Event Policies

Event Reservations

Mount Holyoke College departments should call 413-538-2220 to arrange for catering and event space at the Willits-Hallowell Center, as well as catering in other campus locations. Interested parties from off-campus inquiring to host events at Willits-Hallowell should call 413-538-2051.

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, Willits-Hallowell 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, contact your event coordinator immediatlely.

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, a state and local tax of 7% will be added to listed prices. Please be aware that House Charges or Bartender Fees do not represent a tip, gratuity, or service charge for the wait staff, employees, bartenders, or any other service employees providing services for your event.  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 72 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 charge

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 am and 1:30 pm Dinner events may begin no later than 8:00 pm

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.

Security

The Willits-Hallowell Center may require security at certain events. Only the Mount Holyoke College Campus Police 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.