Get answers to all your big questions!
We’re so excited to be part of your celebration, and we want everything about your experience to feel smooth, safe, and stress-free. Our contract isn’t just a formality—it’s a shared roadmap that helps us set clear expectations, protect your investment, and ensure your event runs beautifully from start to finish. Some of the terms may seem detailed, but each one is there for a reason: to keep your guests safe, protect our historic venue, and make sure every vendor and team member is on the same page. We’ve included explanations for each contract section below to help you understand the “why” behind the policies, and we’re always happy to answer questions. We’re here to support you every step of the way.
Please note that the exact verbiage in your particular contract may vary slightly from what is shown below, but the intent is the same.
Please note that the exact verbiage in your particular contract may vary slightly from what is shown below, but the intent is the same.
Pricing & PaymentGuarantee
What the Contract says: Client is guaranteeing the above amount of [Subtotal] as a guaranteed SUBTOTAL invoice amount. The final invoice — which includes beverage service, room rental, and equipment rental — is expected to meet or exceed 90% of this estimated amount. Please note that services provided by third-party vendors (subcontractors) are not included in this minimum.
What is means: When you book with us, we reserve your date, space, and services—and often turn away other clients for the same time. That’s why we ask you to commit to a minimum subtotal amount. This helps us plan staffing, inventory, and logistics with confidence. You’re not locked into every detail right away, but you are guaranteeing that your final invoice will meet at least 90% of your original subtotal. For example, if your estimated subtotal is $10,000, your final invoice should be at least $9,000. This allows for flexibility while protecting the resources we've set aside for your event. Please note that services provided by third-party vendors (like A/V or specialty rentals we subcontract on your behalf) don’t count toward this minimum, since those funds go directly to outside providers. Payments
To reserve your date and begin planning your event, we require a signed contract and an initial payment. This allows us to secure your space, begin coordinating services, and dedicate our team to your event. Additional payments are scheduled in installments and outlined on your contract, with your final balance due 30 days before your event date.
We’ve structured our payment schedule to give you flexibility while also helping us plan staffing, rentals, and logistics in advance. All payments are non-refundable, as we commit resources and turn away other bookings once your date is confirmed. We’re happy to walk you through your invoice and payment timeline at any point—transparency is important to us, and we want you to feel confident every step of the way. Additional Services & Incidental Charges
What the Contract says:
Additional Services: If you request additional items or services after signing this agreement — or if you'd like to secure vendor services earlier than originally planned — we may adjust the payment schedule to reflect those changes. Incidental Charges: If any additional charges come up during your event, the remaining balance must be paid to the Venue Manager before those services can be provided. If payment isn’t made promptly, it may result in the loss of your security deposit and, in some cases, early conclusion of the event. What this means: We know that event plans can evolve—and sometimes you’ll want to add services or secure vendors earlier than expected. When that happens, we may adjust your payment schedule to reflect those changes and keep everything on track. If any additional charges come up during your event (like extra rentals, extended time, or last-minute requests), those must be paid directly to the Venue Manager before the service can be provided. If payment isn’t made promptly, it may result in the loss of your security deposit or, in rare cases, early conclusion of the event. These policies help us manage resources in real time and ensure fairness for all clients. Pricing adjustments
What the Contract says: For events booked more than six (6) months in advance, equipment and catering costs may increase due to supply chain or labor market changes. We’ll work to keep pricing as close to the original estimate as possible, but a small increase may apply to food and sub-rented equipment.
What it means: If you’re booking your event more than six months in advance, we want to be transparent about the possibility of small price adjustments. While we do our best to honor your original estimate, costs for food and sub-rented equipment can fluctuate due to changes in the supply chain or labor market. We don't mark-up many of these items, so it becomes necessary to pass along the increase in cost. If an increase is necessary, we’ll communicate it clearly and work with you to keep things as close to your original budget as possible. Our goal is always to deliver exceptional service while staying fair and flexible. Third party payment
What the Contract says: Payments made on your behalf by a third party will be treated as if made by you. These payments do not create any contractual relationship between the Venue and the third party.
What it means: Your wedding is your day. Just because your parents (or someone else) makes a payment, they are not able to make decisions about your event without your permission. beverage minimum
What the Contract says: The Venue does impose a Beverage Minimum for the below days and rooms. The Beverage Minimum is calculated on the Beverage Subtotal, not inclusive of staffing charges, glassware, taxes, or optional gratuity.
