Catering Policies
Facility Rental
One hundred percent of the room rental fee(s) for all events is due before Conner Prairie will hold the space. This acts as the deposit and is non-refundable.
Hours
There is a four and one-half hour time limit on all social events. If a function goes beyond four and one-half hours, a $150 per hour labor fee will apply. In addition, Conner Prairie is not open after midnight. Requests for availability after midnight will be reviewed on a case by case basis and, if approved, will carry a $500 per hour fee. Occasionally, changes in the Welcome Center’s schedule of exhibits, activities and public programming may necessitate modification of the plans for a private event. Conner Prairie Catering will notify client of any changes as far in advance as possible and will work with the client to arrange an alternate date or facility if changes must be made. Rooms and shelters are assigned according to attendance given at the time reservations are confirmed. Due to fluctuations in numbers and set-up requirements, Conner Prairie Catering reserves the right to change room or shelter reservations to best accommodate each group and the needs of the park.
Set-Up/Tear-Down
Set-up and tear-down must occur on the same day as the event. Conner Prairie is not responsible for any items left on the property after an event.
Vendors
Conner Prairie Catering operates a full catering service. No food or beverage of any kind will be permitted to be brought into Conner Prairie or to leave the premises. Conner Prairie will permit a wedding cake to be brought in by a licensed bakery. In this instance, the client and all contractors hereby indemnify and hold Conner Prairie harmless from all damages or liability that may arise through the use of such contractors.
Service Fees
A 20% service charge will be added to food, beverages and services (including admissions). A service fee is a standard charge that banquet facilities assess in order to pay wait staff a higher hourly rate due to the nature of the business, irregular schedule and physical labor involved. It is not a gratuity that goes directly to the servers. A state and local sales tax of seven percent will also be added to all applicable items.
Final Guarantee
A final guarantee of the number of guests to be served is due to Conner Prairie Catering 14 days prior to the event. This number is not subject to reduction. If no guarantee is received, the number of guests indicated on the Catering Agreement will be considered as such. If the guest count exceeds the guaranteed number the day of the event, Conner Prairie will try to provide, but cannot assure, the same meal for all in attendance. If the guaranteed attendance is fewer than 25 guests, an additional $100 charge will be assessed. These guarantee policies also apply in cases where the event involves admission fees such as, but not limited to, general admission, Headless Horseman, Follow the North Star, Conner Prairie by Candlelight and Symphony on the Prairie™.
Billing: Social Engagements
The entire balance is due at least 14 days prior to event. All checks should be made payable to Conner Prairie Catering and the date of the event should be referenced on the check. Visa, MasterCard, American Express and Discover are also accepted. In the event that items on the agreement are on consumption, a credit card number must be obtained by your account executive. If an invoice becomes past due, a monthly service fee will apply.
Billing: Corporate Engagements
Payment is due upon receipt of invoice. All checks should be made payable to Conner Prairie Catering and the date of your event should be referenced on the check. Visa, MasterCard, American Express and Discover are also accepted, as well as purchase orders. In the event that an invoice becomes past due, a monthly service fee will apply.
Cancellation
All deposits are non-refundable and are not transferable to other dates. If your event is cancelled fewer than 30 days prior to the function date, a cancellation fee of 100 percent of the event agreement may be assessed.
Tax-exempt Client
Tax-exempt organizations are required by state law to present a Tax-exempt Certificate along with the Catering Agreement. Indiana sales tax will be charged if a valid certificate is not presented by the event date. Please note that all consumable items for all events are taxable.
Advertising & Media
If the client refers to the museum or its collections on invitations, press releases, publications, advertising, website or other collateral materials, a copy must be submitted to the Conner Prairie Marketing Director for approval prior to use. Media coverage of any event must be approved by and coordinated with the museum’s Marketing Department prior to your event. The Conner Prairie logo and/or likeness may not be used on collateral such as, but not limited to, invitations, press releases, publications, website or advertising.
Audio/Visual Equipment
Clients are welcome to bring in their own AV equipment. All requested AV equipment, including that rented from outside vendors will be added to the final invoice. Conner Prairie does not provide IT assistance.
Damages
Any damage to the facility caused by a member of the client’s party or the client's vendors will be assessed and charged to the client. The client shall also indemnify and hold Conner Prairie harmless for any injury to persons at the event. Conner Prairie will not be responsible for damage to or loss of articles/merchandise left on the premises prior to, during or following an event.
Decorations
All decorations and anything attached to the walls or ceiling must have the express, written approval of Conner Prairie Catering prior to the event. Use of nails, staples, carpet tape, masking tape or any other adhesive is strictly prohibited. Confetti or similar substances may not be used during an event. Some restrictions will apply to decorations in certain areas. Due to an extremely sensitive fire detection system, the use of smoke machines in the Welcome Center is prohibited. All decorations must be removed the day of the event.
Photography
The client may take photographs during any event. However, the client is not granted any copyright to use such photographs for commercial use. You may be photographed during your visit for Conner Prairie's promotional purposes. If you do not wish to be photographed, please advise your Account Executive.
Security/Liability
Conner Prairie may require the client to supply security personnel for the event at the client’s expense. The museum will not assume responsibility for the condition of items supplied, rented or otherwise secured by the client and used on Conner Prairie property.
Smoking
Smoking is not permitted in the Welcome Center or in the historic areas at any time.