Welcome to main street 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'S NEXT?
WHAT'S A VENUE MANAGER?
- 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 Main Street 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 walkthrough 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.
SHOP LOCAL
- We'd love you to shop locally and include our neighbors like Manor Hill Tavern, Phoenix on Upper Main and La Palapa in your rehearsal dinner or after-party plans. You can also purchase your alcohol from our friends up the street at The Wine Bin. Main Street Ballroom customers receive special pricing, free delivery, event day restocking and free returns. Email Dave at The Wine Bin for more information.
important information
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trash
alcohol
licensing & insurance
Please be reminded that MSB 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 caterer that they are responsible for removing all event trash from the venue and that they (and any other vendor you will be hiring) are not permitted to use the dumpsters near the venue as those do not belong to Main Street Ballroom.
If you are serving alcohol, we will need a Host Liquor Liability policy for this as well. Usually, the caterer or bartending company you are hiring will have this. If not, then you can purchase this single day policy yourself. Remember we don’t allow self-serve (all alcohol must be served by a TIPS or TAMS certified bartender who is not a guest of the wedding- no friends please!) 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 Main Street Ballroom.
reminder: make sure you hire a staffing service if purchasing food from a restaurant
reminder: bar must close 1 hour before event end time
reminder: We recommend purchasing event cancellation insurance. many clients use Wed Safe and Event Helper.
Requirements
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Trash
Alcohol
Food
• Caterer, third-party service or client must provide trash cans/liners and take trash offsite. Venue does not provide trash services
• No dumpster access
• $1M host liquor liability insurance
• Served by a TIPS/TAMS/Certified Bartender
• Clients may self-insure
• No self-serve alcohol
• We welcome all state licensed and insured ($1M general liability) caterers.
• Caterer must stay to end of event
• Caterer must flip the room
• Events booked <30 days in advance must use a short list caterer
complimentary in-house furnishings
For your ceremony
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- Podium (clear acrylic with steel accents); the podium is 18.5” wide and 44” tall
- Wood Hexagon arch- 96" at widest part, 48" at top and base of hexagon, 79" tall
new! lounge set
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- Sofa, rug, chairs, coffee table and side table
Decorative Furniture
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- Wood slab table is 22” wide and 71” long
- 4 - high back benches 31” wide and 62” tall (the back)
- Architect’s wood table is 42” wide and 30” deep
- Bar: 7’ long and 2’ wide
- Mobile wood top (glazed black) bar: approx. 6' long by 2' wide
- FYI: Permanent Bar Back in Annex (Black with glass doors, great for displays)
Catering Furniture
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- 25 - 60 inch rounds
- 200 - white padded folding chairs
- 4 - 36 inch wood top industrial cocktail tables
- 2 - 32 inch wood cocktail tables with crank
- 5 - 6’ rectangle folding tables (30” wide - standard size)
- 5 - 8’ tables (30” wide - standard size)
- 2 - black wall dividers: 4' wide by 5.5' high
To include with your decor
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- 1 metal easel (stand on the floor)
- 1 - large framed mirror sign: Bring Your Own Chalk Marker
Some fyis
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- FYI: Black metal stairs - would require 18’ garland (if decorated)
- FYI: Gorgeous Barn doors are 8’ tall and 19’ wide
- 2 - coat racks on wheels (with about 85 hangers)
Main Street Ballroom
Floor Plan
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 Allseated to create your custom floorplan!
Below is a plan of our electrical outlets.
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
