Conference and Event Planning
DeVos Center Policies
DeVos Center Room Rental Policy
The DeVos facilities are reserved in the order in which requests are received, with consideration being given to the size of the group, type of set up needed, and space available.
Meeting & Event Planning Services reserves the right to assign, and if necessary re-assign facilities to assure the maximum and most appropriate utilization of space.
A $50.00 set-up charge applies to any reservation requiring a change in existing set up.
An internal group's charges must be billed to an internal FOAP number
DeVos Center Event Policy
All meeting requirements, food and beverage requests, and audiovisual details should be
confirmed no later than ten (10) days prior to the function date.
Room space may be tentatively reserved if there is a need to finalize speaker arrangements, etc. before confirming your reservation. This tentative "hold" will be set for a time period determined by our planning coordinator. The client will be advised as to the time period and its expiration date. At that expiration date, the tentative "hold" will be automatically removed if the client has not called to confirm otherwise.
There is no financial commitment required for tentative reservations.
In the event that you may require extraordinary audiovisual or room set-up, the Meeting and Event Planning Office must be informed. We will make every effort to accommodate your needs.
Only vendors contracted through the DeVos Center will be allowed on premise.
Grand Valley State University is pleased to offer conference guests free parking in our designated University parking lots. Details regarding access to our complimentary parking will be discussed in the planning of your event. Parking maps and directions are available on our web site. Parking
In order for our caterer and staff to be fully prepared for you event we require a minimum number of guaranteed guests ten (10) working days prior to your event. This number cannot be reduced. The Final Count must be given three (3) business days prior to your event.
We will charge for the number served, or the number guaranteed, and if no final number is given,
service will be prepared based on the number given at the time of the booking.
Food & Beverage Contractual Agreement
By contractual agreement between GVSU and select caterers, all requests for food and beverage service will be handled through The Meeting & Event Planning Office at 331-6624. Meeting & Event Planning will coordinate your needs with the preferred caterer. No food or beverages of any kind may be brought on campus. Food Service prepares the quantities of food and beverage based on the guaranteed number of guests, in ample amounts to insure that all guests at the event enjoy an attractive selection of food. Leftover food and beverage may not be taken from the event due to health department licensing and liability.
Room Cancellation Policy
By signing the contract, you agree to pay a cancellation fee equivalent to the full contracted room rate for the loss of business if your event is cancelled within thirty (30) days of the planned function, as well as any additional costs already incurred.
Notice of cancellation between thirty-one (31) and ninety (90) days of planned function, all deposit monies are non-refundable.
Notice of cancellation from ninety-one (91) days out, client has the option of changing the date (must be done on day of cancellation) and transferring the deposit to the new date. Otherwise, client will be refunded all monies, with the exception of a $50 administrative fee per room reserved.
Space reduction/Event date change: are considered cancellation of space, and will be treated in the same manner.
Should cancellation of your event become necessary less than 10 working days prior to the event, you will be responsible for 50% of the food and beverage costs. Cancellations received less than two (2) working days from the event are responsible for 100% of the contracted food and beverage charges.
The DeVos Center
Phone: 616-331-6624 Fax: 616-331-6471
Email: firstname.lastname@example.org Web: www.gvsu.edu/meetatgvsu
Page last modified February 18, 2009