What it means: A Beverage Minimum is the minimum amount you’re required to spend on drinks (like cocktails, wine, beer, and non-alcoholic beverages) for your event, depending on the day and the room you book. The Beverage Minimum is based only on the cost of the drinks themselves. It does not include:
security deposit
Why Is There a Security Deposit?
The Security Deposit is a refundable amount collected to protect the venue against potential damages, excessive cleaning needs, or contract violations during your event. Why It Matters:
Changes & CancellationsAdding Services or Time
What the Contract says:
Adding Services or Time: Service items not included in the original contract may be subject to price increases if added later. Last Minute Changes: If additional time, rentals, or services are added during the event or within five (5) days of the event date, a 20% Last-Minute Service Charge may apply. These charges must be paid as soon as the invoice is presented. What is means: Adding Services or Time: If you decide to add services that weren’t included in your original contract — like extra rentals, extended hours, or additional staffing — the prices may be higher than originally quoted. This is because prices change and last-minute changes often require extra coordination and resources. Last-Minute Changes: If you add services or time within five days of your event or during the event itself, a 20% Last-Minute Service Charge may apply. This helps cover the cost of urgent staffing, logistics, and adjustments. These charges must be paid as soon as the invoice is presented to keep everything running smoothly. Cancellation
What the Contract says:
If you cancel at least 365 days before your event, you’re eligible for a full refund of payments made, minus a $750 service fee. A signed Cancellation Agreement must be submitted at least one year in advance to qualify.
What it means: We understand that plans can change. Here’s how cancellations work:
Important Notes:
force majeure
What the Contract says: In rare cases, unforeseen circumstances - such as natural disasters, fires, flooding, pandemics, terrorism, ownership or property changes, building impairments, power outages, or changes in laws may prevent the Venue from operating on the scheduled event date. These are considered “Force Majeure” events.
If the Venue determines, in its sole discretion, that it cannot operate on the scheduled date due to a Force Majeure event, it will make reasonable efforts to either: Reschedule the event to a mutually agreeable future date, or
What this means: Sometimes, unexpected events — like natural disasters, fires, floods, pandemics, terrorism, power outages, or changes in the law — can make it impossible for the venue to operate on your event date. These are called “Force Majeure” events.If that happens, the venue will do its best to either:
If you decide not to reschedule or use an alternate venue, the venue will treat it as a cancellation. In that case, a partial refund may be offered, depending on what costs have already been incurred. The amount refunded is up to the venue’s discretion. If the venue cancels due to a Force Majeure event, we’ll reimburse up to $1 per guest for reprinting invitations. However, we’re not responsible for other vendor fees, lost deposits, or damages. That’s why we strongly recommend purchasing event insurance that includes cancellation coverage. The venue and its partners are not liable for financial losses caused by Force Majeure events or other things beyond our control. Event Planningauthorized decision makers
What the Contract says: Each event may have up to two designated decision makers, listed in the Venue Rental Contract as the Primary and Secondary Contacts. a) Only the Client may update this list, and changes must be submitted in writing and acknowledged by the Venue. b) While others (e.g., family members, planners, employees) may assist with planning, only the designated decision makers may authorize changes to the contract. Any decisions made by others must be approved by one of the designated contacts.
What it means: We can only have two decision makers. For weddings, that is typically the couple getting married. For corporate/non-profit events, the Primary Contact should be the one authorized to sign the contract. Anyone not listed as a decision maker can certainly communicate with us, but ultimately all decisions must be signed off on by one of the two authorized decision makers. wedding coordinator
Wedding Clients are required to hire a professional Wedding Coordinator who:
a) Has coordinated at least five weddings before yours - weddings may seem simple, but they take a lot of experience to get right! b) Is not a guest at the event - they need to be able to focus 100% on the managing the timeline and vendors. c) Attends the Final Details Meeting d) Is present for the full rental period - not just the event time e) Is contracted at least in a “month-of” capacity - we want to ensure they have adequate time to create your timeline and communicate with vendors. Some "day-of" coordinators don't do this. f) Holds general liability insurance and provides a Certificate of Additional Insured A professional coordinator helps ensure your event investment is executed to your liking. This is not an area to cheap out on, the quality of your coordinator matters. 1. Ensures a Smooth Event Day A coordinator manages the timeline, vendors, and last-minute issues so everything runs on schedule — without pulling you or your staff away from other responsibilities. 2. Protects the Venue They act as a point of contact for setup, cleanup, and vendor coordination, helping prevent damage, delays, or miscommunication that could affect your day. 3. Reduces Stress for Everyone Couples and families can enjoy the day without worrying about logistics. By hiring a coordinator, our team can focus on the service we are providing and the venue — not chasing down florists or cueing the DJ. 4. Maintains Professional Standards A coordinator helps ensure that the event meets our venue’s expectations for timing, cleanliness, and vendor behavior, which protects our brand and reputation, as well as your guests experience. 5. Handles Emergencies Gracefully If something unexpected happens — weather, vendor no-shows, wardrobe malfunctions — a coordinator is trained to handle it calmly and efficiently. meetings
To support a smooth and organized planning process, the Venue offers our wedding clients up to four (4) scheduled planning meetings as part of your rental package. These meetings are designed to guide you through key stages of event preparation and are held at specific intervals based on your progress.
