VENUE POLICIE

           Thank you for choosing The Auditorium Ballroom for your upcoming event. Our team is committed to providing, or assisting in providing, all the professional services required to make your event an absolute success. Certain guidelines, procedures and policies will help ensure your requests and our requirements are understood. Policies can change at any time.  Please review the following terms and conditions and contact the venue director (Mike Bird) with any questions. Acknowledgment that you have received, read, understood and agreed to these terms is required when renting any space at The Auditorium Ballroom. This is confirmed by your written signature or by the electronic approval of your event proposal.

 

_____SCHEDULING EVENTS

A 50% non-refundable deposit is required at the time of booking and signing of your contract to secure the space on your desired date at the agreed upon time. Your remaining balance is due no more than 60 days after booking venue date. Your remaining alcohol package balance will be due no later than 30 days before event and will be based on final guest count.

 

_____PAYMENT TERMS

Both the non-refundable deposit and balance shall be paid in Cash, Check (made out to “The Auditorium Ballroom”) or with Mastercard, Visa, or Discover Card.

 

_____INCIDENTAL CHARGES

Client is responsible for all guests in attendance at the event. Any damages to the property or grounds, or any incidents that’s require excessive cleanup after the event may result in charges that will be billed to the financially responsible party.

 

 

_____RENTAL TIME FRAMES AND RESTRICTIONS

The time frames and limits outlined in both the informational packet and contract for rental space and bar time shall be followed. Failure to adhere to these limits (arriving earlier or staying later than contracted time without prior approval by The Auditorium Ballroom) will result in additional charges. Additional hours outside of the standard rental time must be arranged in advance of the event. Requesting additional event hours after the event has started is at the discretion of The Auditorium Ballroom ad will be subject to premium pricing.

 

_____GUEST COUNT

Client agrees to inform both the caterer and Venue coordinator at The Auditorium Ballroom, in writing or by phone, of the final guest count 30 days prior to event. All changes related to the services listed in this contract must be made no later than this date. After confirmation, the number of guests may not be lowered. Should no final guest count be given, the previous number expected will be used unless there is an increase in guests that attend the event. 

 

_____TIME SCHEDULE

Client agrees to begin the event promptly at the scheduled guest arrival time listed on the event contract and to vacate the facility at the indicated guest departure time. The client further agrees to pay overtime charges or other expenses incurred if the event continues past the indicated guest departure time (This charge will be significantly higher than prior agreed “Additional Hours” charge described in contract). Events are granted 8am the morning of the rental date for preparations and 60 minutes after rental time clean up and tear down. Arriving earlier than 8am the day of or staying longer than rental time may result in additional charges incurred (unless indicated in event layout specification).

 

_____CANCELLATION POLICIES

IF a cancellation is to occur, the following terms and conditions shall apply:

-The agreed upon event cost at the time of booking/signing of contract is Non-refundable in any circumstance.

-If cancellation is within 1 year of event date, All monies paid to date are Non-refundable, and the full payment of the room rental, associated taxes, and fees are required.

-Deposit is transferable if client desires to reschedule event date at least 6 months prior to original event date and based on availability. Transfers only permitted to the same space(s) & original party booked.

-If date becomes unavailable for any unforeseen reason, only a reschedule will be available with no refund.

 

_____ALCOHOL & CATERING TERMS AND CONDITIONS

**Alcohol price can & will change based on market value. No Packaging pricing is granted.**

-The Auditorium Ballroom reserves the right to request valid picture ID for service of alcohol to any guest.

-In accordance with State Law, there will be zero tolerance for minors consuming alcohol. Minors are the responsibility of the client signing the event contract.

-The Auditorium Ballroom reserves the right NOT to allow an intoxicated person to leave the premises until a safe mode of transportation has been arranged and confirmed.

-All caterers must be licensed by the State and approved in advance by the Venue Director/Venue Owner.

-Catered food may be carried out with a signed waiver from the event caterer.

