DeVos Center Event Policy
Cancellation Policy:
-By signing this 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, the client will be refunded all monies, minus 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 5 business days prior to the event, you will be responsible for 50% of the food and beverage costs. Cancellations received less than 2 business days from the event are responsible for 100% of the contracted food and beverage charges.
-Force Majeure: If the facility is rendered unsuitable for the conduct of your event by reason of Force Majeure; GVSU and the user are released from their obligations as they pertain to said event. Force Majeure shall mean fire, earthquake, hurricane, flood, strikes, work stoppages, or other labor disturbances, riots or civil commotions, war or other act of any foreign nation, power of government, or governmental agency or authority, or any other cause like or unlike any cause mentioned which is beyond the control of GVSU.
Function Requirements
-All meeting requirements, food and beverage requests, and audiovisual details should be confirmed no later than ten (10) days prior to the function date.
-For DeVos Center building hours please visit GVSU Facilities Building Hours.
-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 specified amount of time, typically two weeks or an extended time determined by your Event Coordinator. The client will be advised as to the time and its expiration date. After the expiration date the tentative "hold" will be automatically removed if the client has not confirmed otherwise. There is no financial commitment for tentative reservations.
-Room rental is based on (4) hour increments of time. A half day rate is (4) hours and a full day rate is (4+) hours.
-We assign function space according to the anticipated number of guests. If the number of guests increases or decreases, it may be necessary for us to reassign the space accordingly. An increase will be accommodated if space is available and will result in additional rental fees.
-Loading dock facilities are available for the transport of all conference materials. Materials and equipment for your event may be shipped directly to the DeVos Center. Prior arrangements must be made through Conference and Event Planning Services for access.
-Grand Valley State University is pleased to offer conference guests complimentary 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 in our packet and at www.gvsu.edu/meet@gvsu.
Guarantee Policy
-For our caterer and staff to be fully prepared for your event we require a minimum number of guaranteed guests ten (10) business days prior to your event. The "Final Count" must be given to your Event Coordinator five (5) business days prior to your event, no later than 10:00am. Increases made after this deadline will be accommodated, if possible, and are subject to a 30% late fee based on the number increased.
We will charge for the number served, or the number guaranteed, whichever is greater. Food service is prepared based on this guarantee, and if no final number is given, service will be prepared based on the number given at the time of booking. Leftover food and beverage may not be taken from the event due to Health Department licensing and liability.
-Pricing: All room rental, audiovisual, and food and beverage costs and service charge are subject to the customary 6% Michigan State Sales Tax. A service charge of 20% is applied to all food and beverage services. Please reference this link for all food minimums Lake Food Co. -Food Minimums . Published food and beverage rates are subject to change without notice.
-Conference Room Liability: In the unlikely event that damages to the conference facility should occur because of your function, liability for damages to the premises will be charged to the authorizing signature for said event, based on actual repair or replacement costs. The DeVos Center cannot assume responsibility for the damage to, or loss of, any merchandise or articles left prior to, during, or following an event. The affixing of anything to walls, floor, ceiling, or plants is strictly prohibited. Glitter and/or confetti are not to be used inside or outside the building. Candles must be contained in a lamp or isolated source. Conference and Event Planning will assist you with hanging banners, decorations, displays, and promotional material.
-Billing: If you wish to make final payment by debit or credit card, please contact our office at 616-331-6620. Invoice terms are net 30 days. Any unpaid balance is subject to a finance charge.
The Richard M. DeVos Center - Phone: (616) 331-6624 Email: [email protected]