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Wedding Reception Guidelines
Facility Use Terms & Conditions
A “prospective” hold may be placed on function space and dates for fifteen (15) calendar days with no obligation to the requesting party. Thereafter, all space will be released unless a contract is issued or a written request is received to utilize the space. All space held is considered “prospective” until a contract has been signed by both parties. Under no circumstances will space be provided or services rendered without a contract signed by both the lessee and lessor.
Function space is assigned based on the number of people anticipated at the time of booking. The Lansing Center reserves the right to change contracted space or reassign a group to alternative function space upon notice of an attendance variance from the original reservation. Large increases to the anticipated attendance will be accommodated to the best of our ability with any potential additional costs associated being the responsibility of the contracting party. All events must end no later than 12:30 a.m. and all banquet rooms must be vacated by 1:00 a.m.
A one-time room set up is included in your basic wedding package. All set up information must be submitted to our Event Coordination Department at least thirty (30) days prior to your event. If changes or additions are made to approved room setups on the day of the event, or if multiple sets or quick turns are required, re-set fees will be assessed at prevailing labor rates. Standard start time for a Wedding Reception contract is 10:00 a.m., based on banquet space availability. Decorator set up time is recommended at least two (2) hours prior, and must be confirmed at the time of booking. If additional time is required extra charges may apply.
The Lansing Center reserves the right to manage and regulate all events held on premises. Additionally, the Lansing Center reserves the right to limit the noise volume in the banquet rooms, i.e. bands and/or DJs, for the consideration of other clients.
Catering Services Terms & Conditions
The Lansing Center’s Food & Beverage Department is the exclusive supplier for all food and beverage service inside the facility. With the exception of wedding cakes, food or beverages cannot be brought onto Lansing Center premises due to LEPFA policy and potential liability. Please be prepared to provide the Catering Sales Department information regarding your wedding cake size, design and number of estimated servings.
A special Wedding Menu is offered to make the planning process easy. All proposals, price quotes and arrangements for food and beverage service shall be made solely through a Food & Beverage Catering Sales Coordinator. Food and beverage selections should be confirmed at least thirty (30) days prior to the function date. All clients will be required to sign a Lansing Center Work Order (WO) at least three (3) business days prior to the event. All food and beverage is to be consumed on premise due to State of Michigan health and liquor regulations, as well as food safety concerns to our guests. Therefore, food or beverage may not be removed from the building upon completion of the event, with the exception of bottled wine as stated in Michigan Statutes.
An approximate number of anticipated guests is requested at the time of booking. A final guaranteed meal count is required on or before seven (7) business days prior to the event date. If this count is not received, the estimated count on the Work Order (WO) will be considered the guarantee. Reductions to the guaranteed count will not be accepted after this time. Increases in guarantees made within seventy-two (72) hours are subject to product availability and a twenty percent (20%) surcharge for the additional requested meals. The Lansing Center will be prepared to serve up to five percent (5%) over the initial guaranteed count to a maximum of twenty (20) additional entrees if the guarantee exceeds four hundred (400) guests. If meal coverage is needed for the event, the client will be responsible for payment of the additional meals.
Sample food tastings for most menu items can be arranged up to three (3) months prior to your contracted event. An event is considered “contracted” once the required deposit and signed contract have been received. Tastings are available based upon the Executive Chef’s schedule and must be arranged through your Catering Sales Coordinator. Up to four (4) entrees may be selected for your tasting, and additional entrees may be tasted at full menu pricing.
(Available for Groups of 50 or more)
All multiple entree selections must be approved through a Food & Beverage Catering Sales Coordinator. If multiple selections are desired, a $1.00 surcharge per meal will be added. Vegetarian options are not subject to this surcharge. Each entree is subject to the standard guaranteed count policy. With multiple entrees, the client will be responsible for providing meal tickets or place cards indicating their guests’ selection.
Please advise your Catering Sales Coordinator of any special dietary meals a minimum of ten (10) business days prior to your event. While every attempt will be made to accommodate these requests, the Catering Sales Coordinator may need to obtain approval from our Executive Chef. In certain situations, a meal waiver release form may need to be signed prior to the event.
The Lansing Center Wedding Menu offers the option for ordering meals for young children. If desired, please consult your Catering Sales Coordinator for the complete Children’s Menu selection and pricing.
Complimentary standard house linens (white tablecloths with white napkins) are included with your basic wedding meal. To enhance the ambiance of your event, elegant decorative specialty linens including tablecloths, napkins, overlays and chair covers are available in three (3) separate special Wedding Décor Options. Please note, the Wedding Décor Options are only offered as an addition to a full meal selection.
Please review the wedding package options that are offered as an addition to your meal purchase. Our Catering Sales Coordinators will be happy to assist you in determining other decorating options that are available to create a unique and memorable event. The client will be charged for missing centerpieces rented from the Lansing Center at current replacement cost.
Any decorations not provided by the Lansing Center must be removed at the end of the event unless prior arrangements have been made with your Coordinator. Otherwise, a clean-up fee may be charged. The Lansing Center is not responsible for the loss of or damage to any decorations. Any decorations consisting of glitter, confetti or crepe paper may result in a clean-up fee. Decorations are not to be affixed to ceilings or walls without prior approval of your Coordinator. All decorations must be constructed of non-combustible materials. Any activity or decoration using an open flame is strictly prohibited.
All decorations and party favors must be pre-assembled and approved by your Coordinator at least ten (10) business days prior to the event.
