunch will be served in the room or in the multi-purpose room.
  • All lunch requests must be made via the Food Request Form.
Who is responsible for food arrangements?
  • Each regional office will have one designee who will be the primary contact for hospitality.
    1. Cedar Falls Office – Kirsten Moore, 319-268-7617
    2. Clear Lake Office – Donna Perry, 641-357-6125
    3. Marshalltown Office – Jane Boyle, 641-844-2485
  • The regional contact will order, set-up for coffee and lunch, and clean-up.
    1. Cedar Falls – If the date of an event is an off-contract date for Kirsten Moore, she will notify the designated substitute one week in advance: Barb Schroeder – Ed Services, Keri Hudson – Special Ed, Cindi Helgeson – IT, Robin Billerbeck – CIT, IDM, SINA and DINA.
    2. Cedar Falls – In the event of illness, Kirsten will notify Karen Dilger in the PD office as soon as possible and she will contact the appropriate substitute.  The Food Request form will be available in the PD office for the substitute.
    3. Marshalltown – If the date of an event is an off-contract date for Jane Boyle, she will notify the designated substitute one week in advance: Deb Culp – Media and IT.
    4. Marshalltown – In the event of illness, Jane will notify Deb Culp as soon as possible and Deb will determine who will cover the event.  The Food Request form will be available in Jane’s office for the substitute.
    5. Clear Lake – If the date of an event is an off-contract date for Donna Perry, she will notify the designated substitute one week in advance: Cindy Baker, Laura Rinnels or Lori Thomas.
    6. Clear Lake – In the event of illness, Donna will notify Lori Thomas as soon as possible and Lori will determine who will cover the event. The Food Request form will be available in the Professional Learning notebook at the front desk.
    7. Clear Lake  Summer- Donna is off contract during the summer months, please send your lunch requests to Lori Thomas, 641-355-4235.

How does an instructor/facilitator arrange for meals?

  • A Food Request Form will be completed by the instructor/facilitator and submitted to the regional contact at least one week prior to the first meeting.  The Food Request Form will list date(s), instructors/facilitators on given dates, class location(s) and approximate count.  The regional contact will monitor enrollment after the form has been submitted to adjust for new enrollments; additional meals will be ordered for possible late registrants.
  • The lunch menu will be determined by the regional contact since the same meal will be provided for all offerings held that day.  (This will provide consistency and more efficient use of time.)
    1. A variety of caterers and menu items will be used.
    2. While instructors/facilitators can not make specific requests for lunch, feedback is welcomed by the regional contact for future food orders. Also, if a participant has a specific dietary need due to a health issue, there is a place to note that on the form.
  • Instructors/facilitators are responsible for notifying the regional contact if an event is moved to a different location OR cancelled so that the food request can be cancelled also.
  • Receipts for food will NOT be accepted for reimbursement from instructors/facilitators.
What specific steps will the regional contact take?
  • All food and supplies that are ordered will be purchased under the PD account.
    1. A Purchase Order number will be requested from the Business Office for each meal.
      • Cedar Falls – POs will be “signed” by Amy Moine
      • Marshalltown – POs will be “signed” by Chad Pinkston
      • Clear Lake – POs will be “signed” by Beth Strike
    2. A Credit Card can also be used to purchase meals/supplies by the regional contact who will submit the receipt immediately to the designated secretary along with a P-Card Request form signed by the appropriate administrator.
Service Area directors can approve changes to the standard food guidelines.
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