What You Need to Know
License Agreement
A License Agreement must be signed for all events occurring within the building and returned by the due date listed on the agreement. Typically, the due date is 2 weeks after the agreement has been sent. Once the agreement has been signed by you, and the deposit has been made, our General Manager will sign the agreement and we will send a copy of the signed agreement with both signatures to you. The License Agreement process is not complete until an agreement with both signatures is returned to you.
Deposits & Payments
An initial deposit is required to accompany the signed agreement. The initial deposit will be the license fee or $500, whichever is greater. A second deposit in the amount of 50% of your food and beverage minimum plus catering management charge and taxes will be due 90 days prior to your wedding. Final payment of the food and beverage minimum, any additional charges, catering management charge, and taxes will be due no later than 1 week prior to your wedding. We can accept checks, credit cards, cashier checks or cash. All estimated expenses must be paid prior to event move-in, unless approved for direct billing by the General Manager. HINT: Sometimes the easiest thing to do is fill out a credit card authorization form for the deposit and check the box to keep it on file for all expenses including day-of additional requests. No additional requests will be made without a credit card authorization form filled out for day-of expenses. Should an overpayment occur, the Waterloo Convention Center will process a refund your credit card on file (as long as refund does not exceed the amount charged to the credit card), otherwise it will be issued via check within 10 business days.
Security
We may require the use of our security guards for any event that is serving alcohol. Our standard guideline is 1 security guard per 250 guests and this labor charge will be added to your estimated expenses. There is a 3 hour minimum on all labor.
Insurance
All events are required to carry liability insurance for the duration of the licensed period. To make this easy for you our wedding packages include the appropriate insurance coverage. If you wish to procure insurance on your own, please speak to your Event Manager for additional information.
Audio Visual
You are more than welcome to bring in your own AV equipment with no additional fees. However, if you would like to rent certain equipment, we have a list of many items that you can rent on a daily basis. All AV should be ordered no later than 21 days prior to the event or may be subject to an additional charge. If you bring in your own equipment or rent it from another vendor, we are not allowed to service or assist in the setup or operation of the equipment. In addition, any electricity needed for outside equipment will be subject to a charge.
License Fee
The License Fee typically includes a one-time set of tables and chairs, and up to a 12-hour rental (period will be defined in your license agreement). Food and beverage functions will also include china, silverware, and glassware. Rental for table top displays or vendor tables are not included in the rental and may be an additional charge. If you need more time than 12 hours, rental can be available on a pro-rated basis.
Food & Beverage Exclusivity
The Waterloo Convention Center at Sullivan Brothers Plaza maintains the exclusive right to provide all food and beverages and concession services at the convention center and its grounds. For weddings we automatically grant an exception for wedding cakes. Any other exceptions must be requested and obtained by prior written approval of the General Manager. Food items may not be taken off the premises in to-go boxes; however, excess prepared food may be donated under regulated conditions to agencies feeding the underprivileged at the Waterloo Convention Center’s sole discretion.
Food & Beverage Menu
Choose a menu from our Wedding Menu or have us custom design a menu for your particular needs. Menus for food functions should be finalized at least 30 days prior to the event. Additional charges may be incurred for menu items submitted after the 30 day deadline. Menu prices cannot be guaranteed until 6 months prior to event. All menu prices will be subject to a catering management charge (currently at 22%) and Iowa Sales Tax (7%).
Tastings
We can offer tastings to help you narrow down your dinner choices. Here is our standard policy regarding tastings:
If you have a signed agreement; we will offer a tasting of 2-3 entrees, 2-3 starches, and 2-3 vegetables for up to 4 people to help narrow your choices.
If you do not have a signed agreement; we will offer a tasting (same as above), but require you to pay for the meal. When you sign the agreement, your final bill for the event will be credited that amount.
Dietary Restrictions
The Waterloo Convention Center’s Culinary team is happy to address special dietary requests for individual guests with a seven day advance notice.
