College of the Holy Cross | Conference Services

To enable us to provide the quality of service and facilities you and your attendees expect and deserve, we have established the policies and procedures for bookings made with the Holy Cross Conference Services Department. For further information, read the topics below.

Food and Beverage
Public Safety
Signage and Decorations
Deposits and Payments
Access and Times
Insurance

Food and Beverage

All food and beverage consumed in the Hogan Center, or any other facility booked through the Conference Service Office, must be provided by Holy Cross Dining Services.

To ensure receiving the desired order, all menu selections should be made three weeks prior to an event.

The final guaranteed attendance for all food and beverage functions must be received by the Conference Services Office 4 business days prior to the function.

There is a service charge for any catered meal function with fewer than 25 people.

Due to causes beyond our control, we may need to make reasonable substitutions in function rooms and/or menu selections. Substitutions will be of comparable quality.

All food and beverage prices do not include 15% gratuity or 5% State meals tax. In accordance with Massachusetts State laws, taxes will be charged to all groups unless, prior to the date of the event, we receive a Certificate of Exemption (ST-2) for State sales tax and a Certificate of Exemption (ST-5) for State meals tax.

For all cash and hosted bars, a bartender is required. There is a minimum sales requirement of $200.00 per bartender, per event. If the sales requirement is not met, there is a $50.00 charge per bartender.

Public Safety

For all hosted bars in excess of one hour, one public safety officer is required for every 100 guests, or portion thereof. Arrangements for Holy Cross public safety officers can be made through the Conference Services Office and specific charges will be quoted at that time. No other agency or police are to be retained.

Some events, in addition to hosted bars, may require supervision by Holy Cross Public Safety. These arrangements should be made through the Conference Services Office. No other agency or police are to be retained.

Signage and Decorations

No decorations, signs, props, or exhibits or like articles shall be affixed to the premises except with the prior approval of the Director of Conference Services or designee.

The organization or group booking the facilities is responsible for removal of all decorations, signs, props, exhibits, or like articles. A service charge will be made by the Conference Services Office if items are not removed by the designated time.

Deposits and Payments

A deposit is required for all events. This deposit is nonrefundable unless an equivalent piece of business is booked into the space and times which were canceled.

Payment for all events must be made in advance unless otherwise approved by the Director of Conference Services. You will be billed for any charges incurred while your group is in-house. Terms for all invoices are "payable upon receipt."

Access and Times

Unless otherwise arranged, the client will have access to the facilities booked one half-hour prior to the start of an event.

It is important to adhere to contracted times. Any function going past its contracted ending time may be charged additional fees.

If the rental request is granted, it is understood that the College reserves the right to rescind its action if it should be determined, subsequent to the approval of the request, that the facilities involved are needed by Holy Cross. Every attempt will be made on the part of the Conference Services to avoid such a condition.

Insurance

Due to liability concerns, the College reserves the right to require specific types and limits of insurance coverage for activities sponsored by on or off campus organizations. Upon request, proof of this coverage must be supplied no later than 30 days prior to the event.

Policies & Procedures