Purpose
To outline the policies, access procedures, responsibilities, and cleaning requirements for use of the Mason Square Staging Pantries by external caterers.
Scope
This SOP applies to all George Mason University Auxiliary Services–approved external caterers utilizing one of the Mason Square Staging Pantries in connection with events on the Mason Square Campus.
Background
The staging pantry is a shared support space designed for external catering operations. There are two staging pantries on the Mason Square Campus, one in Van Metre Hall, and one in the Fuse Building. Use of a pantry is mandatory for all non-Mason Dining caterers providing full-service catering for events on the Mason Square Campus. The pantry must be left in a clean and sanitary condition following each event. Failure to comply will result in penalties and possible revocation of access.
Roles and Responsibilities
Caterers
- Complete the approved catering process through the Auxiliary and Business Services website, including acknowledgment of the required use of the Mason Square staging pantries.
- Confirm with Mason Square Operations that a pantry is reserved for use upon execution of the contract with the event client.
Ensure compliance with all pantry use requirements. - Provide at least one staff member on-site with a valid ServSafe certification.
- Complete and sign off on all cleaning and food safety requirements, per the Caterer Daily Checklist, before vacating the space.
- Report any damages or maintenance issues immediately to Mason Square Operations by emailing [email protected], or notifying the Event Manager directly.
Mason Square Operations
- Confirm event catering requirements at least two weeks before the event is scheduled to take place.
- Reserve a pantry and loading dock access for any caterer providing full-service catering to an event on the Mason Square Campus.
For caterers utilizing the Fuse staging pantry, Operations will arrange for parking for the duration of the event. Cushman Wakefield will not permit the catering vehicle to remain in the loading dock for the entirety of the event. They may only use the loading dock for unloading and final load-out after the event. - Unlock pantry access 15 minutes before the scheduled time.
Inspect the pantry at the end of the event to ensure sanitation, facilities, and food service requirements are met and secure the space. - Enforce penalties for damages, non-compliance, or improper cleaning.
- Invoice caterers, collect and process payments for use of the staging pantry.
- Send the revenue collected to Auxiliary and Business Services by Journal Voucher quarterly.
Fuse Housekeeping Contractor
- Provide cleaning supplies (soap, sanitizer, mop, broom, trash liners).
- Check the space daily and clean as necessary.
- Perform periodic deep cleaning and quarterly tasks (e.g., ice machine, ceilings, ducts).
Access & Fees
Access Points
- The Fuse Staging Pantry is accessed via the Fuse loading dock and associated elevators.
- The Van Meter Staging Pantry is accessed via the Van Metre loading dock and associated elevators
Elevator Use
- Since the Fuse freight elevator provides direct access to the staging pantry, any Fuse Staging Pantry-related use of the elevator is subject to the same cleaning standards as the pantry.
Access Window
- Begins at the scheduled pantry access time, up to two hours before the start of the event, and ends at the scheduled vacate time, up to one hour post-event. Additional time must be arranged in advance.
- Early building access is available on a case-by-case basis and must be arranged two weeks before the scheduled event.
Fees
- Base pantry usage fee: $250 (includes up to 4 hours of use)
- Additional time: $35/hour for every hour past the base four hours. Must be arranged in advance.
- Fee for not completing the Caterers’ Daily Checklist adequately: $250
- Fee for disposing of trash and/or food waste in a Mason Square dumpster: $250
Pantry Use Process
Pre-Event
- Caterer arrives at the scheduled access time.
- Pantry is unlocked by the George Mason staff.
- Caterer notifies the event staff immediately if the pantry is not in the appropriate pre-event condition or they note any issues or concerns.
During Event
- Only approved caterers may use the pantry.
- Hot food must arrive ready-to-eat (no Sterno or butane burners allowed). Caterer may bring their own hot boxes.
- All equipment must be used appropriately.
Post-Event Cleaning
- Complete all tasks on the Daily Caterer Checklist (see attached).
- Remove all food, supplies, and trash from the pantry.
- All trash must be taken off-site. On-site dumpsters may not be used. A fee will be assessed if the caterer disposes of trash in a Mason Square dumpster (see fee rates above).
- Report damages or maintenance issues to [email protected] or 703-993-2095.
Records and Reporting
Caterers must leave a signed Daily Caterer Checklist in the pantry at the end of their event. A Mason Square Operations staff member will inspect the kitchen, collect the checklist, and lock the space. Mason Square Operations will maintain these records for compliance tracking. Reported damages or issues will be documented and communicated to Facilities for follow-up.
Special Notes
- Anything left behind in the pantry will be disposed of within 24 hours.
- Non-compliance with cleaning or reporting requirements may result in additional charges or loss of access privileges.
- Cleaning and damage fees:
- $250 cleaning fee if pantry is not restored properly.
- Actual costs billed for repairs or replacement.
Related Resources
- Daily Caterer Checklist (required for each event) PDF
- Mason Square Operations Office: [email protected] | 703-993-2095
