Meeting and Events

DEPOSIT

When applicable, deposits are required to guarantee your event and we will collect the charges in advance of the function date. Standard deposit arrangements are 20% at the time of the signed contract, 50% of estimated revenues due 30 days in advance, and the balance due four business days prior to the event along with the final guarantee.

GUARANTEE COUNTS

Final guarantee numbers are due four business days prior to the scheduled event. Your final guarantee number is not subject to reduction. If no guarantee number is received, The Penn Stater will consider the expected number to be the correct guarantee number. All charges will be based on the guarantee number or upon the actual number of persons served, whichever is greater.

BANQUET EVENT ORDERS

Banquet Event Orders (BEOs) are the documents from which all of our departments work in order to successfully execute your function. Once you receive the BEOs from your event planner, please review them carefully, make a note of any changes, sign the bottom, then return them signed to your event planner.

SERVICE CHARGES AND TAX

A service charge of 18% on food and beverage purchases plus the applicable 6% Pennsylvania sales tax (except for alcohol) will be applied to all events.

TAX EXEMPTION

Groups requesting state sales tax exemption must submit a copy of tax exempt certificate at the time of contract signing.

MENU GENERALITIES

Menu finalization – Menus must be finalized no later than three weeks prior to the scheduled event.

Market prices – Due to uncertain market circumstances, prices are subject to change without notice and substitutions may be necessary.

Regulations – In order to comply with local and state regulations, all food and beverage items must be purchased through The Penn Stater and serviced by The Penn Stater staff.

Carry-in and carry-out policy – The Penn Stater reserves the right to inspect and control all private events being held on our premises. Due to food safety regulations, no food or beverage of any kind is permitted to be brought into the banquet and/or meeting rooms or to be removed from the property. To assure quality and freshness (and due to containment and travel conditions), PSHS makes no guarantee about, does not recommend, and will not be held responsible for the safety of any food taken out of The Penn Stater.

Menu minimums – If your counts fall below the published minimums, you will be charged for the minimum.

Multiple entrees – If you request your guests to have a choice of two entrees, the higher-priced entree will apply to all meals due to the additional setup and preparation involved. We require the specific breakdown of entrees from you four business days in advance with your guarantee counts. Entree indicators may be provided by the hotel.

Service parameters – All menus are based upon a 1 1⁄2-hour service period.

Pricing – All menu charges are per person. Food is replenished throughout the meal period.  All menus are priced per person and are based on 1.5 hours of service.

Modified Menus – If you would like a menu with modifications from our printed menus, our chef will create a menu and price based upon your specifications.

Buffet Sets – Breakfast, lunch, and dinner buffets are set double-sided one per 100 people.

Bar Sets – Bars are supplied one per 80 people.

Standard Event Sets – Round tables of 10, white linen, white napkins, and artificial succulent centerpieces. Colored linen and enhanced centerpieces can be arranged with your event planner.

Decorations – If you have decorations to be hung from the walls, it must be done by The Penn Stater maintenance staff. Please notify your event planner if you will be bringing such items. The hotel does not allow confetti, glitter, or similar items to be used in the function space.