For ANY George Mason sponsored event, or events located on the Mason Campus or at Point of View, you MUST use a university approved caterer. The list of approved caterers can be found at: http://approvedcatering.gmu.edu/approvedcaterers.html
Some specifics about the caterering process can be found below, but in general, once you have selected your venue, it is advisable to contact the S-CAR Event Coordinator to discuss catering options directly:
All catering requests should be submitted at least two weeks before the day of your event for a large formal event and at least one week before the day of the event for all other events.
Special Occasions (or Sodexho) is the catering company belonging to George Mason University.
You may access the Sodexho website at: http://www.sodexhostore.com/GMU/
Although you need approved log-in information to actually place an order, you can click the “view menu” button on the home page to get an idea of menus and pricing.
If you are using any GMU approved caterer, you’ll most likely need to provide a food and beverage authorization form. (This requirement is only waved when using Sodexho). This form can be found on the fiscal services website at: http://fiscal.gmu.edu/Forms/Formstabpage.html
This form must be submitted BEFORE your event, and approved by the senior approving official for the fund/org that you’re using. In most cases this will be:
Jeremy Peizer
Financial Manager, S-CAR
Truland Building, room 703B
(703) 993-1303
[email protected]
George Mason University adheres to per diem rates for all food purchased through state accounts (most of the S-CAR org numbers are connected to a state account). This means that the cost of each individual meal cannot excede a certain cost per person. This includes tax and delivery costs.
When choosing a caterer, make sure that the total amount for the food costs, divided by the number of people food is being provided for, does not exceed the per diem rates for that meal. Current per diem rates can always be found on the Fiscal Services website. Rates as of fiscal year 2011 are:
- Breakfast - $12 per person
- Lunch - $18 per person
- Dinner - $36 per person
Accounts payable requires that a list of attendees be submitted with invoices for payment on all catered events. The easiest way to accomplish this is to provide a sign-in sheet at the door of your event. Please provide the Event Coordinator with a copy of this list after the event is completed so that it can be properly submitted.
Some spaces on the Arlington Campus will charge housekeeping fees if you reserve these rooms for events that include catering. Make sure you are aware, at the time when you reserve your room, whether or not you’ll be charged for housekeeping, and make sure that you budget for the cost. You are responsible for these fees as a part of the general budget for your event. S-CAR will not pay them for you.
If you would like to serve alcohol at your event, most of the catering companies can provide this, however George Mason policy stipulates that a Mason police officer be present whenever alcohol is served. The Event Coordinator can submit this request for you, but you’ll need to include this cost in your budget for the event. (It is usually around $100 for the evening) As with housekeeping fees, you are responsible for this cost as part of your event budget, S-CAR will not pay it for you.