All proposals, quotes and arrangements for bar service shall be made solely through your Catering Sales Coordinator. In accordance with Michigan State Law, the Lansing Center will refuse alcoholic beverage service to anyone who cannot prove legal drinking age with proper identification. The Lansing Center is a licensed premise. Absolutely no licensed beverage can be brought onto Lansing Center premises. No licensed beverages may leave the assigned function room. The Lansing Center and its employees reserves the right to refuse licensed beverage service to any person who may be or appear to be in the process of becoming intoxicated. The Lansing Center reserves the right to terminate bar service with the observation of guests supplying minors or intoxicated individuals with licensed beverages, despite prior arrangements made.
We offer a complete selection of hosted bar package options designed to fit your wedding celebration needs. Package options range from full alcohol bar service to beer and wine service only. Please refer to our “Wedding Bar Package” informational sheet. There is a minimum bar sales guarantee of $250.00 for each single bar (a bar with one bartender). The contracted client is responsible for any difference in sales under the minimum guarantee and will be assessed the difference per bar. Cash bars must be open for a minimum of one (1) hour. Hosted bar service is not to exceed six (6) hours. Licensed beverages will not be served after 12:30 am and the premises must be vacated by 1:00 am.
One bartender will be scheduled for every (125) guests for a hosted bar. One bartender will be scheduled for every (150) guests for a cash bar. Additional bartenders are available for an additional fee of $75.00 per bartender. All alcohol bar service requires the service of a Lansing Center bartender.
Condiments and appropriate glassware is included in pricing. Additional charges may apply for non-standard items. Please discuss your special requests with a Catering Sales Coordinator for availability and prices.
Service Fees, Payment Policies & Other Services
A non-refundable deposit of $1,000.00 is due upon signing the contract. A second non-refundable deposit of $2,000 is due ninety (90) days before the event. The balance equal to 100% of the estimated charges, less the deposits, is required five (5) business days prior to the event. Any wedding booked inside three (3) months of the wedding date will require the entire deposit of thre thousand ($3,000) be due at the time of signing the contract, with any balance due five (5) days prior to the event. Deposits are accepted in the form of cash, cashiers check, valid credit card, and money orders. A valid credit card is required for bar minimums and any additional charges that may occur. All outstanding balances are due before the conclusion of the event. These balances are payable by cash, money order or major credit card. If the initial deposit exceeds the actual charges, a credit will be issued. Please note that all charges are subject to change based on an audit by the Finance Department after conclusion of the event.
Menu selections and pricing are subject to change. Catering prices are guaranteed for ninety (90) days prior to the event date. All food and beverage charges are subject to a eighteen percent (18%) service charge and six percent (6%) State of Michigan Sales Tax.
Payments received and full amount due for contracted function space is non-refundable. Cancellation of event after food selections have been ordered will be subject to full package charges.
Extra charges may be incurred if additional miscellaneous services are requested outside of the normal range of services. Union labor and the rental of a manlift will be required for any decorations hung from the ceiling. Prevailing rates will apply. Our Event Coordinators will be happy to assist you in determining customized service options.
Additional food and beverage labor charges may be applicable to events occurring during holiday periods. Our Catering Coordinators will be able to determine if these charges are applicable to your event.
Proof of Insurance of Public Liability and Property Damage is required for all events. For your convenience, General Liability Insurance coverage of $1 million is included with your basic Wedding Meal for parties hosting up to 500 people. However, arrangements for the insurance coverage must be completed with the Sales Department representative prior to the final contract signing. Wedding parties over 500 people will be responsible for providing insurance coverage independently or through the Lansing Center insurer.
The client is responsible for the protection of walls, furnishings, carpeting and linens in the function space during the course of the contracted time of the event. Damage or loss of these items or audio/visual equipment will be billed to the client. The client also assumes the responsibility for the conduct of all guests. The requirement of excessive cleaning may result in additional fees.
The Lansing Center Wedding Package includes one security officer for your wedding. Any additional needs for security are made through your Event Coordinator. Security is assessed in one (1) hour increments with a four (4) hour minimum per officer at prevailing rates. Our Event Coordination Staff will advise you of your security requirements, if any.
Local and state fire codes must be followed for all events. Fire exits, aisles and equipment cannot be obstructed during your wedding event. Mechanical devices that use any combustible substance and/or all pyrotechnics, must be approved in advance by the Lansing Center and the local fire marshal. Safety guidelines can be obtained from the local fire marshal or from your Event Coordinator.
Arrangements for musicians, disc jockeys, photographers, etc. are the responsibility of the client. Lansing Center equipment will not be used to play live or recorded music without an agreement between client and ASCAP, SESAC, BMI or other music licensing organizations.
The Lansing Center offers quality in-house audio/visual equipment rental and service through the Technical Services Department. A wide array of additional support services, include microphones, amplification, projectors, video, telephone service, electrical hook-ups and more are available at competitive rates. Please contact our Event Coordinator staff for more information and a price quote. Also please contact our Event Coordinator staff for rules and regulations prior to outside (third party) contracting of technical services and equipment. Client is solely responsible for outside vendors and their equipment.
Basic 110v-15amp outlets are provided complimentary for DJ or decorative services. Additional electrical usage, extension cords, etc., may result in additional charges.
The City of Lansing Parking Authority manages all parking in the downtown Lansing area. Convenient parking is located in several nearby locations. A parking map of local lots can be supplied upon request from your Event Coordinator. The Parking Authority can be reached at (517) 483-4198 for reserved parking arrangements. Valet parking is not a service provided by the Lansing Center, however, it can be arranged through an outside service provider. Please consult your Event Coordinator for more information.
Upon the comclusing of the meal service, water stations will be provided to guests for the remainder of the function. |