Planning Information

Decorating

 

  • GRAND BALLROOM MEASUREMENTS

  • Decorators and / or planners must complete the Decorator's Agreement and return it to Gateway Conference Center prior to the event. Click here for form.

  • Decorator and/or planner agrees to abide by the rules listed below. If decorator and/or planner does not follow the rules they will not allowed to decorate or plan an event in the building for one year.

  • Gateway Conference Center is monitored by CCTV.

  • All events must end at midnight. There are no exceptions to this rule. No food or beverage can be served after midnight. Music must be shut off and guests must exit the building.

 

ROOM SETUP

  • PIPE AND DRAPE / EMERGENCY EXITS: Ceilings are 16 feet high and emergency exits are 7.5 feet from the floor. Pipe and drape cannot obstruct emergency exit doors or emergency exit signs. According to NFPA Requirements the design of exit access doors need to be clearly recognizable. Any sort of obstruction like drapery, posters, or anything else is expressly forbidden. These sorts of extraneous objects can impede emergency exiting. Exit access doors can never be obscured.

  • Room configuration must be submitted and approved no later than 14 days prior to the event. Changes to the room configuration after approval are the responsibility of the lessee. Gateway Conference Center will NOT make any changes to the room layout after the room configuration has been approved. Gateway staff will not move furniture for lessee or provide additional furniture after room configuration has been received by Gateway staff.

  • If lessee insists upon changes to room configuration there is a charge of $100 the first hour and $50 per hour after that. The minimum charge will be $100. Charges are deducted from deposit.

  • Candles are permitted in the building but must be enclosed in a container. Fireworks (including sparklers) are prohibited. Smoke machines are also prohibited or devices causing fire and/or smoke are also prohibited.

  • Only the table(s) and chair(s) located in the lessee’s rented rooms can be used at the lessee’s event. The Center’s furniture in common areas and dressing rooms shall not be moved or modified. All furniture, art, etc. must be undamaged and accounted for after the event or lessee will be responsible for replacement. Moving the furniture in common areas will result in a deposit deduction of $250, this includes couches, chairs, cocktail tables, makeup chairs in dressing rooms, high top chairs in front hallway, bistro chairs in front hallway and wooden lobby tables.

  • Staples, tacks, tape, command strips, glue and / or paint on the furniture, walls, floors, and / or ceilings of the building are prohibited. Adhesives of any type on the dance floors are prohibited.

  • Lessee will not steam or iron tablecloths on the tables. Any warped table will result in a $100 reduction from deposit.

  • Use of two dressing rooms (one set- located together) is included with the rental of Ballroom C, Petite or Grand Ballroom.

  • Lessees may be allowed to rent dressing rooms. First right of refusal is given to renters of Ballroom C, Petite or Grand Ballroom. Dressing rooms will not become available unless Grand Ballroom, Ballroom C or Petite Ballroom has been rented and lessee has declined to use additional dressing rooms.

  • Pipe and drape must be free standing (not attached to walls, dance floor, doors, ceiling, etc.). Pipe and drape must not obscure exit signs or exit doors.

  • No food or beverages may be served from the lobby or common areas. Food must be served inside the lessee’s rented space(s).

  • Lessee’s should be cognizant of room capacities. Events that exceed the capacity of the room cannot be accommodated. Gateway Conference Center will NOT setup a room that exceeds room capacity. Lessees should not plan to use the building’s common areas including lobbies and solarium to exceed seating.

  • No smoking in the building. Any damage caused by smoking will result in a forfeiture of deposit and may result in additional charges depending on the extent of the damages.

 

DELIVERIES

  • Dependent upon room(s) availability, deliveries such as stage, furniture, etc. can be delivered to the room(s) rented before 3 PM if no other event has rented the room the day prior to the lessee’s event. It is the lessee’s responsibility to confirm this availability. Lessee is also responsible for making sure all décor/furniture from outside sources is taken off-site the day of the event, unless Gateway Conference Center has indicated it may remain overnight.

  • The Gateway Conference Center is not responsible for the correctness of lessee’s deliveries. Lessee is responsible for delivered goods and decorations. Lessee does hereby acknowledge that the Center has other guests / events in the building at various times each day and cannot be held responsible for correctness, damages, or disappearance of delivered goods.

  • To ensure correctness of deliveries lessee is advised to have all deliveries made when someone from the event is available on site.

  • The Gateway Conference Center is not responsible for any items left in the building after the lessee’s event. Please make sure that all items brought into the building are taken out at the end of the lessee’s event.

  • If the Gateway Conference Center has approved leaving items in the building for a secondary vendor to pick up such as stage, furniture, etc. then vendor must pick up items no later than 11 AM on the date Gateway Conference Center has indicated (most commonly the first business day after the event).

  • Gateway Conference Center is not responsible for the setup or breakdown of any décor/furniture from outside vendors including, but not limited to, stage, tables, chairs, couches, etc.

 

DECORATING & CLEANUP

  • Rental time is from 8 AM to midnight the day of the rental. Lessees may be allowed to access the room(s) for setup no earlier than 3 PM the day prior to their rental date depending upon availability. Access to the rented room(s) prior to 8 AM on the rental date is NOT guaranteed and must be confirmed with Gateway Conference Center.

