Catering Policies
- Availability
- Booking your event
- Event Guarantees
- Cancellations
- Menus
- Billing
- Minimums
- Service Staff Charges
- Equipment
- Donated Products
- Leftovers
Availability
Catering is available on campus to all sponsored student groups, faculty, administration, staff, Spivey Hall patrons, Continuing Education clients, and The Georgia and National Archives. Clayton State University does not currently offer off-site catering, and does not allow outside providers or products.
Booking your event
Your catered event is a business agreement between you and the Clayton State Catering Department. Choosing an on-campus location is your first step. If you wish to host your event at our Continuing Education Facility, you must contact the Conference Coordinator at (678) 466-5055 or by email to reserve a room and to arrange table and chair requests, as well as any audio/video equipment necessary for your event.
The next step is to arrange your food order. Please review the menu selection on the catering website. The Catering Information Sheet must be completed for all catering requests. You may complete this form and submit it to the Catering Manager by fax at (678) 466-5089. Or, if you have questions or special requests, you can contact the Catering Manager via email or call (678) 466-4213. Upon review and approval of the Catering Information Sheet, the Catering Manager will send you an Agreement Form with all menu and set-up details, and pricing. Please review and sign the Agreement Form, then fax it to (678) 466-5089, or send the original to Catering Services via inter-office mail or to the address below:
Clayton State University
2000 Clayton State Boulevard
Morrow, Georgia 30260
Attn: Eugene LeBoeuf, University Center
We request at least 14 working days notice for booking your event. For events with 100 guests or more, a three (3)-week notice is required. (Less notification is subject to approval and a 15% service charge.) State policy requires that off-campus customers provide full payment prior to event.
On-campus clients: Tables, chairs, equipment setup, and non-food related clean up, are the responsibility of the department, group, or person requesting the event and should be coordinated through Facilities Management. Linens and/or paper products are provided by Catering Services as noted with the various menu packages. Special patterns or theme materials are available upon request and may require additional cost.
Event Guarantees
Catering is a function which requires a great deal of planning to ensure a successful event. We require at least a 14 working-day notice for booking your event. For events with 100 guests or more, a three (3) week notice is required. (Less notification is subject to approval and a 15% service charge.) Probable guest counts and other vital information should be included on the Catering Information Sheet. Guarantee of the number of people attending each event is required within 48 hours of your event. We will prepare and set up for an additional 5% above your guaranteed number, up to 25 extra guests.
Final charges are based upon the actual number of guests served or upon your guarantee, whichever is greater. Once a guaranteed number is received (required within 48 hours of event), it may not be reduced. Whenever possible, we will accommodate last minute increases to your guarantee. There may be a surcharge of up to 15% on additions received after the final guest count to cover the increased expense of last minute food and staffing needs.
Cancellations
We understand that situations can occur that require you to cancel your event. Cancellations received less than two working days before your event are subject to a 50% cancellation fee.
Cancellation fees will be based on your estimated number of guests or costs incurred by Catering Services, whichever is greater. If you cancel on the day of your event, you will be responsible for the full cost of your event, including any staffing and rental charges. If your event is canceled due to an act of nature, it will still be the client’s responsibility for any costs incurred by Catering Services.
Menus
Items listed on our menus represent our most popular selections. Customized menus are available. Please contact Catering Services for more information via email or by phone at (678) 466-4213.
Billing
Clayton State Clients: Invoices will be provided to the client no more than three (3) working days after the catered event. Prices will not be negotiated after the event unless there is a clear omission of goods or services at the event.
Non-Clayton State Clients: Non-Clayton State clients are required to submit a 50% deposit at the time of booking the event. The remaining 50% will be due within 48 hours of event.
If you are eligible for tax exemption, the appropriate tax certificate must be provided to Catering Services upon confirmation of your event. Should the proper paperwork not be submitted as required, standard sales taxes will be applied to your final bill. If you are also reserving space in Continuing Education, a separate tax-exemption certificate may be required.
It is our hope to always deliver an event that meets or exceeds your expectations. However, if you believe that your event has been less than satisfactory, we ask that you contact the Catering Manager immediately. Price changes or refunds are the sole discretion of the Catering Manager and/or the Director of Auxiliary Services. All invoices are to be paid in full no later than 14 days after receiving the invoice. Catering Services reserves the right to charge a late fee for late payment of invoices. Your invoice may be paid by check or credit card.
Minimums
There will be a $25 minimum for events planned Mon-Fri. A $500 minimum is required for all coffee breaks, refreshment breaks and boxed lunches provided on the weekends, starting Friday afternoon at 3:00 pm. A $600 minimum is required for receptions and meals planned on the weekends. No events will be scheduled during holiday breaks.
Service Staff Charges
Catering Services is pleased to provide a professional service staff for your event. Your Catering Event Agreement Form will include the service charge for staff and services required to make your event a success. Any changes in your guarantee or in the amount of time scheduled for your event could affect your final service charge. Service rates are generally charged as a percentage of your overall food total, but there may be times when it is necessary to increase the number of staff based upon the complexity of the event. Your total service charge will be presented on your Catering Event Agreement Form.
Equipment
Catering equipment is provided based on the needs of our catering clients. We are unable to loan service equipment. We also reserve the right to charge a client for missing or damaged equipment. If necessary, we can help with equipment rentals.
Donated Products
From time to time free or discounted products may be contributed to augment an event. The Catering Manager will make every effort to consider this when pricing your event, though we can not guarantee a price reduction. Such donations and their impact on your event will be considered on an individual basis. Catering Services reserves the right to refuse service of any product deemed to be of questionable quality, safety, and appearance.
Leftovers (does not apply to "Catering To-Go" orders)
All leftover food remains the property of Catering Services. No items are allowed to leave the facility or to be handled by anyone other than a Catering Staff member. (This is to ensure that all State and Federal health regulations are followed and that no guests become ill from improper food handling or storage.)