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Our team of catering professionals is available to assist you with planning every aspect of your event.  Should you desire a customized menu for your event, we will be happy to meet with you to create a unique menu.

Please contact us to make an appointment to create your perfect event.

Phone Number: (478) 445-8675
Email: erin.henry@gcsu.edu

Sincerely,

Your Sodexo Catering Team

Event Planning Guidelines

Alcohol at Your Event
Any group requesting alcohol for an event on campus must have approval, in writing, from a University Vice President.

Any guests, who appear to be under the age of 30, must provide proper identification to be served alcohol.

Sodexo will be responsible for providing appropriately trained staff to serve alcoholic beverages, and they will be responsible for ensuring that the individuals being served are of legal drinking age.

Planning Your Special Event
We pride ourselves in being able to meet every catering need. Our team is dedicated to providing service and products that consistently meet and exceed the expectations of our customers. Erin Henry, Catering Manager, can be reached any time at (478) 288-6766, or at erin.henry@gcsu.edu to set up an appointment, plan an event or answer any questions you may have.

Arranging and Reserving a Date
Even if the date or guest count of your event is only tentative, please notify our Catering Sales Office as soon as possible to ensure a successful event. Our catering specialists are always available to assist customers and make their catering experience a success.

Reserving a Location
Whether the event is to take place on campus or off, event locations must be provided at least three days prior to the event. Food and beverage tables, guest tables, chairs, and other equipment will need to be arranged by the customer through GC Facilities at (478) 445-2749, or through your specific event venue.

Booking / Planning an Event
We appreciate as much notice as possible on events and requests to ensure a successful catering experience. All catering requests must be made 72 business hours prior to the event. All catering requests made less than 72 business hours will be subject to a late fee of 15% or $25, whichever is greater. Business hours are defined as 8:00 A.M-4:00 P.M., Monday through Friday. Any orders placed after 4:00 P.M. will be processed at 8:00 A.M. the following business day.

Payment
All catered functions must be secured by payment before they occur. Type of payments includes Visa, MasterCard, American Express, Discover, Cash and Check. Non-University, Non-College, Venue and Non-School related groups are required to make a deposit of 75% two weeks prior to the event with the balance due three days prior to the event. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their date. Events paid for using University funds do not require payment prior to the event. They are billed after the event has taken place. Invoices not paid with 30 days from the invoice date will incur a 1.5% interest charge.

Changing / Cancelling an Event
All cancellations and final changes must take place at least 72 business hours prior to your function. If you do not contact us with a final count 72 hours prior to your event, we will prepare for the estimated number and charge accordingly. If you cancel or change an event after this deadline, some of the expenses already incurred cannot be absorbed and will be billed to the customer.

Delivery Fees
There is no delivery fee for catering services held within Maxwell Student Union. Deliveries outside the building will be subject to a $15 delivery charge. Deliveries to any West Campus Center location will be subject to a $30 delivery charge. All other delivery charges for off-campus events will be calculated and charged on an individual basis.

Service Staff
To ensure that your event is a success, our catering staff will be provided for all served meals and buffets. Continental breakfasts, breaks and receptions are priced for self-service. All menu pricing is inclusive of a 3 hour event service time frame, regardless of the event size or type. All food/beverage items must be available for pickup 3 hours or less from the time of delivery. An additional fee of $30 per hour will be accessed for events exceeding the 3 hour time frame. Buffet style functions are self-served and are staffed with at least one attendant per buffet line. Served meals are staffed at 1 server per 30 guests.

Catering Equipment
As the host of the catered event, you are responsible for the equipment we have provided for the service of your catered event. Any missing or damaged catering equipment or supplies will be charged to your account at a replacement cost. For some events, specialty equipment may need to be rented at an additional charge.

China Charges
Our Catering Department provides high quality plastic products or eco-friendly service-ware unless otherwise requested or noted. We offer china service for all events at an additional charge. Full meal service and silverware is $ 2.00 per guest and glassware for events with alcohol will be charged at $1.00 per guest.

Floral Charges
We will be happy to order, receive, and handle floral arrangements for you. For decorative requests, an additional fee will be determined in accordance with your specific needs.

Linens and Skirting
We will provide linens and skirting for food and beverage tables at no charge. If you would like linen to be placed on guest’s tables for receptions, breaks, meeting tables and boxed lunches, there will be a $5.00 fee for each tablecloth. Other tables may be skirted and covered at $5.00 per tablecloth and $20.00 per skirt. Specialty linens are available upon request for an additional charge. All linens at any on-campus event must be provided by the Catering Department.

Food Safety/Removal Policy
Due to health regulations, it is the policy of Sodexo at Georgia College that excess food items from events cannot be removed from the event site. To ensure product quality and safety, all event food and beverage items will be picked up no later than 3 hours after the original delivery time. Items purchased for pick up should be properly stored prior to the event and removed and disposed of by the host of the event.

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