Policies

EXCLUSIVE CATERER

Food and beverages are offered through the Columbia Metropolitan Convention Center’s onsite and exclusive caterer, Spectra Food Services & Hospitality. All Spectra prices are subject to a 21% management charge and all applicable taxes.

OUTSIDE FOOD AND BEVERAGE

Outside food or beverages are not allowed in the facility. If outside food and beverages are brought to an event, the customer will be charged at 150% of the current Spectra menu price.

FOOD AND BEVERAGE SAMPLING

Exhibitors may distribute food and beverage samples in authorized booth space. You must request a sampling form from your Catering Sales Manager. Written approval must be obtained 14 days before the event begins. Food and beverage items that are to be sampled must be items that represent or are manufactured by the exhibitor. Food and beverage items must not be in competition with any items offered by Spectra Food Services & Hospitality. Samples are limited to 2 ounces. Alcoholic beverages are not allowed to be sampled. Exhibitors handing out samples are required to have all necessary permits on file with the South Carolina Department of Health.

BEVERAGE SERVICE

The South Carolina Department of Revenue, Alcohol and Beverage Licensing regulate alcohol and beverage services. As a licensee, Spectra Food Services & Hospitality is responsible for the administration of these regulations. Alcoholic beverages are not permitted to be brought on the premises without written consent. If approved, a corkage fee will be assessed. Spectra Food Services & Hospitality will dispense all alcohol brought on the premises. In accordance with state regulations, we reserve the right to request a state or government issued photo ID from any guest to verify age. Spectra Food Services & Hospitality reserves the right to refuse alcohol service to underage guests and to guests who appear to be intoxicated. No more than two alcoholic beverages will be served to a guest in one transaction.

LINENS

All menu prices include standard sized white or black table linens (not floor length) and standard linen napkins. Additional colors and floor length options are available at an additional charge. Linens are included in the event space where your meal function is served, based on your final guaranteed number given to Spectra. Please speak with your Catering Sales Manager for details.

DIETARY CONSIDERATIONS

Spectra Food Services & Hospitality will accommodate special dietary requests with a 72 hour advance notice. Spectra will prepare vegetarian dinners equal to 1% of the final guarantee for plated meals unless a vegetarian guarantee is provided to the Catering Sales Manager.

MENU SELECTIONS

Menus must be finalized ten days prior to your event.

GUARANTEES

Final guarantees are due by noon, 3 business days prior to your event. Items priced by the piece or by the dozen require quantities for each item. If you do not provide Spectra Food Services & Hospitality a final guarantee, your original estimates will be considered as your final guarantee and you will be billed accordingly. Once your final guarantee is given to your Catering Sales Manager the number may not be reduced. If the guaranteed number is increased after the final guarantee deadline, a 25% late fee will be incurred. Spectra Food Services & Hospitality will prepare an additional 3%, but no more than 30 plated meals for your event. If the meals are served to your guests you will be billed accordingly. Spectra Food Services & Hospitality reserves the right to make substitutions for any additional items ordered after the final guarantee deadline.

CONCESSION STANDS

If you would like to offer a concession stand for your event attendees, clients must guarantee $100 in sales per hour, with a four hour minimum. If concessions minimum is not met, client is responsible for paying the difference. A built-in concession stand is available in the Exhibit Hall. Stands may also be set in the following locations depending on your contracted space: Carolina Prefunction, Lexington Prefunction, Ballroom Prefunction and the Registration Area. Enjoy our traditional Concessions Menu offerings with the option to customize, which includes additions from our Specialty Menus. Please contact your Catering Sales Manager for further information.

LABOR

Catering staff are scheduled in 6 hour shifts for each meal period. These shifts include set up, event service and breakdown. Events requiring additional time for service will incur an additional charge of $25.00 per hour, per staff member.

CHINA SERVICE

China service is standard for all catering services in all meeting rooms. For coffee services with china, Spectra will provide high grade disposable ware for 10% of the final guarantee so guests may take their beverage with them. China is not allowed in the Exhibit Hall unless the Exhibit Hall floor is carpeted.

FOOD AND BEVERAGE CHARGES

All food and beverage is subject to a 21% Management Charge, 8% Sales Tax, 2% Hospitality Tax, as well as a 5% liquor tax, if liquor is served at your event. If you are tax exempt, an ST-9 certificate must be given to your Catering Sales Manager prior to your event. Sales tax is not refundable. The Management Charge is not paid to employees as a gratuity. All menu prices are subject to change. Spectra will not guarantee price quotes for more than 90 days.

MANAGEMENT CHARGE

All catered events are subject to a 21% Management Charge. This Management Charge is the sole property of the food and beverage service company or the venue owner, as applicable, and is used to cover such party’s costs and expenses in connection with the catered event (other than employee tips, gratuities and wages) and is not charged in lieu of a tip. The Management Charge is not a tip, gratuity, or service charge, nor is it purported to be a tip, gratuity, or service charge, for any wait staff employee, service employee, service bartender, or other employee, and no part of the Management Charge will be distributed (as a tip, gratuity, or otherwise) to any employee who provides service to guests.

BILLING

All events must be paid in full prior to your event unless you have requested and been approved for credit. A non-refundable 50% deposit is due 30 days prior to your event. Your remaining balance is due when you give your final guarantee to your Catering Sales Manager. Spectra Food Services & Hospitality accepts MasterCard, Visa, American Express, Money Orders, Cashiers and Certified Checks.

CANCELLATIONS

Cancellation of a food function must be sent in writing to your Catering Sales Manager. Any cancellation received more than 30 days prior to the scheduled event will result in a fee equal to 25% of the estimated Food and Beverage charges. Any cancellation received less than 30 days in advance will result in a fee of 50% of the estimated Food and Beverage charges. Cancellations received 7 business days prior to the scheduled event will result in a fee equal to 100% of the estimated Food and Beverage charges.