GENERAL INFORMATION

POLICY

When placing an order, please have the following information ready to help expedite your
ordering process and ensure that you are billed properly:
• day and time your event starts and ends
• time for food delivery and breakdown
• location: building, floor number and room number (IE: University Hall, 2nd floor, room
242)
• number of anticipated guests final number due 10 business days prior to event date)
• phone number and e-mail address for the contact person
• name of the department (if applicable)
• your billing address or university billing address
• the responsible party (who is authorized to order the event)
• your purchase order number and
• your tax status (if applicable)
o tax exempt parties must provide tax exemption certificate
For events scheduled within 2 weeks of the event date please reach out to the catering
manager at Armstrongcatering@elior-na.com to confirm our availability.

CONFIRMATIONS AND GUARANTEES

We ask each customer to please give us four (4) weeks prior notice when booking events, as
well as an estimated number of attendees for the event. Your menu should be finalized with
our catering manager at least ten (10) business days prior to your event to allow sufficient time
to order necessary products and ensure proper staffing. The final headcount is required ten (10)
business days prior to the event as well.
For clients booking events less than two (2) weeks prior to the event date you will need to
reach out to Armstrongcatering@elior-na.com to confirm availability with the catering
manager. Events booked less than five (5) business days prior to the event date will be taken if
resources are available and a 20% service fee may be assessed to cover any additional
expenses we may incur, as menu options may be limited due to short notice.

PRICES & MENU

Our menu prices are based on current market conditions. We reserve the right to make
changes when necessary. Price quotations will be guaranteed 30 days prior to the event. Prices
do not include state sales taxes when applicable, additional rental items requested, or
minimums or delivery charge.

CLIENT RESPONSIBILITIES

Clients are responsible for reserving the room in which the catered event is to be held. All room
preparations must be made by the client; this includes final number due 10 business days prior to event date requests for table and chairs 
delivery and arrangement facilities or other campus representatives or by directly contacting facilities or other campus representatives, prior to the event. This will ensure the catering setup is completed on time. Any arrangements not made by client—left to or requested of catering services—will be
subject to additional service charges. Clients are also responsible for reaching out to us to
make any event changes via their CaterTrax account, to include cancellations.

INVOICING

All invoices are based on the requested number. If the number in attendance is below the
requested number, the requested number will be used for billing purposes. If the number in
attendance is greater than the number requested and additional resources are provided, the
requested number plus the additional number will be used for billing purposes and may include
additional per person fees. The final headcount must be received en (10) business days prior to
the event. We will work to provide an adequate amount of food and beverages for our
patrons; however, we are not to be held responsible for a shortage of food if a final headcount
is higher than the number received.

SERVICE WARE CHARGES

All catered functions, coffee breaks, buffets, and receptions include our high-quality disposable
service ware. There is an additional charge of $10.00 per person for china and glassware
service. If supplies are not sufficient for an event and rental is required, the customer is
responsible for those charges. All plated events will be served on china.

LINEN

We provide linens, upon the clients’ request, for food and beverage tables where the food and
beverages are provided by ECD at no additional charge. Our standard table linens size is
85”x85”. For plated meals, linens for guest tables and linen napkins are provided at no
additional charge. Linens for non-plated services are available at an additional charge per
linen. To ensure availability, linen requests should be submitted at least two (2) weeks
prior to your event date.

FOOD SAFETY | REMOVAL POLICY

Due to health regulations, it is the policy of Elior Collegiate Dining (ECD) that excess food items from 
events cannot be removed by guests from the event site. To ensure product quality and safety,
full-service event food and beverage items will be removed 1.5 to 2 hours maximum, after the
specified set-up time. Items purchased for pick-up should be properly stored prior to the event
and removed or disposed of correctly by the event host. We are not to be held responsible for
anyone getting sick from food that was not properly handled after it was picked up.

BARTENDING AND ALCOHOL

ECD is unable to purchase alcohol for resale; however, we can provide bartenders and bar
setup for your event.
• Bartenders are provided at $45 per hour per bartender, with a two (2) hour minimum.
We recommend one bartender for every seventy-five (75) guests.
It is the customer’s responsibility to purchase, chill, deliver, and remove alcohol from the
venue.

PAYMENT

All internal Georgia Southern University group payment types are required at time of booking,
whether University Funds, Purchase Orders, Departmental Accounts, or Foundation Funds.
Non-university organizations are required to pay 50% of the invoice when booking an event.
The remainder is due five (5) business days prior to the event date. Failure to pay will result in
cancellation of your event. All events are subject to sales tax. Tax-exempt organizations must
provide a copy of the tax exemption certificate at the time of booking.
We accept all major credit cards, money orders, check, and cash.