  • Access to rooms after 3 PM the day prior to rental is for setup/rehearsal only. Rehearsal dinners may not be held in the rented room(s) during this time. Any request for access before 3 PM will be refused. Any member of the event party that arrives before 3 PM to setup will not be allowed entry to the building. All lessees and their vendors must make appointments to walk through the venue prior to their event. Walkthroughs cannot exceed one hour, even if all parties are not present at the start of the appointment.

  • Lessee does not have access to the Center after 1 AM the night of the event. All cleanup is to be done immediately after the event. All events must end at midnight. Midnight to 1 AM is for cleanup only. Music must be off, guests must leave the building and no food or alcohol is to be served after midnight. Any event going over midnight will lose their deposit and will be shut down.

  • All food and trash shall be taken out of the building at the end of the event. All trash shall be bagged and placed inside the outdoor trash receptacle located at the rear of the facility. Lessee will forfeit part of their deposit for any trash left lying on the ground.

  • Every trash can in rented / used room(s) must be emptied and removed including the lobbies, kitchen and dressing rooms.

  • All large pieces of trash including food, programs, napkins, plates, rose petals, etc. must be swept / cleaned off the floor and disposed of with all trash in cans or your deposit will be deducted accordingly.

  • Trash is not to be dragged on the carpeting. Larger trash cans should be used to collect smaller bags to transport to the outside receptacle. Drag marks on the carpet will result in a deduction of security deposit.

  • The deposit of $500 per room will ONLY be refunded if there are no damages to the building, furniture or kitchen equipment, no rules are broken by the persons using the facility and / or their guest and the premises are cleaned according to the refund policy and terms of agreement.

  • Any stains left on the carpet or furniture, particularly red/pink stains, that our cleaning crew is unable to remove will automatically result in a minimum $250 fine which will be deducted from the deposit. This fine may be more than $250 depending upon the size of the stain. Any gum or wax found in the carpet or furniture after your event will also result in a $250 charge from your deposit.

  • Excessive stains left on the carpet or furniture will also result in a minimum $250 fine which will be deducted from the deposit. Events which require excessive cleaning of food from carpeting, garbage bag drag stains, or any excessive mess such as large items on the floor, excessive glitter in the carpeting or stained chairs will also result in a minimum $250 fine which will be deducted from the deposit.

CLEANUP

  • Any stains left on the carpet or furniture, particularly red/pink stains, that our cleaning crew is unable to remove will automatically result in at least a $250 fine which will be deducted from the deposit. This fine may be more than $250 depending upon the size of the stain. If red wine is served and a stain results from the wine, this will result in the complete forfeiture of the $250 deposit placed in order to serve red wine. Any gum or wax found in the carpet or furniture after your event will also result in a $250 charge from your deposit.

  • All exterior doors must be shut and locked upon exit from the facility. If any door is left unlocked and/or open from an event deposit is automatically forfeited.

  • Interior doors should be shut and locked before exiting to ensure safety of rented room(s). If another event gains access to rented room due to failure to shut and lock door(s), original event will be charged for any damage.

  • All cleanup is to be done immediately after the event. Events will not have access to the building the next day.

  • All food and trash shall be taken out of the building at the end of the event. All trash shall be bagged and placed inside the outdoor trash receptacle located at the rear of the facility.

  • Every trash can in rented / used room(s) must be emptied including the lobbies, kitchen and VIP / dressing rooms.

  • All large pieces of trash including food, programs, napkins, plates, rose petals, etc. must be swept / cleaned off the floor and disposed of with all trash in cans.

  • Trash is not to be dragged on the carpeting. Larger trash cans should be used to collect smaller bags to transport to the outside receptacle.

 

OTHER

  • Keys / keycard must be either returned via the outside drop box or given to Gateway Conference Center staff no later than 12 PM the first business day after the event.

  • Use of two dressing rooms (one set) is included with the rental of the Petite or Grand Ballroom.

  • Keys from the Center before 5 PM the day before the event. Events held on Saturday and Sunday must pick up their keys the Friday before the event. Keys and keycard must be returned by 12 PM the first business day after the event.

  • No smoking in the building.

  • Decorator and/or planner is responsible for coordinating with lessee to schedule their event arrival / setup time. If decorator and/or planner wishes to do a walk through they must schedule an appointment. Appointments are one hour in length from scheduled time. If any members of the tour are late arriving, appointment will still end one hour from scheduled time. Appointments will not exceed Gateway Conference Center’s regular hours.

 

FORCE MAJEURE:  The Gateway Conference Center shall not be deemed to be in default of its obligations for termination of this event if and so long as it is prevented from performing its obligations by an act of war, hostile foreign actions, nuclear explosion, earthquake, hurricane, tornado or other adverse weather conditions not reasonable anticipated, fire, unavoidable accidents or circumstances, pandemics, measures taken by an governmental authority in response to a pandemic, epidemics, other Acts of God whether it be a natural or national disaster.