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Catering at the Vancouver Convention Centre

FOOD & BEVERAGE QUALITY STANDARDS

The Vancouver Convention Centre proudly operates a ‘scratch’ kitchen where everything is prepared with the finest and freshest ingredients using a wide variety of local products. We provide customized, creative service for all events and guarantee the highest possible standards of performance. Our function rooms are licensed premises, and all food and beverages must be exclusively supplied by the Vancouver Convention Centre. Food and beverage products may not be brought into the building from outside; and food and beverages not consumed may not be taken off the premises.

ENVIRONMENTAL COMMITMENT

As part of our “green” policy, the Vancouver Convention Centre uses fresh local ingredients without additives, avoids disposable utensils and dishes, avoids canned goods and wherever possible, donates excess food to various local charities.

PRICES

Food and beverage prices cannot be guaranteed more than 90 days prior to the event. They are subject to an Administration Fee and Taxes.

HOURS OF MEAL SERVICES

Our kitchen and operating departments are prepared and staffed to serve meals to completion that are planned in advance within the time frames noted below; and the maximum time from start of service to completion is two hours – otherwise a minimum 20% surcharge would apply:

Breakfast: 6 AM to 9 PM
Lunch: 11 AM to 2 PM
Dinner: 5 AM to 9 PM
Receptions: 11 AM to 9 PM

Please note that we do not relocate food and drink from one event space to another within our buildings.

MENU PLANNING

To assist with our planning and to allow us to offer our best services, we require that you provide your menu selection and an estimated number of guests 30 days prior to each meal function. After this time, a maximum variance of 20% will be allowed (up to 200 guests) or an attrition penalty may apply, calculated at 50% of the difference in value. The Vancouver Convention Centre may re-assign your event to another event space pending substantial increases or decreases in expected attendance.

CHILDREN

For children under the age of ten (10) years, special plated children’s menus are available or they are eligible for a 50% discount for buffet menus. For children up to three years of age there is no charge for buffets only.

CHINA SERVICE

In all carpeted Meeting Rooms, Ballrooms and Foyer spaces, china and glassware will automatically be used for all meal services, unless our compostable/disposable ware is requested by the client.

For all food and beverage events located in the Exhibit Halls or outdoors on Terraces (with the exception of formal plated meals), compostable / disposable ware is used. If china is preferred in these spaces, additional charges will apply.

WINE / LIQUOR

We can operate a host bar or cash bar as per your request. You will be responsible for paying for all of your guests’ drinks at the host bar, charged on a consumption basis. Alternatively, guests can buy their own drinks at a cash bar. For all cash bars, a cashier charge applies at $40.00 per cashier per hour, with a minimum of 4 hours. Should the bar revenue be less than $500.00 per bar, an additional bartender charge of $40.00 per hour will apply. 

We proudly offer an exclusively British Columbia wine list. Selections from our regular wine list will be charged on a consumption basis. 

CORKAGE

Recently the Province of British Columbia changed the law to allow patrons to bring their own wine into restaurants. While this has proven popular, the law does not apply to those establishments holding “Liquor Primary” licenses such as we hold at the Vancouver Convention Centre.

TIMES OF ALCOHOL SERVICE

Vancouver Convention Centre’s Liquor Primary license allows service of alcoholic beverages from 11 AM to 1 AM, seven days a week. Normally “last call” is given one hour prior to stopping service. Following the conclusion of “last call”, we are permitted another half hour prior to stopping service. All alcohol and entertainment must end no later than 1 AM. 

GUARANTEED ATTENDANCE

For Conventions and Conferences over 500 attendees, your guarantees are due five business days prior to your event start date.

For banquet events larger than 1000 guests, minimum of five (5) business days’ notice is required for any change request to the food and beverage order or the original quantities will be considered as guaranteed and billed in full. For events smaller than noted above, three (3) business days’ notice is required. Actual attendance will be billed if it is higher than the original guarantee number, provided that the additional meals have been served.

For Conventions and Conferences with independent satellite or affiliate events, your guarantees will be due five (5) business days prior to the start of the main program.  

SURCHARGES FOR NEW ORDERS OR INCREASES

Since we make everything from scratch, we do not carry extra inventory and it takes time to prepare a great quality product. If the guaranteed attendance number is increased after the above deadline, a menu surcharge will apply on the additional meals. This is calculated at 20% of the original menu price. Any new orders received within five (5) business days will also be subject to a 20% surcharge of the original menu price, assuming that we are able to accommodate the request. We allow for a 5% “overage” to a maximum of 30 guests which is used to accommodate last minute, on-site alternative meals or dietary restrictions.

LABOUR CHARGES

A labour charge starting at $100.00 applies to all meal functions with less than 30 guests; or in instances where there is a specific minimum attached to the menu. For any meal function on a Canadian Statutory Holiday, a menu surcharge of $5.00 per person, per meal function will apply.

ALLERGIES & ALTERNATE DIETARY NEEDS

Handling alternative dietary requests demands careful attention – particularly when it comes to allergies that can result in serious, sometimes life-threatening reactions.

The Vancouver Convention Centre is committed to offering a wide range of food options for all of our guests. Part of this commitment includes meeting the needs of guests who have special dietary restrictions (such as a food allergy, including intolerance, or other medically restricted diet) and we recognize that many of our guests may also adhere to a vegetarian or vegan diet.  However, please note that the Vancouver Convention Centre will make every effort to accommodate dietary requests pertaining to cultural and medical restrictions with advance notice, to be received no later than the final guarantee deadline. 

We will prepare a 5% overage to a maximum of 30 guests above your alternate meal requirements for potential on-site, additional orders.  Please note that charges will apply if these extra alternate meals are served.

If at the time of service the number of alternate meals (including vegetarian) required exceeds the number on your dietary list, an additional fee starting at $40 per entrée (exclusive of tax and service charge) will be applied. We cannot guarantee that we will be able to meet all requests but we will attempt, to the best of our ability, to satisfy our guest’s needs.

With the increasing demand of “gluten friendly” and “wheat free” requests, we strongly recommend that you provide a small percentage by building these items into your order.

Please note that we do not have a separate kitchen to prepare allergen-free items, nor separate dining areas for guests with allergies or intolerances. Thus, it is possible for an allergen to be introduced inadvertently during food preparation, handling or service.

Please ask your Catering Manager if you require additional information.

FOOD ALLERGIES

Please note that we do not have a separate kitchen to prepare allergen-free items, nor separate dining areas for guests with allergies or intolerances. Thus, it is possible for an allergen to be introduced inadvertently during food preparation, handling or service.

By way of example; the Vancouver Convention Centre will accommodate nut-free and wheat-free alternative meals however, please note that we are not a certified nut or wheat-free facility.

For your information, here is the descriptor we will provide to your guest, along with their dietary allergy/intolerance alternate meal (this will not be given to vegans or vegetarians):

"We strive in our food sourcing, preparation and handling procedures to avoid the introduction of particular allergens into your menu choice, as you requested.  While we take steps to minimize the risk of cross contamination, we cannot guarantee that any of our products are safe for people with allergies or intolerance to particular ingredients." 

DEPOSIT REQUIREMENTS

A 10% deposit is required upon signing of the contract, or due 6 months prior for convention events. A second deposit of 50% of contracted amount or planned orders, whichever is higher, is due 30 days, and the remaining balance 10 days prior to the event. Your Catering Manager will be working with you to tabulate your deposit requirements. Any overpayment will be refunded or applied against other Vancouver Convention Centre charges. Any additional charges incurred during the function will be due upon completion of the event. All deposits are payable by certified cheque or wire transfer.

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