Client Information (updated June 1, 2007)

At the Georgia Center, we strive to serve with excellence. In order to meet the needs of each of our clients, the Georgia Center has developed guidelines to serve as a tool when planning your event. Please review these guidelines before booking your event. If you have any questions, one of our event planners will be glad to assist you.

Event Timeline

In order to provide you with excellent customer service we ask that you take these dates into consideration when planning you event:

• Two weeks after booking, please return and sign space usage agreement and deposit, if applicable.
• Three weeks before your event, the menu choice must be given to your event planner. An accurate number of attendees must be determined. Requests for audio-visual rentals must be made. Specific requests for room lay- outs must be made.
• Ten days before your event, the exact time of service must be given to your event planner. After this date, it can not be changed.
• Three business days before your event, a guaranteed number of attendees should be confirmed by phone with your event planner.

Guarantees

Final Guest Guarantees — We ask that you give us a final attendance number guarantee three business days prior to your event so that we may make final arrangements. If no final guarantee is received, we will consider the number indicated on the original agreement forms to be the guaranteed number of guests. If the actual number of guests exceeds your guaranteed number you will be billed for the higher number. The guarantee is not subject to reduction after the three business day deadline. Your cooperation with these guarantees will help ensure that your event goes smoothly and successfully.

Walk-ins/Unanticipated Guests — To accommodate special circumstances or late arrivals the Georgia Center will be prepared to serve 5% above the guaranteed number of guests. Increase to the Guaranteed Number of Guests — Increases to the guarantee after three business days before the event will be honored at the discretion of your event planner. If an increase occurs after this time the standard set of 5% over will not apply.

Banquet Food Service

It is the policy of the Georgia Center that all food and beverages intended for consumption in public lobby areas or private banquet space within the Georgia Center must be furnished by Georgia Center Food Services. Below are guidelines to help you as you choose your menu.

Special-Diet Meals and Menus — We are pleased to offer special-diet meals for customers who require a variation from the chosen menu, such as those with allergies or those who require a vegetarian option. Please provide your event planner with this request when discussing your final guarantee.

Event planners will assist you in choosing an appropriate menu for your function from our list of banquet selections. In the event a special menu is desired, an event planner will work with our Certified Chef to create a menu and price.

Children's Meals — We offer half-price banquet entree menus for children under the age of 11 and under, as long as the number of children does not exceed 50% of the group's total guarantee. Please speak with your event planner if your plated meals need to be altered to create a "kid-friendly" entrée.

Two-Entrée Options — A group may choose to have a choice of two entrée options, although the choice of salad dressing, vegetables, and desserts must be the same for both entrees. A guarantee should be given for each entree three business days before the event. The Georgia Center will provide you with color-coded identification cards to be displayed at each plate setting to indicate to the banquet servers which entree is to be served. It is the responsibility of the client to distribute these cards to the appropriate individuals and changes to the guarantee of each entree can not be made onsite. Please ask your event planner about the additional price of this service.

Left-over Food — All leftover food and beverage from all food events belongs to the Georgia Center.

Service Charges and Taxes — A service charge of 18% will be added to all food and beverage charges. The service charge, and all other miscellaneous charges will be assessed the 7% Georgia sales tax. If you have chosen a menu with a minimum charge it also must be met before tax and service.

Banquet Room Setup

Banquet Room Amenities

We are happy to offer you complimentary banquet space. Also included with the price of the meal you will receive tables and chairs, dishware, glassware, flatware, linen, coat racks, silk flower arrangements, as well as, the banquet staff and set up and clean up of the room.

Location of your Banquet

To best accommodate the needs of your event the location of your specific room will be assigned by the Georgia Center the day of your event. To instruct your guests to the location of the event please indicate that it will be in the Georgia Center Banquet Area. Upon arrival they will be directed by signs at the entrance to the Banquet Area that will indicate your specific room number.

Table Size/Shape

60" Round tables for eight people are standard. In some occasions it may be necessary to use rows of rectangular tables in order to maximize space. If this is the case with your group, you will be notified by your event planner at the time of booking.

Standard Reception Set

Receptions do not normally include tables and chairs. Tables and chairs can be placed around the walls in any space that does not prohibit the movement of people to the food and beverage tables. Bar tables may be used at no additional cost and regular tables and chairs may be guaranteed for an additional charge of $400.00 per room.

Entertainment

The Georgia Center reserves the right to deny any entertainment request if it is determined that it will interfere with another function already scheduled. This will be determined at booking.

Amplified music must not start before 9:00 p.m., unless all the banquet space has been booked for the event.

A dance floor is required for all events with dancing. An additional fee will be required for the additional space that a dance floor requires.

Decorations

In order to avoid damage to the Banquet Area, we prohibit the use of tape, nails, glitter, confetti, etc. All decorations must be approved by your event planner. If you require a banner to be hung, please speak with your event planner prior to your arrival.

It is your responsibility for the clean up and removal of all decorations you provided. In the event that decorations are not removed, restricted decorations are used, or damage occurs during your event, you may be accessed a damage/clean-up fee.

If physical assistance of Georgia Center employees is needed for decorations, a $30.00 per person charge will apply.

Minimum Customer Amounts for Buffets/Receptions

A buffet or reception may be served to any number of people. However, there is a minimum charge to offset the extra labor and food costs for small groups. All minimums are assessed the 18% service charge and 7% sales tax.

• The minimum charge for a breakfast buffet is $350.00.
• The minimum charge for a brunch or lunch buffet is $650.00.
• The minimum charge for a dinner buffet is $800.00.
• The minimum charge for a dinner reception is $600.00.
• The minimum charge for a dessert reception is $325.00.

Time of Service

• BREAKFAST menus are served between 7:00 a.m. and must conclude by 9:45 a.m.
• BRUNCH menus are served between 8:45 a.m. and must conclude by 11:00 a.m.
• LUNCH menus are served between 11:15 a.m. and must conclude by 2:30 p.m.
• DINNER functions are served between 5:00 p.m. and 8:00 p.m.
• RECEPTIONS or SOCIALS SERVED in a BANQUET AREA may begin after 4:00 p.m.
• RECEPTIONS/SOCIALS SERVED in a PUBLIC AREA may begin after 12:00 noon.

Parking/Directions

Pay-by-the-hour parking is available in the South Campus Parking Deck adjacent to the Georgia Center. All customers are responsible for the cost of this service. Free parking is available on all UGA surface lots after 5:00 p.m. on weekdays and all day on weekends. All other times, parking is by permit only. Please note that the Georgia Center is not responsible for the safety of any vehicles in these areas.

The Georgia Center is located on the corner of South Lumpkin Street and Carlton Street in Athens, Georgia. For directions to the Georgia Center you may refer to our website at www.georgiacenter.uga.edu. For printable directions and maps click "Directions" on our main page.