Typically we hold; 1) Big Picture Meeting - virtual meeting 1-2 months after you book 2) Blueprint Meeting - in-person or virtual layout & design meeting 5-7 months before your event date. 3) Check-In Meeting - virtual meeting 3-4 months in advance 4) Final Details Meeting - in-person or virtual meeting 4-6 weeks in advance *This meeting structure is subject to alteration depending on your specific event planning timeline. Additional Notes: a) Meeting Structure: Each meeting follows a set agenda and is focused on essential topics such as: (i) Layout and floor plan design (ii) Vendor coordination (iii) Timeline development (iv) Final walkthrough and logistics b) Productivity: To ensure these meetings are productive, the Client must complete certain planning tasks in advance. The Venue will provide a Planning Workbook that outlines these tasks and the timing of each meeting. Meetings will only be scheduled once the required tasks are completed. If these tasks aren't completed the meeting isn't productive. c) Scheduling & Availability (i) Meetings are by appointment only and must be scheduled in advance. (ii)Meetings are typically held during standard business hours (Monday–Friday). (iii)The Client is responsible for scheduling meetings as they complete the necessary planning steps. d) Additional Meetings: We understand that some events may require extra support. Additional meetings or walkthroughs beyond the four included may be scheduled at a rate of $35 per hour, subject to staff availability. Clients are also welcome to attend Open Houses at no charge, which are scheduled periodically and provide an opportunity to revisit the space and ask general questions. e) Meetings are not transferable, prorated, or exchangeable for other services. Unused meetings do not carry over or reduce the total event cost. To avoid disruptions to other events, drop-in visits are not permitted. We kindly ask that all clients stick to the Meeting Schedule & Structure we’ve outlined. Our Event Specialists are actively managing 40–60 events at any given time. While we absolutely understand how important your event is, we simply aren’t able to accommodate frequent on-demand meetings that may not be the most efficient or productive use of time. If we allowed everyone to schedule meetings at will, we wouldn’t have the capacity to respond to questions promptly or stay organized with your event details. Sticking to the schedule helps us serve you — and all our clients — with the attention and care you deserve. Event Planning Workbook
We’ll provide you with a Wedding/Event Workbook through Google Sheets to help us gather all the details we need to successfully execute your event. This workbook outlines the tasks you’ll need to complete and when each planning meeting should be scheduled. It’s your responsibility to track your progress and reach out to schedule meetings as you’re ready. Meetings will only be booked once the related tasks are completed. This helps ensure each meeting is focused, efficient, and aligned with where you are in the planning process.
While some items in the Workbook are optional, there are some sections that we must have you complete. Because the workbook is essential to our ability to plan and deliver your event, it must be completed thoroughly and on time. If it’s not completed sufficiently, we can’t guarantee that everything will run smoothly on the day of your event. communication
How Will We Communicate During the Planning Process?
You’ll be working with our team of Event Specialists throughout the planning process. We primarily communicate via email during standard business hours (Monday through Friday). This helps us keep a clear, organized record of all planning decisions and ensures nothing gets missed. While we do our best to respond promptly, please note that response times may vary when our team is away from their desk for other events or meetings. They are also human, so they do take personal time off as well. a) What’s Expected as My Event Approaches? Within the final 30 days before your event, we ask that you respond to our messages within 72 hours. Timely communication helps us finalize details, coordinate vendors, and ensure everything runs smoothly. b) What Happens If We Can’t Reach You? If we’re unable to reach you or your designated decision-makers with a time-sensitive or critical question, we may need to make decisions on your behalf. These decisions may occur before, during, or after your event and will always be made in good faith, with the goal of protecting the safety, integrity, and success of your event. c) Do I Need to Provide an Emergency Contact? Yes. Please provide an emergency contact who can be reached on the day of your event in case you're unavailable. You’ll be responsible for any costs that result from decisions made in your absence — including additional rentals, guest count adjustments, or extended venue time. respectful conduct
We’re committed to creating a welcoming and respectful environment for you, your guests, vendors, and everyone involved in your event — and we ask that the same courtesy be extended to our staff and event partners.
