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Policies and Procedures

It is the mission of Blue Tie Catering to provide catered meals, catered events and other special events for the campus and campus community. This mission extends to any university-related function occurring outside of the Georgia Southern University campus. Pursuant to policies of the Board of Regents, private business enterprises may not be operated on the campus of Georgia Southern University, except by specific contract and under the control and supervision of the Office of the Vice President for Business and Finance. Blue Tie Catering offers a full array of services to accommodate the needs of those who plan events on campus and around the Statesboro area. When events located on campus call for “catered meals or services”, these should be provided by Blue Tie Catering. If we are unable to service an event requiring any form of “catered meals or services”, Georgia Southern University Auxiliary Services is authorized to permit private business enterprises to provide the service on the Georgia Southern University campus.

For the purposes of this policy, “catered meals or services” are those brought in and/or set up by any catering service. This policy is not intended to prohibit individuals or groups from preparing or purchasing food items and bringing them on campus (For example: A birthday party, where employees buy a birthday cake and soft drinks). It is not intended to prohibit employees from ordering food delivered for meals (For example: A pizza delivered for lunch). For a complete description of policies on business activities, please refer to the Campus Advertising, Sales, and Solicitation Policy available through the Office of the Vice President for Business and Finance and on the Georgia Southern University website.

PLANNING A SUCCESSFUL EVENT

Planning your event can be much less stressful and even enjoyable if you give yourself plenty of time. You will also need to let Reservations know what type of room set-up and table arrangements you may have for your event, depending on its location (Russell Student Union or the Nessmith-Lane Building). Please keep in mind, the larger your event, the more time needed to plan and prepare for its success.

Due to the heavy demand for space on campus, we suggest that you reserve the room/location for your event in advance (see Confirmations and Guarantees) to ensure that you have the room/location you desire, and that it will also meet the needs of your event. Once you have reserved your room/location, please call us so we may help you plan the remainder of your event.


CONFIRMATIONS AND GUARANTEES

We ask each customer to please give us three (3) weeks prior notice when booking events, as well as an estimated number of attendees for the event. Your menu should be finalized with our office at least seven (7) business days prior to your event to allow sufficient time to order necessary products and ensure proper staffing. A final guarantee is required five (5) business days prior to the event. Events booked less than five (5) business days prior to the event date will be taken if resources are available but may be assessed a 20% late fee to cover any additional expenses we may incur, and menu options may be limited due to short notice.

Once your menu is finalized, we will send you a confirmation sheet with the number of guests, location, times and any specifics you may have. Please review this before you confirm it, so you may correct any necessary changes. Once you have confirmed it, send it back, and we will proceed to fulfill your requests. We will need your final number of guests no later than 72 hours prior to your event; otherwise we will prepare and bill you for the estimated number you gave us originally. In the event that you have more guests than you have confirmed, you will be billed for the actual number attending.


PLACING AN ORDER

When placing an order, please have the following information ready to help expedite your order and ensure that you are billed properly:

• day and time of event
• time the event will end
• building and room number
• number of guests
• phone and fax number and e-mail address for contact person
• name of college (if applicable)
• name of 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)


INVOICING

All invoices are based on the guarantee number. If the number in attendance is below the guarantee number, the guarantee number will be used for billing purposes. If the number in attendance is greater than the guarantee number, the additional number will be used for billing purposes and may include additional per person fees. If the guarantee number is not received five (5) business days prior to the event, the original number will become the guarantee number. Blue Tie Catering will work to provide enough food for their patrons; however, they are not to be held responsible for a shortage of food if a final guarantee is not received.


PAYMENT

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, cashier’s check, and cash.


CANCELLATIONS

Once we start making accommodations to prepare for your event, any cancellations after this time frame will be subject to a cancellation fee up to the confirmed amount to cover any costs already incurred by us. Notification of cancellation must be made by calling the Blue Tie Catering General Manager or Administrative Coordinator during regular business hours, three (3) business days prior to the event. If cancellations are made within 48 hours of the event, a 50% charge will be applied.

Please contact: Will Avra, General Manager (912-478-8047) or Sara Fletcher, Administrative Coordinator (912-478-8681)


SERVICE WARE CHARGES

All catered functions, coffee breaks, buffets, and receptions include our high quality disposable service ware. There is an additional charge of $4.00 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.


CLEAN-UP

Blue Tie Catering takes exceptional care to follow industry-recommended food handling procedures to help reduce the risk of food-borne illness. Due to Georgia Department of Public Health regulations, any food and beverage provided by Blue Tie Catering may not be removed from the premises following a catered event.

Removal of unused food is typically prohibited for food safety reasons. Specific requests to remove leftover food items must be addressed to the food service supervisor on duty. Removal of unopened, unconsumed beverages is prohibited.

Blue Tie Catering often provides a greater quantity of beverages than that requested by our customers as a courtesy, to insure that an adequate variety is available. These additional beverages are not billed to the customer unless they are consumed.


BARTENDING AND ALCOHOL

Blue Tie Catering is unable to purchase alcohol for resale; however we can provide bartenders and bar setup for your event.

• Full bar setup is available for $2.00 per person and beer/wine setup is available for $1.00 per person.
• Bartenders are provided for a $35 per hour fee, with a three (3) hour minimum. We recommend one bartender for every seventy-five (75) guests.

It is the customer’s responsibility to purchase, deliver to venue and remove alcohol from venue.

For further information regarding Georgia Southern University’s alcohol policy, contact the Nessmith-Lane Continuing Education Building (912-478-5555) or the Russell Student Union Building (912-478-0399).


 

Last updated: 7/12/2016