Food safety records for hotels and clubs
A breakfast buffet, a bistro lunch, room service and a Saturday function. Each venue keeps its own checklists, equipment register and records.
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One recipe card for every outlet
Where one owner runs several kitchens, head office can write a master recipe or menu once and send it to every venue, or only to the ones it chooses. Head office keeps the master, so the ingredients and allergens a guest is told in the bistro match the function room. Whether a menu is in service tonight stays with each kitchen. This needs an owner account, arranged with us.
A day in a hotel or club kitchen
- 01
Breakfast buffet
Each display unit is read against its range, or each tray's time out is recorded.Hot trays go out early and come back at the end of service. Each display unit on the buffet is read against its range, and a check set up with a time box can record when each tray went out instead.
Recorded in Today's Tasks and checklists
- 02
The function cool room
Each cool room is read at open and at close.Food prepared the day before a function waits in the cool room overnight. Each cool room is a unit in the equipment register, read at open and at close.
Recorded in Temperature checks from the equipment register
- 03
Reheating for the bistro
Sauces and soups reheated for hot holding are brought rapidly to 60°C or above, and the reheating log takes the time and the temperature reached.Sauces and soups reheated for hot holding are brought rapidly to 60°C or above, and the reheating log takes the time and the temperature reached.
Recorded in Today's Tasks and checklists
- 04
A function menu with allergens
The function menu is built from recipe cards, so each dish carries its allergens into the menu the events team works from.The function menu is built from recipe cards, so each dish carries its allergens into the menu the events team works from.
Recorded in Recipes and menus with allergens
- 05
Briefing the casual staff
Before a large function a notice goes to the whole team, and each person can be asked to confirm they have read it.Before a large function a notice goes to the whole team, and each person can be asked to confirm they have read it.
Recorded in Communications
- 06
Several venues, one owner
An owner account arranged with us reads every venue's standing side by side.Each venue keeps its own records. An owner account arranged with us reads every venue's standing side by side and writes no food safety record itself.
Recorded in An owner account, arranged with us
A starter checklist set
For a hotel or club we would keep the standard lists and add a buffet check to the daily one.
Start free trialOpening cool room, fridge and freezer checks
Breakfast buffet display temperatures
Hot holding temperatures
Reheating log
Cooling log
Receiving deliveries log
Staff fitness for work
Daily cleaning and sanitising sign off
Weekly deep clean
Pest check
Stock rotation and use by audit
Probe thermometer calibration
Allergen matrix review
Food Safety Supervisor and training register
Registration details current
Every new venue opens with the same standard daily, weekly and monthly lists. This is how we suggest shaping them, and every check and every list can be changed or deleted.
A guest who was ill after a function
- Same dayRecord it in Incident reporting as a suspected foodborne illness, with the function date, what was served and who reported it.
- While you look into itPrint the record book for the function days: buffet display, cooling and reheating, and the function menu with its allergens. Anything that needs doing goes on a corrective action with a due date.
- If a pathogen is namedA report of feeling unwell is not by itself the trigger. The WA duty starts when Listeria, Salmonella, Shigella or verotoxigenic E. coli is found or suspected in food, a person, the premises or anything else connected with the business. Oral notice to the WA Department of Health straight away, then written notice within 24 hours.
What applies to you
A hotel or club kitchen that cooks for a bistro, functions or room service is usually category one under Standard 3.2.2A. A bar that sells only packaged food may not be reached by the Standard's tools, though Standards 3.2.2 and 3.2.3 still apply to any food business.
- Food safety supervisorApplies
- Appointed before food is handled and reasonably available whenever it is. A venue that serves from breakfast until late may need more than one supervisor across its shifts.
- Food handler trainingApplies
- Kitchen, bistro and function staff who handle food need a course, or skills and knowledge that match the work, before they first carry out a prescribed activity. That includes casual staff brought in for one function.
- Records, or another way to show controlApplies
- Keep records for the activities each venue performs, such as buffet display, hot holding, cooling and reheating, or show an authorised officer another way.
- A written food safety program
- A hotel or club in WA needs no written food safety program. Standard 3.3.1 reaches listed facilities serving vulnerable persons, and serving a large number of guests does not change that.
- Other regulators
Liquor sits under the Liquor Control Act 1988 (WA) and its licensing authority.
Accommodation can bring a duty that is not food law. Section 152 of the Health (Miscellaneous Provisions) Act 1911 (WA) applies to a lodging house for more than six people, not counting the keeper's family, and excludes licensed hotel premises. Where it applies, the keeper tells the Chief Health Officer and the local government straight away when a lodger has an infectious disease. This product does not track that duty.
- Also worth knowing
A buffet is display, one of the prescribed activities. Hot food on it is kept at 60°C or above and cold food at 5°C or below, or you rely on time on display. A category one venue keeps a record of whichever it uses, or shows an authorised officer another way.
This is general information about the law, not advice about your business. Confirm your category and what applies to you with your local government.
A new committee, the same records
People
What changes at the annual meeting
Outgoing members lose their login.
What stays with the club
The checks they recorded stay under their name, and their training stays on the register.
Supervisor
What changes at the annual meeting
If the supervisor is leaving, a new one is appointed before the kitchen next handles food.
What stays with the club
The new certificate goes in Documents beside the old one.
Lists
What changes at the annual meeting
Lists that named a departing member are updated.
What stays with the club
Checklists, equipment ranges and recipe cards carry on unchanged.
Access
What changes at the annual meeting
New members are given the tabs they need.
What stays with the club
Each record's history shows who changed what, and when.
Guardian for hotels and clubs
For a hotel or club, the officer's review can take in the buffet and function records alongside the menus that were served, and the supervisor certificates on file.
On the Guardian plan a Hospitality Compliance Support Officer (HCSO) reviews your records online, wherever you are, and on site in Western Australia where visits are available. The officer is not an authorised officer: they cannot certify your venue or speak for your local government.
Related kinds of venue
Asked about hotels and clubs
We have a bistro, a café and function rooms. Is that one venue or three?
In Hospitality Shield a venue is one set of checklists and one equipment register, so outlets with their own kitchens are set up as separate venues. An owner account arranged with us reads them side by side. How your council registers them is a separate question for your local government.
Does a large hotel need a food safety program?
Not because of its size. The written program in Standard 3.3.1 reaches listed facilities serving vulnerable persons, such as hospitals and aged care homes, and a hotel is not one of them.
Does the lodging house duty apply to our rooms?
Not to licensed hotel premises, which the Act excludes. It can apply to other accommodation lodging more than six people, not counting the keeper's family. It sits outside food law, so confirm it with your local government.
Which certificate does our food safety supervisor need?
One from a registered training organisation, issued within the last five years. WA Health names the SITSS00069 skill set and accepts a small number of others. WA also expects the certificate to be available to show at the premises.
Can the buffet run on time instead of temperature?
Yes. Display can be shown by temperature or by time on display, and a business may rely on the 2 hour and 4 hour guidance as an alternative method. Relying on it means knowing how long each tray has been out, including the time it spent in preparation.