THE FINE PRINT - WEDDING

FOOD & BEVERAGE QUALITY STANDARDS

The Vancouver Convention Centre proudly operates a ‘scratch’ kitchen where everything is prepared in-house with the finest and freshest ingredients using a wide variety of local products. 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 commitment to sustainability, the Vancouver Convention Centre uses fresh local ingredients without additives, avoids canned goods and wherever possible, donates excess food to various local charities and non-profit organizations. Any single-use items (utensils, containers, etc.) used in the facility are biodegradable or recyclable.

YOUR WEDDING BOOKING INCLUDES:

• Portable dance floor, staging, lectern (microphone not included), round tables for 10 guests, chairs, white or black table linens, Royal Doulton bone china, Reidel glassware and flatware, votive candles, table numbers, cocktail tables and other other tables as required for guest book, gifts, etc.

• All set-up and banquet labour costs are included in your menu price (with the exception of a ceremony set up.

• Possible wedding ceremony location within your space - please speak with your Catering Manager for further details

HOURS OF ROOM RENTAL

Subject to availability, you may have access to your function space as early as 06:00 am on the day of the event for set-up. The latest end time of your event is 01:00 am, with move-out to finish as late as 02:00 am.

WEDDING CEREMONY

A ceremony fee starts at $1,000 - pending the complexity of your needs. As each signature space is different, please check with your Catering Manager for details. Outdoor ceremony spaces must have an indoor room booked as an inclement weather back-up.

WEDDING REHEARSAL

We can offer a wedding rehearsal based on space availability; however we cannot confirm this until two weeks before the rehearsal date.

PRICES

Food and beverage prices cannot be guaranteed more than 90 days prior to the event. Menu prices are established for ten (10) guests per table - if you wish to lower this number additional charges may apply.

Food and Non-Alcoholic Beverages 19%Administrative Fee, 5% GST & 7%PST on Soft Drinks

Hosted Alcoholic Beverages 19%Administrative Fee, 5%GST & 10%PST (Liquor Sales Tax)

*Please note that GST is calculated on top of the administrative fee

HOURS OF MEAL SERVICE

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. The maximum time from start of service to completion is two hours.

Breakfast: 7 AM to 9 AM
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 meal period or 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.

WEDDING CAKE

The Centre does not provide wedding cakes. Should you wish to supply your own wedding slab cake; a charge of $6.00 per guest will apply for our service to cut, plate and serve the cake individually as a handling fee. We respectfully decline the cutting of any tiered wedding cakes. All wedding cakes must come from a reputable commercial Bakery that practices FoodSafe.

DECOR

You are welcome to bring in a decorator and/or florist to supply a wider selection of linens and centerpieces for your event. Generally there are no restrictions to any free-standing or table top décor. The use of nails, staples, glue, tape or any like material is not permitted on any walls, glass, doors, posts or ceilings at the Vancouver Convention Centre. Candles must be safely contained and cannot be an open flame. Hanging of any item from the ceiling must be done by our exclusive rigging supplier, Riggit Services. Your Catering Professional can assist you with obtaining a quote. It is the responsibility of the wedding party to set up, take down and remove all decorations within the hours of room rental. We are not responsible for damage or loss of any external items.

MUSIC

You can arrange for your own DJ or live band for your wedding. A SOCAN and Resound fee will apply for any event where music will be played.

WINE / LIQUOR

We can operate a host bar or non-hosted 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 non-hosted bar. Should the bar revenue be less than $500.00 per bar, an additional bartender charge of $45.00 per hour will apply.

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

CORKAGE

Under the Vancouver Convention Centre's liquor primary license, all alcoholic beverages served at your event must be purchased via the Vancouver Convention Centre. Any request for wine corkage will be respectfully declined.

TIMES OF ALCOHOL SERVICE

Vancouver Convention Centre’s liquor primary license allows service of alcoholic beverages from 11am to 1am, seven days a week. Liquor Primary Terms and Conditions require that all patrons leave a liquor primary establishment within half an hour of liquor service ending. Accordingly, your Catering Manager with work with you to coordinate an announcement of  “last call” at 12:30 AM, alcohol service stops by 1:00 AM (“hard close” of bars), and guests are asked to clear the event space by 1:30 AM.

GUARANTEED ATTENDANCE

Food and beverage guarantees are due (10) ten business days prior to your event start date.  Actual attendance will be billed if it is higher than the original guarantee number, provided that the additional meals have been served.

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 ten (10) 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. Please note that charges will apply to the extra alternate meals served.

LABOUR CHARGES

For orders under the listed menu minimum, please speak with your Catering Manager as additional labour charges will apply. For any meal function on a Canadian Statutory Holiday, a menu surcharge of 15% applies to all food and beverage orders.

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.  Please note 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. 

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 Administrative Fee) 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 guest’s needs.

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

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." 

Please ask your Catering Manager if you require additional information.

DEPOSIT REQUIREMENTS

A 10% deposit is required upon signing of the contract, or due 6 months prior for conferences and events. A second deposit of 50%, of the contracted amount or planned orders, whichever is higher, is due thirty (30) days prior to your event and the remaining balance ten (10) days prior to the event.

Your Catering Manager will work with you to calculate all of your expected costs and deposit requirements. Any overpayment will be refunded post -event. All deposits are payable by certified cheque, wire transfer, or credit card. Please note there is a maximum limit of $10,000 for credit card payments per event.

OTHER SERVICES

The Vancouver Convention Centre, along with its official suppliers, can assist you with:

• Coat check

• Production, lighting and rigging

• Security guards

• Audiovisual equipment

• Telecommunications

Please note that additional charges will apply for any of the services listed above.