1. RESERVATIONS Gate City Events & Lodging, LLC accepts reservations via telephone or email. All renters are required to sign the Event Center Rental Agreement to secure their reservation. Standard check-in is at 8:00 AM and check-out is by 12:00 PM, unless alternative times are agreed upon by management. These times may also depend on your Event Insurance Policy.
2. PAYMENT PLAN, CANCELLATION POLICY & PAYMENT METHODS To secure your date and services, a booking deposit of 25% of the total package is due at signing. This deposit is non-refundable and non-transferable under any circumstances. The second payment, which is 50% of the remaining balance, is due six months before your event date.
The final payment, consisting of the remaining balance, is due 30 days prior to the event. Timely payment is required; late payments may incur fees, and failure to pay may result in cancellation of your booking.
We understand that plans can change, so please review our cancellation policy carefully. If you cancel more than six months prior to your event, any payments made beyond the deposit will be refunded in full. For cancellations made between three and six months before the event, 50% of payments beyond the deposit will be refunded. Unfortunately, cancellations less than three months before the event are not eligible for a refund.
In the event of unforeseen circumstances beyond either party’s control, such as natural disasters or government restrictions, we will work with you to reschedule your event or provide a partial refund depending on the situation.
We accept payment by cash, check, money order, cashier’s check, or credit card. Please note that late or unpaid balances may result in legal action.
3. EVENT INSURANCE Proof of event insurance is mandatory prior to your event. Coverage must be a minimum of $1 million. Events will not be held without proof of insurance.
4. ALCOHOL POLICY Outside alcohol is strictly prohibited. If brought onto the premises, it may be confiscated and/or the guest(s) may be asked to leave. Proper ID is required for alcohol consumption, and no alcohol will be served to individuals under 21. The bar will close no later than midnight. Bartenders have the right to refuse service at their discretion, and Gate City Events & Lodging, LLC reserves the right to suspend bar service at any time.
5. OPEN VENDOR POLICY Gate City Events & Lodging, LLC allows clients the flexibility to use vendors of their choice for events held at our venue, including catering, entertainment, decor, and other services. However, please note the following:
Gate City Events & Lodging, LLC is not responsible for any issues, damages, or disputes arising from the selection, actions, or performance of any third-party vendors or non-vendor choices, including but not limited to caterers, DJs, photographers, coordinators, or individuals providing services related to your event.
This includes all aspects of food and beverage service. We do not assume responsibility for the safety, quality, handling, or serving of food and drinks brought in by outside vendors or guests.
It is the sole responsibility of the client to communicate expectations, secure appropriate licensing (if applicable), and ensure that vendors comply with all local laws, health codes, and venue policies. Clients are encouraged to review all agreements carefully with their vendors and to carry liability insurance where appropriate.
6. PHOTO & VIDEO RELEASE By booking your event with Gate City Events & Lodging, LLC, you grant full permission to Gate City Events & Lodging, LLC to use any and all photographs and video footage captured during your event — whether taken on-site or off-site, and whether captured by our staff, your hired photographer, videographer, or other
vendors — for the purposes of marketing, promotion, social media, website content, and other business-related uses.
This release includes (but is not limited to) images of the venue setup, décor, ceremony, reception, bridal party, guests, and other event details.
If you prefer to opt out of this release, you must notify Gate City Events & Lodging, LLC in writing prior to your event date. We love celebrating your special moments and sharing the beauty of events held at our venue!
7. VENUE PROPERTY All Gate City Events & Lodging, LLC property (tables, chairs, A/V equipment, etc.) must remain on the premises and may not be removed for any reason.
8. RIGHT TO REFUSE ENTRY OR REMOVE UNAPPROVED ELEMENTS Gate City Events & Lodging, LLC reserves the right to deny entry to or remove any unapproved individuals, vendors, services, items, or activities from the premises at our sole discretion. This includes any actions or materials not previously disclosed or deemed inappropriate, unsafe, or in
violation of our venue policies.
9. CONDUCT & LANGUAGE Profanity, disorderly conduct, and disrespectful behavior toward Gate City Events & Lodging, LLC staff, vendors, or guests are strictly prohibited. Repeat offenders may be removed from the premises and/or banned from future events.
10. SOUND LEVELS Sound levels must be maintained at a reasonable volume to avoid disturbing neighboring events. Management reserves the right to request volume reductions.
11.SIGNAGE & DECORATIONS All signage, banners, and decorations must be pre-approved by Gate City Events & Lodging, LLC. Posters should be displayed on easels or standalone holders, and under no circumstances may staples, nails, tacks, adhesives, stickers, decals, or tape be used on any building surfaces, including painted walls, ceilings, or
windows, unless specifically approved by management. Decorations must not obstruct fire exits, safety equipment, or lighting. Confetti is prohibited unless written approval is granted in advance. Candles may be used only if they are enclosed in glass and have received prior approval. All décor and signage are subject to final approval by Gate City management.
12. SECURITY No doors, hallways, or fire exits may be blocked at any time. Any security plan must be submitted and approved by management at least 30 days prior to the event.
13. SAFETY & FIRE CODE COMPLIANCE All unsafe conditions or activities must be immediately reported to Gate City management. In the event of an emergency, call 911.
14. FIREARMS Firearms are not allowed on the property, with the sole exception of on-duty law enforcement officers.
15. PROHIBITED MATERIALS & EQUIPMENT For the safety of all guests and to protect the integrity of the facility, the following are strictly prohibited at Gate City Events & Lodging, LLC: No hazardous materials, no fog or smoke machines, no Class II or greater lasers, no pyrotechnics, no rigging, and no surface drilling.
16. SMOKING POLICY Gate City Events & Lodging, LLC is a non-smoking facility. Smoking is strictly prohibited inside the venue and within the outdoor ceremony area. Smoking is only permitted in designated outdoor areas, and all cigarette butts must be properly disposed of in the provided receptacles. Failure to comply may result in additional cleaning fees.
17. PACKAGE INSPECTION Gate City Events & Lodging, LLC reserves the right to inspect any package, box, or container brought onto or removed from the property.
18. CLEAN-UP & ITEM REMOVAL All clean-up must be completed immediately following the conclusion of the event—next-day clean-up is not permitted. The renter is responsible for removing all personal property, equipment, signage, decorations, and all leftover food, including snacks, appetizers, main course items, and desserts, whether
provided by a caterer or brought in personally. Any food or items left behind may be discarded or removed at the renter’s expense.
19. DAMAGE TO PROPERTY Renters are responsible for all damage caused during their event. Documentation and photos of damages will be provided. A final walk-through will be conducted at the end of your event.
20. DAMAGES, NON-COMPLIANCE & ADDITIONAL FEES Gate City Events & Lodging, LLC reserves the right to charge additional fees to the client in the event of property damage, policy violations, or failure to comply with any portion of these Event Center Policies & Procedures. This includes, but is not limited to: failure to disclose relevant event details, misuse of the facility, unauthorized activities or items, extended use beyond the agreed rental time, excessive cleaning requirements, or non-approved vendor conduct. All such fees will be assessed at the discretion of Gate City Events & Lodging, LLC and will be the sole responsibility of the client.
21. PARKING Overnight parking is permitted but vehicles must be removed by 8:00 AM the following morning. Late removals may result in towing at the owner's expense.
