Here's are the things to know before and during the event. Let us know if you have questions before the event. Reach out to our venue manager on the day of the event.
General
Refer to our Clementine or Ruby Event Guide to answer all of your general questions.
Refer to the Vendor APP FAQs to answer all of your vendor application questions before contacting us. Any vendor who does not appear on our Approved Vendor list must submit an application, including the application fee, at least 30 days before the event. Unapproved vendors are not allowed on the premises.
Events must be loaded out and doors locked by the event end time. If your load out will take longer, please adjust the schedule so that the guest departure ends earlier or have the client purchase late load-out.
Before the Event
We require that all coordinators provide, at minimum, month-of service.
Return our Pre-Event Checklist at least 30 days before the event. This includes 1) the timeline, 2) the floor plan and 3) the list of vendors.
Know our seated, standing, and other capacities.
Submit layouts that are to scale, truly fit the space, and do not bottleneck ingress/ egress or circulation areas.
Make sure drinks that are to be served cold (beer, wine) are delivered cold.
Make sure that all drinks will be served by a licensed bartender (this includes champagne walls and wine at dinner).
Include 3 vendor meals for our venue managers and security guard.
Please review our policy regarding unsupervised children with the client and have them communicate this to any parents who plan to bring their children.
Note what is acceptable for send-offs. Anything thrown you will need to clean up.
Event Day
Do not enter Mission Control (that is the A/V room by the front door).
Do not put out candles along ceremony aisles (all events signed post 11/1/24).
Make sure vendors keep an aisle open in the storage room to the sink and supplies.
Check with client throughout the event to verify their satisfaction with the lighting (brightness and color), temperature, projected image (size, location), audio quality and volume (in all zones). Relay any desired changes immediately to the venue manager.
If the the beer and wine arrive warm, chill them in the ice well. Do not put them in the fridge as they will not cool down in a few hours (no fridge will do this!).
If a self-help alcohol situation presents itself (champagne wall, etc.), address the situation with a bartender, removal of the wall, etc.
Children must be supervised at all times. If a child is unning through the building or otherwise without a parent in immediate proximity, communicate this to the parents or client. If a child continues to be unsupervised, tell the guest to take the children home. This can be a nuisance and a safety issue for the children and everyone at the event.
Enforce the no drinking or eating on the dance floor policy.
Take all trash in dressing rooms to dumpster.
Make sure that vendors do not drag trash cans or furniture across the wood floors.
Gather and take all lost and found items.
Perform full venue walk-through with our venue manager.