a) While rare, there may be instances where someone behaves inappropriately. We want to be clear: we will not tolerate abusive, violent, destructive, threatening, or harassing behavior from you or anyone acting on your behalf, including members of your wedding party, family, guests, or vendors. b) If this type of behavior occurs, we’ll respectfully notify you and ask that the situation be addressed immediately. If the behavior continues or escalates, we reserve the right to treat it as a breach of contract. In that case, we may require the offending individuals — and potentially you, your guests, or vendors — to cease communication or leave the premises immediately. c) If services are discontinued due to a breach of this policy, no refunds will be issued, and all remaining fees will be due immediately, regardless of whether services have been completed. d) If you or someone involved in your event experiences or witnesses inappropriate behavior from a member of our team or another party, we encourage you to let us know as soon as possible. You can do this by emailing your Event Specialist directly so we can address the concern promptly and appropriately. e) Your event vendors are expected to uphold the same respectful conduct. Basically - we just ask that you be kind. Event planning is an emotional process, but yelling at our staff won't help the situation. Severe Weather
The safety of your guests and the staff onsite is paramount. If your event includes outdoor elements, we’ll the weather call 48 hours before the event. If any of the below are projected to occur, we'll revert to Plan Be and move the outdoor components indoors.
We promise, your guests DO NOT want to be outside in severe weather! a) if the forecast shows a 30% or higher chance of rain b) temperatures are below 55 degrees c) temperatures are above 95 degrees d) if there is going to be any lightning, high winds, tornados, hail, etc. We also reserve the right to evacuate guests during an event if there is a threat to their safety. Typically, this happens if there is a tornado warning. We will pause the event and move everyone into the lower level of the campus where there are no windows. Once the threat has passed, we can return to your event. event purpose
What the contract says: The Client shall be honest about the purpose, type, and theme of their event. Failure to provide accurate event details to The Venue will result in a breach of contract. Should the Venue determine that Client's use or intended use of the Venue is illegal, immoral, or inappropriate, The Venue reserves the right to cancel the event and retain all payments as non-refundable.
What this means: We cannot adequately deliver on your event expectations if you aren't honest with us about your event to begin with. If you are hosting a wedding celebration (even if it's just a reception), tell us it's a wedding! We don't upcharge things just because it's a wedding, but we do have to alter our planning process and some service items to ensure the event execution meets your expectations. As another example, if we find out you are selling tickets to a nightclub-style event when you told us it's a birthday party, we reserve the right to cancel your event. Wedding rehearsals
A one-hour Tentative Rehearsal is included with all Ceremony Fees.
a) This time is intended for you, your wedding party, and your ceremony vendors to walk through the ceremony logistics. It is not to be used for decorating, hosting a dinner, reception, or any other type of gathering. b) Rehearsals are scheduled based on our availability and are typically held the morning before your event. We’ll confirm your rehearsal time no earlier than 30 days before your event date. Please note, if you are getting married on a Saturday, there is a good chance the venue will be booked for another event the night before. We may have another space available you can rehearse in, but if you are dead set on scheduling your rehearsal at night, you will want to have a back-up plan since we can't guarantee these times until a month out. c) A maximum of forty (40) people may attend the rehearsal. d) Due to our event schedule, load-in of personal items or décor is not guaranteed during the rehearsal time - please don't bring things without asking first. The venue is not responsible for items that are lost or damaged. e) If your rehearsal exceeds the one-hour window, a fee of $50 per 15 minutes over will be charged - make sure your guests are on-site! The Venue Manager probably has another event they have to go work, so going over your scheduled time can put a big wrench into our schedule. f) If you choose to host your rehearsal off-site, there is no prorate or substitution for the included rehearsal time - this means you don't get money back if you don't have your rehearsal on-site. g) Your Wedding Coordinator is responsible for running your rehearsal, not the venue staff. Event PlanningAdding Services or Time
What the Contract says:
Adding Services or Time: Service items not included in the original contract may be subject to price increases if added later. Last Minute Changes: If additional time, rentals, or services are added during the event or within five (5) days of the event date, a 20% Last-Minute Service Charge may apply. These charges must be paid as soon as the invoice is presented. What is means: Adding Services or Time: If you decide to add services that weren’t included in your original contract — like extra rentals, extended hours, or additional staffing — the prices may be higher than originally quoted. This is because prices change and last-minute changes often require extra coordination and resources. Last-Minute Changes: If you add services or time within five days of your event or during the event itself, a 20% Last-Minute Service Charge may apply. This helps cover the cost of urgent staffing, logistics, and adjustments. These charges must be paid as soon as the invoice is presented to keep everything running smoothly. Cancellation
What the Contract says:
If you cancel at least 365 days before your event, you’re eligible for a full refund of payments made, minus a $750 service fee. A signed Cancellation Agreement must be submitted at least one year in advance to qualify.