Food & Beverage Guarantees
Preliminary Projected Event Attendance and Menu Selections are due to the Waterloo Convention Center 30 days prior to the event date. A final guarantee of attendance is required 7 (seven) business days prior to all food and beverage events. After the final guarantee has been provided, billing will be based on either your final guarantee (even if fewer guests actually attended) or the actual guest count, whichever is greater. The final guarantee can be increased after your event guarantee date, but will incur a 20% surcharge on each additional meal. Please note that due to supply chain constraints we may not be able to accommodate an increase in the guarantee after it is submitted with the same meal as originally selected, however we will make every attempt to have the same offering. We automatically prepare the following number of meals over the final guarantee since sometimes a few more guests show up than you expect:
0-200 guests – 4% of the final guarantee
201-500 guests – 3% of the final guarantee
501 and above – 2% of the final guarantee
Bars & Concessions
Wedding packages include the setup fee for bars. If do not opt to utilize one of our wedding packages, the setup fee for all bars (cash or hosted) and cash concessions will be $125 per bar based on a 4 hour service time. If each bar meets $500 in sales, then the setup fee will be waived. Bars stands may be available longer than 4 hours, but will incur an additional setup fee of $25 per hour and minimum would increase by $125 for each additional hour in order to be waived. We will determine the number of bars needed on the basis of the number of guaranteed attendees.
We offer a standard selection of liquors, wines, and beers with our bar service, however, your Event Manager can assist you with any special requests.
We offer beer in bottles. On occasion we offer beer in cans, but we try to avoid this when possible.
In compliance with Iowa State Law, all alcoholic beverages must be supplied and served by Oak View Group. In accordance with state regulations, we reserve the right to request a state issued photo ID of any person to verify their age and to refuse service to those underage or failing to produce a photo ID. Alcoholic beverages that have been opened may not be removed from the Waterloo Convention Center. Bringing alcoholic beverages in to the facility that are not purchased from OVG may result in the discontinuance of the event.
Catering Management Charge
All catered events are subject to a Catering Management Charge (currently at 22%). This Catering Management Charge is used to cover costs and expenses in connection with the catered event (other than employee tips, gratuities, and wages), and is not charged in lieu of a tip. The Catering Management Charge is not a tip, gratuity, or service charge, nor is it purported to be a tip, gratuity, or service charge, for any wait staff employee, service employee, service bartender, or other employee, and no part of the Catering Management Charge will be distributed (as a tip, gratuity, or otherwise) to any employee who provides service to guests. Traditionally our staff, with the exception of Bartenders, do not receive tips or gratuities for the services they provide.
Decor
Decorations, signs, banners, etc. may not be taped, nailed, stapled, or otherwise fastened to the ceilings, walls, doors, painted surfaces, or columns without prior written approval from facility management. No lighter than air (helium, etc.) items are permitted in the building. The only way to use balloons is if they are filled with air (not helium) and attached to a temporary structure such as PVC pipe. We also do not allow glitter to be used on the tables or floors. Before you decorate, it is best to run through all decorations with your Event Manager to see if there are any conflicts. Good rule of thumb – if it takes more than a vacuum to remove from the floor, there will be an additional charge for cleanup. Candles have very specific requirements to be used - please work with your Event Manager to ensure your plan for candles will be allowed.
Typical Time Frame of an Event
Your Sales Manager will work with you on the front end to discuss your event needs and help create an estimated dollar amount for your event. They will send you a License Agreement that includes these details and collect the initial deposit and signed agreement. They can provide preliminary food and beverage, audio visual, and other services information. We have prepared a planning checklist to help you through the process.
After signing an agreement, an Event Manager will be assigned to your event and they will assist you in executing the License Agreement as well as fine tuning the details for your event such as menu planning, room layout and much more. They will become your best friend throughout the planning process, especially the last 30 days of planning! When you send your final guarantee 7 days prior to the event date, they will send you the final invoice and collect the full payment as well as any additional documents that may be required such as the certificate of liability insurance. The Event Manager will draw a diagram based on your setup and require you to sign off on it. If there are any changes to that setup once it has been signed, a re-set charge will apply. An Event Manager will also be on-site the day of your event in case any questions arise and to assist you with any additional requests.