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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: (404) 894-1542
Email: gtcatering@gatech.edu

Sincerely,

Your Sodexo Catering Team

Event Planning Guidelines
Welcome to Georgia Tech Catering, where we work closely with our clients to provide the highest level of food quality and service to assure the most memorable culinary experience. The following steps will help you through the process of organizing your special event.

Arranging and Reserving a Date
Whether your event date is confirmed or tentative, you may contact our events planning office at (404) 894-1542 to discuss the specifics of your event and schedule a menu consultation, if needed. Arrangements may be made by phone, email, or in person. An appointment may be required for some in-person arrangements. You may request a meeting with our Catering Events Services Manager or Catering Support Administrator.

The Georgia Tech Dining Office hours are Monday through Thursday, 8:00 AM to 5:00 PM (8:00 AM to 4:00 PM during the summer), except for Institute and major holidays.

If you are ready to place your order, our new on-line catering tool adds convenience and control. To get started with on-line ordering you may call us and we can walk through the process or you may view the tutorial on our Welcome Page and set up your customer profile. Our on-line menus are accessible from your desktop, making ordering easier than ever. Our on-line catering program allows guests to save and review order history, place recurring orders and favorites without re-keying, and provides documentation for every step of the process.

Catering arrangements and menu selections should be confirmed at least 5 business days before your event. While we can sometimes accommodate your needs with less lead time, sufficient notice allows us to schedule production and staffing appropriately.

If you contact our events planning office less than 72 hours (3 business days) in advance and we are able to book your event, a surcharge of $25.00 or 10% of your food and beverage total will apply, whichever is greater. This surcharge is necessary due to the additional cost of planning for last minute events.

After we have finalized all the details of your event, you will receive an acknowledgement email to confirm. Please carefully review all information on this event order form for accuracy and completeness before confirming. Please request any necessary changes at least 5 (five) business days in advance of your event. Changes made less than three (3) business days before your event will incur a minimum surcharge of $25.00 per change event.

Reserving a Location
You are responsible for reserving your venue, requesting room set-ups, and making arrangements for tables, chairs, trashcans, a/v and other non-catering equipment. These requests must be placed with your event facilities manager. Georgia Tech Catering does not provide these items. Whether on- or off-campus, your event location must be reserved before we process your event.

We are happy to assist you in determining the best layout for your catered event. However, requests for room setups, including tables and trashcans for the food, should be made with the facilities or site manager at the venue you select.

To ensure timely delivery, set up, and pick up of your event, when reserving your event location, please allow at least two hours for setup and two hours for cleaning time. Our catering coordinators can provide you with a more accurate time once your final order is processed.

Changes/Guarantees/Cancellations
In order to ensure timely service, your order must be confirm at least 5 (five) business days before your event.

All cancellations and/or changes referring to the menu, guest count, and event arrangements must be confirmed at least three (3) business days prior to the event.

Changes made less than three (3) business days prior to your event will incur a minimum $25.00 per change fee or 10% of your order total, whichever is greater.

Functions cancelled with less than three (3) business days’ notice will incur 75% event charge.

Any event cancelled the day of the event or later will incur a 100% fee of the event cost.

If you do not contact us with a final guest count at least three (3) business days prior to the event, we will prepare for the estimated number and charge accordingly.

Charges will be billed for the guaranteed number of guests OR actual attendance, whichever is higher.

If Georgia Tech is closed due to inclement weather, all catered events will be automatically cancelled and we can assist you with rescheduling at a future date.

Late Orders
If you contact our events planning office less than three (3) business days before your event, and we are able to book your event, a surcharge of $25.00 or 10.00% of the food and beverage total will apply. This surcharge is necessary due to the additional cost of planning for last minute events. If special equipment is required for your event, the full rental fee plus $25.00 or 10.00% of the equipment total will apply.

Payment
All catered functions must have a secured payment before they occur. Our online wallet allows secure payment information to be created and stored. Payment information must be received upon placing your order.
Foundation Funds, Georgia Tech Accounts Payable, P-Card, Visa, MasterCard, or American Express are all valid payment methods.
GEORGIA TECH CATERING DOES NOT ACCEPT CHECKS OR TRAVELERS CHECKS.
Non Georgia Tech groups are required to pay in full (100%) seven (7) business days prior to the event. Any balance incurred the day of the event is due at the conclusion of the event.
All non-Georgia Tech and off-campus groups are subject to 18% Service Charge and 8% State sales tax for all Georgia Tech Catering provided events.
Tax exempt organizations are required to submit a copy of their exemption certificate at least 5 (five) business days before their event. Refund requests are reviewed on a case by case basis.

Service Upgrades
To enhance your guest experience, we offer numerous service upgrades, including, but not limited to those listed below. Georgia Tech Catering partners with a variety of floral designers, rental companies, and event designers that can accommodate any request.

Please contact our Event Planning Office at 404-894-1542 to discuss your special needs.

Serviceware
Unless otherwise noted, Georgia Tech Catering will provide high quality black plastic disposables as our standard service ware for all catered events. We also offer eco-friendly service ware, upscale high quality clear plastic service ware, or china service for any event at an additional charge.
China Service for a Lunch or Dinner may be added to any event for an additional fee of $4.00 and up per guest, depending on the event requirements.
China Service for a Reception may be added for $ 2.00 and up per guest, depending on the event requirements.
Please note that Service Staff is required for all events of 35 guests or more using chinaware.

