Policy Info
_____VENUE POLICIES
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 conIirmed by your written signature or by
the electronic approval of your event proposal.
_____SCHEDULING EVENTS
All payments and deposits are non-refundable once paid.
A 50% deposit is required at the time of booking and signing the contract to secure
the space for your desired event date and agreed-upon time. Any deposit/payment is
strictly non-refundable and will not be refunded for any reason, including
cancellation, postponement, change of plans, or failure to hold the event for any
reason.
The remaining venue balance is due no later than 1yr prior to the event date.
The remaining alcohol package balance is due no later than 31 days prior to the
event and will be based on the final guest count.
You may not sell event on social media platforms. Bookings are NOT
transferable.
_____PAYMENT TERMS
Both the non-refundable deposit/balance shall be paid in Cash, Check (made
out to “The Auditorium Ballroom”) or with Mastercard, Visa, Amex, 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 Iinancially
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 Iinal guest count 31 days
prior to event. All changes related to the services listed in this contract must
be made no later than this date. After conIirmation, the number of guests may
not be lowered. Should no Iinal guest count be given, the previous number
expected will be used unless there is an increase in guests that attend the
event. We can always add to guest count but never will refund be given for
already accounted and paid for guests that do not attend.
_____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 signiIicantly higher than prior agreed “AdditionalHours” charge described in contract). Events are granted 8am the morning of
the rental date for preparations. Arriving earlier than 8am the day of or
staying longer than rental time may result in additional charges incurred
(unless indicated in event layout speciIication).
_____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 or transferable in any circumstance.
-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 conIirmed.
-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, Iire, 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/Vaping
The Auditorium Ballroom is a Non-Smoking Facility. Smoking/Vaping is only
permitted outside.
_____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 responsible for the delivery and set-up of all decorations. The
Auditorium Ballroom shall not be responsible for any items left behind or
damaged during event. If utilizing our Bridal Suite, it must be cleaned and all
personal items removed at the end of event unless otherwise prearranged
with the Ballroom.
-All decorations must be approved prior to set up.
-Open Ilamed 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.
-Nothing may be afIixed 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 Ilorists,
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. Events with
ampliIied music or sound must be done by 11pm per city ordinance.
_____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.