Welcome to Citizens ballroom
For Our Clients
CONGRATULATIONS ON SETTING YOUR EVENT DATE AND FINDING YOUR VENUE!
WE CAN’T WAIT TO CELEBRATE WITH YOU. SO, NOW WHAT?
PLANNING
WHAT IS A VENUE MANAGER?
WHAT'S NEXT?
- The next time you will hear from us will be about 90 days before your event date, when you will receive your final invoice for your venue rental fee
- At that time our logistics manager will check in with you to collect more details about your event, book your rehearsal day/time (if applicable) and to be your point of contact for any questions you have as you get closer to your event date.
- We will ask for your floorplan, and we recommend using Prismm to create your ceremony, cocktail hour and reception layouts. Just search for Citizens Ballroom to load a to-scale model of our venue and start playing! If we have your floorplan, then our staff can setup our tables and chairs for you.
- Need to see the venue in person again? You can also book an existing client/vendor tour to do walkthroughs with your vendors. We strongly recommend doing a walkthrough with your caterer around the 30 day mark, which is also a great time to check in on what furniture pieces we have for you to use and finalize your plan with your vendors
- Please see your contract for decor restrictions and guidelines
The venue manager represents the venue and is in charge of making sure the facilities are operating smoothly. That includes opening and closing the venue, keeping an eye on the AC, keeping bathrooms clean during your event, setting up and breaking down our house furniture and making sure guests and vendors are using the venue safely. To clarify, they are not a wedding planner or coordinator and will not be keeping an eye on your timeline or event flow.
We will always do what we can to help you if anything fell through the cracks in the planning process (something always does!) but our first duty is to the venue and the safety of the guests. If there is a drink spilled on the floor, for example, they would focus on that as their first priority.
contract highlights
- HAVE A PLAN FOR YOUR TRASH. VENUE DOES NOT PROVIDE TRASH CANS OR DUMPSTERS.
- everything must be out of the venue by the end of your rental window before overage charges occur.
- WE DO NOT PROVIDE PLANNING SERVICES. PLEASE READ MORE ABOUT THE ROLE OF OUR VENUE MANAGER
- THE BAR MUST CLOSE 1 HOUR BEFORE THE END OF YOUR EVENT, NOT THE END OF YOUR RENTAL WINDOW. IF YOUR GUESTS LEAVE AT 11PM, THEN THE BAR WOULD NEED TO CLOSE AT 10PM.
- OUR TEAM WILL SET UP YOUR FLOORPLAN. CHAIR AND/OR TABLE SETUP BEGINS AT THE START OF YOUR RENTAL WINDOW AND WILL NOT BE COMPLETE PRIOR TO YOUR ARRIVAL.
important information
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trash
alcohol
licensing & insurance
Please be reminded that Citizens does not supply trash bins or bags. Please let us know who will be removing all event trash from the venue. Usually this is the caterer, so we will ask you to acknowledge that you have communicated with your appointed vendor (usually caterer) that they are responsible for removing all event trash from the venue.
If you are serving alcohol at your event, you must hire TIPS/TAMs certified bartenders with host liquor liability coverage. Please see your contract for insurance limit requirements.
We welcome all licensed and insured caterers. Please be reminded all caterers must be licensed in the state in which they do business and provide a Certificate of Insurance (COI). At the 90 day mark we will ask for the name of the catering company you have chosen, your point of contact and his/her/their email address so that we may reach out to him/her/them for the required documents. Please see your contract for insurance limit requirements.
Please make sure you pass along the catering requirement addendum on the last page of your contract to your caterer or any prospective caterer so they know if they can meet the guidelines we require for them to work at Citizens Ballroom.
reminder: bar must close 1 hour before event end time
reminder: your vendors must provide staff to flip the room if necessary
reminder: We recommend purchasing event cancellation insurance. many clients use Wed Safe and Event Helper.
Requirements
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Unique Policies
Food & Alcohol
• Any amplified music that can be heard outside the venue must be reduced in volume or concluded by 10pm per city noise ordinance
• Must use house tables & chairs
• No dumpster access
• We welcome all state licensed and insured ($1M general ) caterers.
• Vendors must provide food, bar and trash services, and flip the room
• Alcohol must be served by TIPS/TAMS/Certified Bartenders with $1M host liquor liability insurance
• Caterer or service staff must stay to end of event and spot clean the venue/remove trash
• Caterer or service staff provides trash cans/bags
• No self-serve alcohol
• Events booked <30 days in advance must use a short list caterer
complimentary in-house furnishings
HOUSE FURNITURE
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- 30 - 8' x 30" rectangle tables (require linens)
- 200 - black resin cross back chairs
- 6 - 24" round metal cocktail tables
- 4 - 6’ tables for vendors
- 1 48" half-round sweetheart table (requires linen)
- 1- low metal easel
- 1- acrylic podium
- NEW! Custom bar on mezzanine level
- NEW! Mezzanine lounge set (sofa, chair and side table)
- Vintage vending machine (see below)
some fyi's
Layout ideas
Layout Ideas for your ceremony
IF YOU ARE PLANNING YOUR EVENT AND NEED A LITTLE INSPIRATION TO GET STARTED, HERE ARE SOME SAMPLE LAYOUTS FOR OUR CLIENTS. WE RECOMMEND USING prismm TO CREATE YOUR CUSTOM FLOORPLAN!
Layout ideas for your reception
WE RECOMMEND SEATING NO MORE THAN 130 GUESTS ON THE MAIN LEVEL. MOVING THE DANCE FLOOR AND/OR ADDITIONAL TABLES TO THE MEZZANINE IS A GREAT OPTION TO CREATE AN EVEN ROOMIER FLOORPLAN FOR YOUR GUESTS.
helpful map of our outlets for use when planning for vendor placement.
electrical map