 

_____IMPOSSIBILITY

The Auditorium Ballroom shall not be held liable or responsible for failure to carry out an event due to weather, fire, electrical failure, or any uncontrollable Act of God. The client will be held responsible for all fees that they were originally contracted to. In such case The Auditorium Ballroom will make every effort to reschedule the event and utilize all original payments made and credit them towards the reschedule date.

 

_____SPECIAL NEEDS

Please inform The Auditorium Ballroom team as to any special needs that may be required during the event so that staff can accommodate any logistics associated with those needs.

 

 

 

_____SMOKING

The Auditorium Ballroom is a Non-Smoking Facility. Smoking is only permitted in designated areas on the grounds. 

 

 

_____PARKING

Vehicles of the client, guests, and vendors can park at the public parking lot on Wright & 2nd St or any off-street parking available downtown.

 

_____FACILITY GROUNDS

All guests are to always remain on the grounds of The Auditorium Ballroom. Surrounding areas are Private Property. Any individual found on private property will be asked to leave immediately, this includes any photographs. Local law enforcement will be called upon in any circumstances of noncompliance. All children should be supervised while inside and outside the facility. No children are allowed to play outside the facility without adult supervision.

_____DECORATIONS, CLEANING, AND MAINTENANCE

-Guests are expected to remove papers, decorations, and any other materials immediately after following the event. The Auditorium Ballroom shall not be held responsible for any items left behind.

-All decorations must be approved prior to set up.

-Open flamed candles are prohibited unless approved by The Auditorium Ballroom.

-Use of nails, staples, carpet tape, masking tape, and any other adhesive as well as confetti, glitter, or any similar material is prohibited unless approved by The Auditorium Ballroom.

-Bubbles are ONLY permitted outdoors.

-Flower Petals: Only real flower petals are permitted outdoors; only artificial are permitted indoors.

-Nothing may be affixed to walls or ceilings unless approved by The Auditorium Ballroom.

-Client agrees to be responsible for ANY damage done to facility during any event, including damage or excessive clean up made necessary by florists, decorators, or any outside agencies during set-up or teardown.

-Fireworks permitted outside insofar as any required permitting and approval has been procured by the appropriate local and state authorities. Approval must be provided to The Auditorium Ballroom.

-Sparklers are permitted for exit ceremonies on the pavement/cement and may not be used over grass or landscaping.

-Lanterns including “Chinese Lanterns” are NOT permitted by State Law.

-String lights may be rented and will be hung by The Auditorium Ballroom staff only. Any other lights must be approved.

-Any outdoor decorations or signage on the grounds must be arranged with and approved by Venue Director in advance.

-ANY live animals may not be brought on the grounds or property without prior consent of the Venue Director or Owner. Bringing an animal onto grounds without consent may result to additional incurred charges.

 

_____DELIVERIES & RECEIVING

All deliveries and pickups must be arranged and approved by Venue Director to ensure that other events are not disturbed.

 

_____TOURS

The Auditorium Ballroom reserves the right to conduct meetings/tours during the hours of preparation leading up to an event. Tours/meetings will not be scheduled within 1 hour of the start of the event or ceremony.

 

_____MUSIC & ENTERTAINMENT

Music and Entertainment arrangements must be approved by The Auditorium Ballroom. All music and noise levels during the event must be maintained at reasonable levels to be respectful of our neighbors/businesses.

 

_____VENDORS

The Auditorium Ballroom reserves the right to request contact information of all outside vendors associated with an event and to allow or not allow any vendor access to the property/grounds.

 

_____PHOTOGRAPHY RELEASE POLICY

The Auditorium Ballroom reserves the right to take photographs of any individual or group on the property during all events. These photographs may be used for any lawful purpose including but not limited to:  promotional and marketing materials, social media posts, and website content. These photographs will become property of The Auditorium Ballroom.

 

 

 

_____BRIDAL SUITE

Once the reception begins, the bridal suite will be locked to keep all personal belongings safe. When the event is over, the doors will be unlocked for anyone who needs to collect their belongings.