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: (502) 863-8141
Your Sodexo Catering Team
Event Planning Guidelines
We pride ourselves in being able to meet everyone’s catering needs. The following steps will help you through the process of organizing your special event.
Arranging and Reserving a Date
ArrangiEven if the date of the event is only tentative, please make arrangements with the catering department so that we can at least get you on our calendar. You may contact the catering, Sales, Event Planning department at 502-863-8142 by emailing us at Joshua_eckman@georgetowncollege.edu, through our website at http://dining.georgetowncollege.edu/, or stop by our office located in the Student Center. Some arrangements can be made by phone or email, others require and appointment with the Catering Sales Coordinator/Event Coordinator. The office hours are Monday through Friday 8:30 AM to 4:30 PM.
Our new on-line catering access adds convenience and control. To get started with the on-line ordering you may give us a call and we can walk through the process or you may go to our website address and On-line menus, accessible from your desktop, make ordering easier than ever. Our on-line catering programs allow 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 within 3 business days of your event. While we can sometimes accommodate your needs with less lead time, sufficient notice allows us to schedule production and staffing.
After we have finalized all the details of your event, you will receive a confirmation form to confirm with a signature. Please carefully review all information on this event order form for accuracy and completeness before signing. Make any necessary changes, sign and return to us 3 business days in advance of the event.
Reserving the Location
Whether on or off campus the event location needs to be reserved before we plan your event. Facilities Management can reserve rooms at 502-863-8639 to arrange tables, chairs, trashcans and other equipment. When reserving the location please allow three hours for setup and two hours for cleaning time. Requests for room setups, including tables and trashcans for the food, should be made at this time.
All cancellations and/or changes referring to the menu, count, and event arrangements must be confirmed number 3 business days prior to the event. Functions canceled with less than number3 business days notice may incur a charge. We will prepare for the estimated number and charge accordingly should a final count not be confirmed.
All catered functions must be secured by payment before they occur. Departmental Accounts, Checks, Visa, MasterCard, or American Express are all valid payment methods. Non-University, Non- College, Non-Venue, Non-School related groups are required to make a deposit of 75% two weeks prior to their event with the balance due on the day of the event.
Non-University groups are subject to 6% sales tax for all food events. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their event.
Our Catering Department, Sales, Event Planning Office, offers a high quality plastic products unless otherwise requested or noted. We also offer china service for any event at an additional charge.
Full Meal China and Silverware Service $2 per person
Coffee or Beverage China Service $1 Per person
Reception China and Silverware Services $1 per person
As a standard, we provide tablecloths for all food and beverage tables. Linens for guest tables are included with full service plated of breakfast, lunch, dinner and buffets. Linens for guest tables at receptions, continental breakfast breaks, and boxed lunches can be provided at an additional charge. The same applies to registration tables, nametags, head tables and any additional tables that will not be directly used for food and beverage set up.
85” square for round tables $3
114” rectangle for 6’ and 8’ banquet tables $3
Drop Cloths $35 per table
Napkins $.50 per napkin
Other linen colors, depending on availability, may be placed as special orders. Specialty linens are also available for your food and guest tables at an additional cost. Please set up an appointment to view the linens.
To ensure that your event is a success, catering staff will be provided for all served meals and some buffets. If additional time is needed, a fee of $20 per hour, per attendant, will apply. To ensure that your event is a success attendants may be required.
Continental breakfasts, breaks, and receptions are priced for self-service. Buffet style functions are staffed with one attendant for every 25 guests and are included with the per person price. All waited meals servers are included. Served meals are priced on an individual basis.
The charge for each staff member is:
Attendants $20 Price per hour (minimum 4 hours)
Station Chefs $25 Price per hour (minimum 4 hours)
As the host of the catering 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 replacement cost. For very large events, specialty equipment may need to be rented at an additional charge.
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.
Due to food safety liability, guests may not remove food from the function site.
There is a delivery charge for events outside of the Craille Student center of $25 per event.