Here is everything you need to know before and during the event. Please review this checklist carefully. Reach out to us with any questions before the event day, and contact the Venue Manager on-site the day of the event.
General
Refer to our Clementine or Ruby Event Guide for general venue questions.
Refer to the Vendor App FAQs for all vendor application questions before contacting us. Any vendor not on the Approved Vendor List must submit a complete application (including the fee) at least 30 days before the event. Unapproved vendors are not permitted on the premises.
Draft documents (timeline, floor plan, and vendor list) are due 30 days before the event. Final documents are due 10 days before the event and must be submitted as PDFs (no links to cloud files).
Events must be fully loaded out and the doors locked by the scheduled end time. If load-out will take longer, adjust the timeline so guests depart earlier or have the client purchase late load-out.
Before the Event
We require all coordinators to provide, at minimum, month-of service.
Please return our Pre-Event Checklist at least 30 days before the event. This must include the timeline, floor plan, and full vendor list.
Familiarize yourself with our seated, standing, and other capacity limits.
Submit layouts that are to scale (no hand drawn plans), fit the space properly, and do not create bottlenecks in ingress, egress, or circulation areas.
Ensure that drinks intended to be served cold (beer, wine, etc.) are delivered cold.
We can play a licensed music channel of the client’s choosing, but we cannot play a custom playlist due to licensing restrictions.
All drinks, including champagne walls and wine at dinner, must be served by a licensed bartender.
Please include three vendor meals for our venue managers and security guard.
Review our unsupervised children policy with the client and ask them to communicate it to any parents bringing children.
Note what is acceptable for send-offs. Anything thrown will need to be cleaned up by the coordinator or vendors.
Event Day
Mission Control (the A/V room by the front door at Clementine and the closet in the dressing room at Ruby) is for venue managers only.
Candles along ceremony aisles must be pearled or battery-powered.
Ensure vendors keep an aisle open in the storage room leading to the sink and supplies.
Check in with the client throughout the event to confirm satisfaction with lighting (brightness and color), temperature, projected images (size and location), and audio quality/volume in all zones. Relay any requested changes to the venue manager.
If beer or wine arrives warm, chill it in the ice well. Do not place it in the refrigerator — it will not cool in time.
If a self-serve alcohol situation arises (such as a champagne wall), address it immediately with a bartender or by removing the self-serve area.
Children must be supervised at all times. If a child is running through the building or otherwise unsupervised, speak with the parents or client. If the behavior continues, instruct the guest to take the child home. Unsupervised children create both a nuisance and a safety risk.
Enforce the rule of no drinking or eating on the dance floor.
Take all trash from the dressing rooms to the dumpster.
Ensure vendors do not drag trash cans or furniture across the wood floors.
Gather and take all lost and found items.
Walk the outdoor areas and pick up any trash, glasses, or debris. Remove all debris from send-offs.
Before departing, complete a walk-through and check-out with the venue manager.
Remain on site until the last vendor has departed.
