General Catering Policies
Food at Off-Campus and On-Campus Events
If you’re planning an off-campus event that is not at a hotel or conference center, you may use any caterer or restaurant; however, the preference is to use Georgia Tech contracted caterers.
Hosting an event at the Student Center?
Only Georgia Tech Catering may be used.
Catering purchases under $400
Any licensed food service provider may be used (Subject to Building Manager approval). America To Go is also available for those to review on Workday.
Catering purchases over $400
Planners must use Georgia Tech contracted caterers.
Cookouts are not allowed on campus
Even when costs are below the $400 threshold. Cooking raw food requires an approved caterer with appropriate food service permit, insurance and licenses.
Bake Sale Safety Guidelines
Bake sales are permitted, but must following the following safety guidelines.
In rare cases, neither the primary nor secondary catering services, nor any Technology Square restaurants can meet the needs of an event.
If so, submit this Provider Exception Request at least three weeks before your event.
Virtual Meetings, Events and Celebrations- Guidelines for Payment or Reimbursement of Meals
Faculty, staff, students and other attendees who are virtual should have access to meals at their remote location. Thus, meal delivery services like DoorDash, Grubhub, Uber Eats, etc. should not be used to deliver meals to individuals or to provide gift cards or promotional codes to allow individuals to order meals. The intent of existing policies is to pay for or reimburse for meals that would allow work, a meeting or an event to continue when food is not readily available.
Catering Procurement Procedures
Should your catering amount exceed over $10,000, please provide purchasing with quotes from three different vendors. Internal documents do not need to be signed, but all others must be sent to purchasing.
Food/Group Meal Documentation
This form is required for all payments made through the Institute by PCard, Invoice, or Check Request Form sent over to Accounts Payable. Meal per diem limits are imposed for most state-funded events. The policy does not allow you to go to a restaurant, sit down, order, and pay for your lunch there. You may use a PCard when you order ahead of time from the office for delivery or pick up.
All-Inclusive Meeting/Event Per-Person Cost
One best practice to use if your workshop or conference is off site is the All-Inclusive Meeting or Complete Meeting Package (CMP) that can cover all expenses related to meetings. This practice, using a line item that gives the dates for the all-inclusive meeting package with the number of attendees and cost broken out per person, is the best way to go. If you attempt to itemize the meals and lodging, all state travel regulations are imposed and could become quite burdensome when trying to apply all the costs and regulations associated with this one workshop/conference. Plus, if you miss something, it may throw up a red flag to the auditors.
How does Georgia Tech choose its caterers?
Every five years, Auxiliary Services and Procurement and Business Services reevaluate our secondary preferred caterers and extend five-year contracts to selected catering finalists.
Once proposals have been completed, a committee consisting of members from Auxiliary Services, Procurement and Business Services, and the Event Coordinators' Network will review preliminary proposals and determine those who should continue in the bidding process.
The committee aims to create a secondary caterer list that provides diversity in offerings and pricing options to accommodate's the needs of campus. This process does not apply to GT Catering, our primary caterer, nor the Tech Square restaurants. If you have any comments or suggestions regarding those caterers, please contact Kira Freeman to share your thoughts.