Banquets and Catering

The main contact for the event is required to review all event details thoroughly. Contract signatures must be returned within one week of receipt. Once a final Banquet Event Order (BEO) is issued, it is the responsibility of the main contact to sign and return the approved document to the Banquet Management Department. This ensures that both parties are in full agreement with all terms, conditions, and event details.

Buffets are priced for a 90‑minute time duration only. To maintain the quality and appearance of the food, the buffet tables are replenished and monitored frequently. Due to the delicate preparation involved with food service, PNRC shall not be responsible for food quality should meal periods be delayed by the guests in excess of 30 minutes beyond the agreed mealtime. At the conclusion of each buffet event, all food and beverages, with the exception of a wedding cake, become the property of the PNRC and cannot be taken from the venue. All events must be paid according to their guaranteed final headcount, even if the day of attendance is less than the guaranteed number. If the guest attendance exceeds the guaranteed final headcount, the invoice will be adjusted to reflect the increased per‑person count.

Any special dietary requirements must be submitted to the Banquet Department 14 days before the event. Requests for menu substitution(s) submitted less than 14 days from the event date cannot be guaranteed.

Decorations, vendor equipment, or materials delivered earlier than 7 business days before the event are subject to a $150 per‑day holding fee. Items shipped without prior approval from the Banquet Management Department will not be accepted and will be returned to the sender..

PNRC is not responsible for lost, stolen, or damaged personal items. If additional security personnel are requested or required for an event, a fee of $150 per officer will apply.

All setup requirements, including audio‑visual needs, must be confirmed at least 7 business days prior to the event. Any day‑of changes to the room layout or setup, including the addition of tables or equipment, will incur a reset fee of up to $150.

To ensure a seamless experience, the following setup and breakdown fees apply to all events: Fees are based on event location and size. Pricing is laid out on pages 25‑26.

To secure event space at Hollywood Casino at Penn National Racecourse (HCPN), a deposit of 20% is required at the time of contract signing. Deposits are due within one week of receiving the contract and may be paid via Sertifi, check or credit card. All deposits are non‑refundable.

Full payment for all event charges is due on the day of the event via Sertifi, check or credit card. Checks should be made payable to HCPN. Late payments are subject to an additional 15% and may impact future bookings.

All tax‑exempt organizations must submit a valid Tax‑Exempt Form 0003 or 501(c)(3) certificate prior to contract signing. Failure to submit proper documentation will result in applicable taxes being charged.

All food and beverage purchases are subject to a 20% service charge and applicable state and local taxes. Additionally, all prices are subject to a 2% sales charge and applicable taxes. The current Pennsylvania state sales tax is 6%, and rates are subject to change without notice.

Cancellations made more than 30 days before the event date will not incur additional charges; however, deposits remain non‑refundable.
• Cancellations made 30–15 days prior: 25% of the event subtotal is due.
• Cancellations made 14–7 days prior: 50% of the event subtotal is due.
• Cancellations made 6 days or less prior: 100% of the event subtotal is due.
The event subtotal is calculated from the most recent invoice.

All menu selections must be submitted to the Banquet Department no later than 10 days before the event date. The final guaranteed guest count must be provided 7 business days prior to the event. The final invoice will reflect the guaranteed count or actual attendance, whichever is greater. Late submissions may incur additional fees.

Outside food and beverage are not permitted in the venues. Exceptions may be granted by request for a wedding cake provided by a licensed food service. If approved, a copy of the vendor’s insurance certificate must be submitted at least 30 days prior to the event date. Additionally, no food or beverage may be taken outside the venue after the event.

The use of pins, nails, tape, or other adhesives on venue walls is strictly prohibited. Dry ice, fog machines, live flames, sparklers, and similar effects are not permitted within the venue or on the property. The main event contact assumes full responsibility for any damages caused by decorations or displays.