What it means: We understand that plans can change. Here’s how cancellations work:
Important Notes:
force majeure
What the Contract says: In rare cases, unforeseen circumstances - such as natural disasters, fires, flooding, pandemics, terrorism, ownership or property changes, building impairments, power outages, or changes in laws may prevent the Venue from operating on the scheduled event date. These are considered “Force Majeure” events.
If the Venue determines, in its sole discretion, that it cannot operate on the scheduled date due to a Force Majeure event, it will make reasonable efforts to either: Reschedule the event to a mutually agreeable future date, or
What this means: Sometimes, unexpected events — like natural disasters, fires, floods, pandemics, terrorism, power outages, or changes in the law — can make it impossible for the venue to operate on your event date. These are called “Force Majeure” events.If that happens, the venue will do its best to either:
If you decide not to reschedule or use an alternate venue, the venue will treat it as a cancellation. In that case, a partial refund may be offered, depending on what costs have already been incurred. The amount refunded is up to the venue’s discretion. If the venue cancels due to a Force Majeure event, we’ll reimburse up to $1 per guest for reprinting invitations. However, we’re not responsible for other vendor fees, lost deposits, or damages. That’s why we strongly recommend purchasing event insurance that includes cancellation coverage. The venue and its partners are not liable for financial losses caused by Force Majeure events or other things beyond our control. |
Additional FeesWe are big on transparency and don't want to seem like we are nickel and diming you. As your planning progresses, additional fees may arise, below are some of the most common ones. Additional Rental Time | $200 an hour If you are doing extensive decor installations, especially if you are hanging something, you may need to add time onto your rental block. Time for us is inventory, so there is an hourly rate applied for opening the venue early or staying longer for clean-up. *If you are adding more hours the day of, the fee will increase to $300 an hour. Event Host Insurance | $150-$400 An insurance policy that covers your event is a critical tool to protect you, your investment, and the venue in the event there is damage, injury, or an alcohol-related accident. You can choose to add on cancellation insurance, which provides protection in the event you must cancel your event, or a vendor goes out of business. Pricing varies based on your guest count and the level of coverage you choose. Vendor Approval Fees & Insurance Because we value a smooth event experience for everyone, we do require venue approval for any vendor you want to utilize, whether they are paid or unpaid. If you choose vendors from our directory they are already preapproved. If you choose vendors who are NOT in our directory, they will have to submit an application for approval with a non-refundable $25 application fee. Reviewing paperwork and vetting vendors takes a significant amount of time, so this fee helps cover those costs. If a vendor doesn't submit their paperwork on time, there is an additional $50 fee. We also require that vendors have general liability insurance. If a vendor doesn't already have this insurance they can purchase a one-day policy, but they may pass the costs along to you. Equipment Rental Delivery, Labor, & Damage Fees If you need to rent items that we don't carry, you can expect to see delivery & labor charges as well as a damage waiver on your invoice. These are fees the rental companies charge us, we cannot avoid them. Often these fees are not disclosed on their websites, so if you are scoping out things you may want to rent and you see a price, add about 30% on top of that. There are additional fees for Late Night pick-ups. Post Bar Soda Service If you want to keep your event going, but shut the bar down early, we'll need to keep a bartender around so your guests have access to sodas and water until the end of the event. We can add Post-Bar Soda Service in 30-minute increments, priced per guest. Damages Sometimes damage to the venue occurs. A guest spills wax on a tablecloth, a vendor's vehicle hits the building, someone knocks a hole in the wall, etc. Damage fees are applied after an assessment has been made to cover the cost of the repair or replacement. If your security deposit doesn't cover the damage, it may be worth it to file a claim on your event host insurance policy, which should cover most incidents. 
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