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Fall 2021 Event Planning Guidelines

Food and Beverage Policies


Banquets and served functions must be booked a minimum of 14 days prior to your event

All other catered services – placed with Queen’s Event Services – require notice 5 business days in advance to guarantee specific details and timing.

Note: Due to the high volume of events on campus, certain dates may be sold out well in advance of this required notice. We recommend ordering early during peak times on campus (for example, Homecoming weekend).


Final numbers and special dietary requirements for banquets and formal functions are required 7 days prior to your event

Note: Timing is critical to the success of your event! Should the delivery of your food be delayed due to a late start of your function, we cannot guarantee the quality of the meal.


Cancellations must be received in writing before the above noted confirmation dates to avoid cancellation fees.  Notification received after this deadline will result in a charge based on the confirmed number of guests and the date the cancellation is received.


A 10% deposit of the estimated value of your event is required within 30 days of booking your event

A 50% deposit of the balance is due 90 days before the function

The balance is due upon receipt of your invoice or terms outlined on your contract

Note: We accept company cheques, Visa, MasterCard, cash, and Queen’s University account codes. Credit card payments can be accepted up to a limit of $15,000 per event – beyond this amount we only accept a cheque or a Queen’s University account code.


Food items are subject to 13% HST

Alcoholic beverages are subject to 13% HST

Taxes are subject to change due to revised provincial tax legislation

No gratuities charged by Queen’s Event Services

Additional Charges

Orders under a pre-tax amount of $100.00 are subject to a $20.00 delivery fee

China and glassware are available to replace disposable wares at your catered event at a cost of $3.00 per person

Linen for banquets and formal receptions include set up of food service stations (buffet and beverage stations) and 4 additional predetermined tables

Banquet and formal reception pricing includes dishware, cutlery, linen (as above), and service staff for a 4 hour call from scheduled guest arrival time

All staffed event menus are based on a 4 hour service from the scheduled guest arrival time. If your event exceeds 4 hours service, an additional overtime staff charge will be billed at $25/hour per service person

Delivery outside regular business hours (7:00 am – 4:00 pm) are subject to additional delivery cost

Any lost or misplaced items are the responsibility of the client, and will be included on your invoice at the replacement cost

Menu prices may be subject to change due to fluctuation in market pricing at the time of the event

A $40 Service/Administration charge will apply for orders modified within 48 hours of the event date. The service charge will also be applied to events when modification is made onsite.

Waste Less

All non-perishable and unspoiled perishable food is donated. We redirect all unspoiled food from landfill to our neighbors in need. Thank you for your support of the local community and reducing our environmental impact.