Event Reservations
Event Order Confirmation
Billing
Attendance Guarantee
Delivery Charges
Cancellation Policy
Food and Beverage Policies
Special Diets
Consumer Advisory
Audio Visual Equipment
Security
Special Event Services
Event Reservations
To arrange for catering and event space at the Willits-Hallowell Center, call 413-538-2220. For catering in other campus locations, call 413-538-2285.
A minimum of 10 working days’ notice is required for catering and event space reservations.
Many of the products we use must be ordered 21 days in advance. Please make reservations as early as possible to ensure the success of your function, space availability, and to allow the Chef time to order and receive food,
supplies or specialty items.
Event space is assigned according to the anticipated number of guests. If there are fluctuations in the number of guests, the Center reserves the right to reassign the function space accordingly.
Event Order Confirmation
Once arrangements have been made, you will receive a copy of the Event Order for confirmation.
Services will be provided as specified on the Event Order. Please examine the Event Order for accuracy. If an
error is discovered, call the Catering Office immediately.
Billing
A non-refundable deposit is required at the time of booking to confirm your event date. All arrangements for direct billing must be made through our Catering Office. Please be aware that the application process for direct billing takes approximately two weeks. Full payment will be required at completion of the event unless direct billing has been previously approved.
A 15% house charge will be added to all food and alcoholic beverages. For those not qualifying for tax exempt status, 5% Massachusetts State Tax will be added to listed prices. Prices are subject to change because of market fluctuations.
An additional charge may be incurred for meals served on holidays observed by the College. Please inquire with the Catering Office as to the specific days.
Attendance Guarantee
The Catering Office must have an approximate count 10 working days in advance of your event. Guaranteed
attendance must be specified at least 48 hours in advance. This number is considered the guarantee and is not
subject to reduction. All charges will be based on the guarantee. If no guarantee is received by the Catering office, the original expected number of guests will be used as the guaranteed attendance.
Delivery Charges
A delivery charge will apply for equipment and catering delivered to campus locations. This will be charged at the following rates:
$35.00 for orders up to $100
Actual labor charges incurred by the Center for orders over $100
Cancellation Policy
In the event it becomes necessary to cancel your event(s), the following cancellation fees will apply:
More than 10 days – Event deposit will be billed
10-3 days notice - 25% of your event’s estimated charges will be billed plus Deposit/Room Rental
72-48 hours notice - 50% of your event’s estimated charges will be billed plus Deposit/Room Rental
Less than 48 hours -100% of your event’s estimated charges
Food and Beverage Policies
It is against the policy of the Willits-Hallowell Center to allow food, beverages or alcoholic beverages to be brought into or removed from the building.
Luncheon menu items will be served only between 11:30 a.m. and 1:30 p.m. Dinner events may begin no later than 8:00 p.m.
Special Diets
With proper notice, arrangements can be made to accommodate guests with special diets. A common request is for a vegetarian alternate to the main entree. With advance notice, the Center can provide an alternate chosen by the Chef, and on a comparable level of dining as the primary entree.
Consumer Advisory
Consuming raw or uncooked meats, poultry, seafood, shellfish, or eggs may increase your risk of food borne illness, especially if you have certain medical conditions.
Audio Visual Equipment
Complete audio visual services are available for events at the Willits-Hallowell Center, including Internet access. Please inquire with the Catering Office for availability and charges.
Security
The Willits-Hallowell Center may require security at certain events. Only the Mount Holyoke College Public Safety Department may be used. Rates are available from the Catering office.
Special Event Services
Should your event require floral arrangements, entertainment, ice carvings, or special occasion cakes, your Catering
Representative will be happy to assist you.
