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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: (703) 993-3302
Email: catering@gmu.edu

Sincerely,

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
Even 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 department by calling 703.993.3302, by email at catering@gmu.edu, through our website at masoncatering.catertrax.com, or by stopping by our office located on the ground floor of the Johnson Center. Some arrangements can be made by phone or email, others require an appointment with the Catering Sales Coordinator. The office hours are Monday through Friday 8:30 AM to 5:00 PM.

Our new on-line catering access adds convenience and control. To get started with on-line ordering, you may give us a call and we can walk through the process or you may go directly to www.masoncatering.catertrax.com. On-line menus, accessible from your desktop make ordering easier than ever. This 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 within 3 days of your event unless otherwise noted. While we can sometimes accommodate your needs with less time, sufficient notice allows us to schedule production and staffing.

After we have finalized all the details of your event, you will receive an event order confirmation email . Please carefully review for accuracy and completeness. Make any necessary changes 3 full business days in advance of the event.

Reserving a Location
Whether on or off campus the event location needs to be reserved before we plan your event. University Events can help you reserve rooms at George Mason University. University Events can be reached at 703.993.2853 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.

Changes / Guarantees / Cancellations
All cancellations and/or changes referring to the menu, count, and event arrangements must be confirmed within 3 business days prior to the event. Functions cancelled with less than 3 business days may incur a charge. We will prepare for the estimated number and charge accordingly should a final count not be confirmed.

Payment
All catered functions must be secured by payment before they occur. University Funds, State Accounts, Checks, and Credit Cards (Visa, MC & Amex) are all valid payment methods. University groups must provide a F&B form and attendee list 3 days before their event. Non-University 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 18% service fee and 6% sales tax for all food events. Tax exempt organizations are required to submit a copy of their exemption certificate prior to their event.

China Charges
Mason Catering offers plastic service ware as our standard. Eco-friendly plastic ware and china are available for the additional charges below.

Full Meal China, Glassware, Silverware Service $2.75 per guest
Coffee or Beverage China Service $2.00 per guest
Full Bar Glass Service $2.00 per guest
Reception China and Silverware Services $2.00 per guest
Eco-friendly $1.50 per guest

The above are charged per request.

Linen
As a standard, we provide tablecloths for all food and beverage tables. Linens for guest tables are included with full service plated meals. 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, nametag tables, head tables and any additional tables that will not be directly used for food and beverage set up.

85” square for round tables $7.50 each
2 - 85” squares to box a 6’ or 8’ table $15.00 per table
114” rectangle for 6’ and 8’ banquet tables $7.00 each
Black skirt $30.00 each
120” rounds for round tables $15.00 each
Napkins $0.95 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.

Attendants
To ensure that your event is a success, catering team will work with you to properly staff your events. A server is $125.00 for a four hour minimum.

Service Staff
Continental breakfasts, breaks, and receptions are priced for self-service. The catering team recommends a server for 1 per 50 guests for non-china events including receptions. Events using full china requires a server per every 15 people for plated and every 25 people for buffet style meals. We always recommend that you ask the catering staff for staffing guidelines to ensure your event is properly staffed.

Catering Equipment
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.

Floral Charges
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.

Food Safety
Due to food safety liability, guests may not remove food from the function site.

Alcohol Policy
All alcoholic beverages must be served by our personnel and consumed in designated areas. Proof of age will be required.

Alcohol Service Policy
Mason Catering offers both cash bar and consumption bar options. Both bar styles are offered with a Full Bar or Wine & Beer only option. Bartender Service fees are the responsibility of the customer. All bars have a sales minimum of $150, Bartender Fees not included.

We recommend at least one bartender for every 75-100 guests for Beer and Wine service. The charge for a bartender is $150.00 for a four hour minimum, including set-up and clean-up.

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