Food & Beverage Service
All food and beverage must be supplied by the Prince Conference Center. No food or beverages are allowed to be brought into the facility, with the exception of desserts prepared in a licensed facility (Example: wedding cake). If a dessert is brought in, a service charge of $1 per person will be applied to cover the service costs. A food waiver must also be on file. We will provide service wares accordingly.
Pricing
For external clients, a service charge of 18% applies to all food and beverage. Michigan state sales tax of 6% will be applied to all charges, unless tax exempt. Menu prices are subject to change due to market conditions. Menu prices will be guaranteed 60 days before your scheduled event.
Alcohol Policy
The Prince Conference Center does not have a liquor license. However, you can hire one of the three approved bar services for your event. Please see Event Services for full alcohol policy details. The host is responsible for placing an order and direct payment to the bar service. The two approved bar services are Martha’s Vineyard and Distinctive, D. Schulers. Please let your booking agent know if you are interested in this service and we will provide the appropriate table(s).
Buffets
If interested in buffet service, a minimum of 20 persons is required. All events under 20 persons will be plated. If under 20 guests and a buffet is still requested, there will be an additional fee.
Allergen Information
All food buffets will have food items labeled including allergen information for the 9 major allergens (Wheat, Milk, Egg, Peanuts, Tree nuts, Soy, Fish, Shellfish, & Sesame). Prince Conference Center makes every attempt to identify ingredients that may cause allergic reactions for those with food allergies. Every effort is made to instruct our food production staff on the severity of food allergies. In addition, we label items with possible allergen-containing ingredients; however, there is always a risk of contamination. There is also a possibility that manufacturers of the commercial foods we use could change the formulation at any time, without notice. Customers concerned with food allergies need to be aware of this risk.
Event Requirements
Room setup, audiovisual needs and meeting details must be confirmed 30 days prior to the event. Menu selections are due 30 business days prior to the event. Last-minute changes made by guests are subject to additional labor charges. The Prince Conference Center reserves the right to adjust reserved space if the numbers of guaranteed guests require. All event details (including menu, AV needs, final guest count, agenda with meal times and any dietary restrictions) must be confirmed no later than 7 business days prior to the event date to ensure proper staffing, food amounts, etc.
Room Decor
Please refer to the Venues at Calvin Room Contract.
Audio Visual & Equipment Needs
The use of equipment owned by the Prince Conference Center, including projectors, microphones, and dance floor, is incorporated in the cost of the facility fee/room rental. Additional charges include video and audio recordings and tech support in the room. 5-foot round tables are available for seating available up to 8 persons per table. If more persons per table are required, a table rental fee will be applied to the invoice.
Guarantee Policy
A guaranteed number of guests must be received seven (7) business days prior to the event. This ensures that appropriate staffing levels and food qualities are available for your event. Last-minute changes will be honored but may incur any additional costs. This is the minimum number for which you will be charged. An increase in attendance will be accepted up to 3 business days prior to the event. No reduction in guarantee will be accepted less than five business days prior to the event. If any increases occur the day before or the day of the event, additional labor and food costs will apply. If a guarantee count is not provided, we will use the estimated number of guests provided at the time of initial reservation as the final count for room preparation, food preparation and billing. Catering requests placed less than 72 hours (3 days) in advance of the event may not get the menu they prefer, but we will do our best to accommodate.
Cancellation Policy
In the unfortunate event that cancellation of the event is needed, notice must be received and confirmed by the Catering Event Manager as soon as possible. Any cancellations within 72 hours (3 days) of the scheduled function could incur changes up to the full price of the event. Charges are determined by the Catering on a case per case basis.
Billing
For Internal Clients: To ensure service, an internal budget number must be given when placing catering.
For External Clients: Final invoice will be issued after the event date, due upon receipt. All social functions must be paid in full no later than one day prior to the event date. All standard forms of payment are accepted.
Liability
Certificate of Liability Insurance must be on-file with Event Services prior to the event for all external groups. Please connect with Event Services for further details.
Multiple Entree Selections
Should a group wish to offer guests a choice of two entrees or a special diet menu, a breakdown indicating how many of each entrée is due seven (7) business days prior to the event along with the guaranteed number of guests. The client will be responsible for providing color-coded place cards indicating entrée selections.
Leftover Food
Food buffets will be taken down after a maximum of two hours. Prince Conference Center is unable to accommodate longer times due to health code restrictions on temperatures and proper safety procedures. If requested to be out longer, an additional charge will be incurred for the additional break. We pride ourselves on providing you with outstanding, high-quality food and service for your catered event. In order to ensure our standards of quality and food safety, foods not immediately consumed by guests are unable to be released and taken out of the service area. We thank you for your cooperation and understanding.