Linens
Georgia Tech Catering can provide linens in a variety of colors and styles for virtually every table type. Linens are available for buffet stations; bars and beverage stations; and guest tables. The cost will be determined by the type and style that you chose for your event.
Please contact our Events Planning Office at 404-894-1542 for samples and prices.
We provide our standard table linens for food and beverage buffet stations at events that we cater. Linens for guest tables can be provided at an additional charge. The same applies to registration tables, and any additional tables that will not be directly used for food and beverage set up.
Standard linens for guest tables: 85” square for 60” or 72” round are $12.00 per table.
Standard linens for Buffet tables: 90x132” rectangle for 6’ banquet tables are $20.00 per table.
Standard linens for Buffet tables: 90x156” rectangle for 8’ banquet tables are $25.00 per table.
Other linen styles and colors, depending on availability, may be placed as special orders. Specialty linens are available for your food, beverage, and guest tables at an additional cost.

Service Staff
To ensure that your event is a success, Service Staff will be required for certain event types described below.
• Standard Disposable Buffet style functions are staffed with one attendant for every 50 guests.
• China Buffet style functions are staffed with one attendant every 35 guests.
• Seated and Served China functions are staffed with one attendant for every 20 guests.
• At least one bartender for every 75-100 guests for Beer and Wine Service.
• At least one bartender for every 50 guests for Full Bar Service.

Attendants Fees
Attendant fee of $150.00 per attendant for a minimum three (3) hour service time frame plus any additional time needed before and after for set up and cleanup will apply.

If additional time is needed, a fee of $50.00 per hour, per attendant will apply. Bartender fee of $150.00 per bartender for a minimum three (3) hour service time frame for Beer and Wine service plus any additional time needed before and after for set up and cleanup will apply.
If additional time is needed, a fee of $50.00 per hour, per attendant will apply.
For Full Bar service, fee of $175.00 per bartender for a minimum three (3) hour service time frame for service plus any additional time needed before and after for set up and cleanup will apply.
If additional time is needed, a fee of $75.00 per hour, per attendant will apply. Station Chef fee of $175.00 per Chef for a minimum three (3) hour service time frame plus any additional time needed before and after for set up and cleanup will apply.
If additional time is needed, a fee of $75.00 per hour, per attendant will apply.

Catering Equipment
As the host of your catered event, you are responsible for the equipment we provide for the service of your event. Any missing or damaged catering equipment or supplies will be charged to your account at replacement cost. For very large events, specialty equipment may need to be rented at an additional charge.
Georgia Tech Catering will not provide any equipment, glassware, or service ware for any event not catered by our service and where Georgia Tech Catering staff is not present.

Floral Charges
Georgia Tech Catering can arrange for your buffet or guest table centerpieces. We will be happy to order, receive, and handle specific floral and decorative requests for an additional fee determined in accordance with your specific needs. We will work with our floral designers to provide beautiful arrangements that match your d้cor, theme, color, and budget.
Georgia Tech Catering can also provide non-floral centerpieces for a nominal fee.

Food Safety
Due to food safety concerns, guests may not remove food from the function site. For the safety and well-being of our clients and their guests, perishable food and beverages served on Georgia Tech’s property are NOT permitted to leave the premises of the catered event. All perishable unused food and beverages will be removed by our staff at the conclusion of the event.

Alcohol Policy
A Georgia Tech Catering Bartender is required at all events where alcohol is served, unless special arrangements are made. Bar Service will be provided in strict accordance with State of Georgia and Georgia Tech Alcohol policies for on campus events, and policies for the off-site venue.
You, the client, are responsible for obtaining all licenses and permits necessary to host alcohol service.
Proof of age is required and is the responsibility of the client. Georgia Tech Catering does not have a permit to purchase or transport alcoholic beverages. The purchase, delivery, and removal of all alcohol from your event are the responsibility of client.
All alcoholic beverages must be served by our personnel and consumed only in designated areas.
Georgia Tech Catering will not provide any equipment, glassware, or service ware for any event where a Georgia Tech Catering Bartender is not present.
Georgia Tech Catering and Sodexo reserve the right to refuse service of alcoholic beverages to any person.

Bar Service
Bar Service can be provided for an additional fee based on the event requirements. Disposable Bar Service is available for $2.00 and up per guest. Appropriate bar equipment includes: ice, napkins, plastic cups, bottled water and canned sodas.
Glass Bar Service is available for $4.00 and up per guest. Appropriate bar equipment includes: ice, napkins, glassware, bottled water and canned sodas.
Full Bar Service is available for $5.00 and up per guest. Appropriate bar equipment includes: ice, napkins, glassware, mixers, stirrers, garnishes, bottled water and canned sodas.

Bartender
Bartender fee of $150.00 per bartender for a minimum three (3) hour service time frame for Beer and Wine service plus any additional time needed before and after for set up and cleanup will apply. We recommend at least one bartender for every 75-100 guests for Beer and Wine Service.

Attendants Fees
Attendant fee of $150.00 per attendant for a minimum three (3) hour service time frame plus any additional time needed before and after for set up and cleanup will apply.
If additional time is needed, a fee of $50.00 per hour, per attendant will apply. Station Chef fee of $175.00 per Chef for a minimum three (3) hour service time frame plus any additional time needed before and after for set up and cleanup will apply.
If additional time is needed, a fee of $75.00 per hour, per attendant will apply.

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