Reserve a Room
To reserve space in Wells Conference Center,
please call 207-581-4718.
Function Times
In the planning and timing of your event, the following guide is followed for standard services. Should the event begin and/or end later than planned by 30 minutes, the customer will be charged an additional fee, not to exceed the cost incurred by Black Bear Catering, in the servicing of the event.
Receptions–1 hour
Bars–1 hour
Served Meals–2 hours
Buffet Meals–2 hours (1 hour of Buffet Service)
Guarantees/Lead Time
It is advisable to plan as far in advance as possible. Please call to schedule your event no less than two weeks ahead of time. At the time the function is booked, please provide the following information: date, time, location of event, group/organization, estimated count, type of service, and account number. We require the final, guaranteed count five days before the event
The final cost for billing purposes will be based on the guaranteed number supplied by the customer, five days prior to the event or the actual count on the day of service, whichever is greater. Should the actual number served fall below the guaranteed number, the customer will be billed for 100% of the customer guaranteed count.
Emergency Requests
Black Bear Catering will make every effort to accommodate last minute requests. Events planned with less than three working days’ notice require special considerations. Menu selections may be limited and based on availability. A minimum surcharge of 15% may be added to the approved emergency request.
If planning your event 5 business days in advance, menu items may be limited to the following selections:
Snacks and Pastries
Continental Breakfast
Cold Hors d’oeuvres
Cheese Tray, Fruit Tray, Vegetables & Dip Tray
Cold Luncheon Selections
Beverages
Function Cancellation
When it is necessary to cancel an event, please notify us as soon as possible. Generally, charges are not assessed if the cancellation is made three business days in advance of the function. An exception to this would be specialty items that cannot be returned to the vendor(s).
Pricing
Menu prices reflect the current rate and may be subject to change. Guaranteed prices for both service and menu items can be quoted 30 days in advance of the event. Exceptions to the 30-day quote are for those items based upon the day’s market price.
A 5% discount to the total food charge will be applied to University Departments holding their event at Wells Conference Center.
Prices for food service include the meal itself and any standard services provided for such meal. Please add 7% sales tax to the price unless the ordering organization is tax exempt (a tax-exempt certificate must be provided prior to the event).
Billing and Payment
Accounts numbers need to be provided at the time of order for all internal billing. If an organization does not have an account number, it will be assumed that they are to be billed as an outside organization. The 7% tax will be assessed without a copy of the tax-exempt certificate.
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