Frequently Asked Questions
Important things to know when choosing your venue!
Q How can I check to see if a date is available?
Please give us a call at 304.472.4938. You can also submit a request for additional information through our website.
Q Where can I find pricing information?
Call us, email us, or submit an inquiry through our website, via the “Request a Proposal” link below.
Q Are there any hidden costs?
Nope. We are designed as an a-la-carte venue, so you pick and choose all the options that are right for you. We disclose all pricing and policies to each client before they book an event with us. An estimate of costs will be provided as far as rental fees for the facility are concerned.
Q When can we tour the space?
Tours are available by appointment only. Most tours are scheduled Monday-Friday between 9am-5pm. Some evening and weekend tours may be available upon request, but are tend to be limited based on our event schedule. Please contact us to schedule a tour.
Q How do I reserve the space for an event?
To book a date you must submit the completed User Application and Agreement along with a deposit. All remaining balances will be due no later than 30 days prior to the event. We accept cash, checks, and money orders.
Q Do I need to have all my event details determined at the time of booking?
We need you to complete a Request for Proposal (RFP) form and return it via E-mail, mail, or in person. RFP Form (docx)
Q What will happen after I reserve the space?
Our Event Center Manager will be available to you by phone and email to answer questions or concerns throughout your planning process. You can request to schedule a time to come back in to discuss additional details and plan various elements of your event at any time. We will schedule a planning meeting prior to your event to go over timelines, catering details, bar selections and floor plans.
Q What is your cancellation policy?
If you cancel more than thirty days prior to your event, you will be entitled to a refund of 50% of any fees paid to the Event Center. If you would cancel within 30 days of your event you are not entitled to a refund.
Q How many guests can you accommodate?
Our most open floor plan can seat up to 416 guests at 60″ round tables. With operable partitions, we are able to provide as little as 642 square feet or as much as 7,210. Our space is very versatile!
Q Do you have AV Capabilities?
Indeed. We are equipped with state-of-the-art projectors, screens, speakers, and wireless/wired internet capabilities.
Q Do you have on-site parking?
We have ample on-site parking, including handicap spaces and ramps for easy access.
Q Is there a hotel nearby?
Yes, there are several hotel options nearby. Please refer to the “lodging” link below and recommended vendor list to get started. Please contact the hotel directly for specific details and rates.
Q Can we have a wedding ceremony on-site?
Absolutely. Our operable partitions allow for separated space for a ceremony site and the reception area. We also encourage you to explore the breathtaking background outdoors. Although we do not have any alters, arches, pavilions, etc., please refer to our preferred vendors list to inquire about any of these rentals. Or feel free to bring your own! Remember to communicate the details you have chosen with the Event Center Manager.
Q Who is my main contact, how much will they be available during my planning, and will they be there to oversee during my event?
One Event Center Manager is the primary contact person. You are welcome to call or email them throughout your planning. They will hold your finalization meeting to coordinate details with you, and will be your onsite during your event.
Q Do you have decorations we can use?
At this time, we do not have any decorations on-site, but please refer to our preferred vendors list for great options from local talents.
Q Is there a green room or floral prep room?
No. All floral arrangements must be arranged off-site. We have limited storage areas for boxes and cases out of view from the main reception area.
Q Do you have an outdoor space?
We are located in a beautiful area, but our outdoor event space is still in development. But, you may still find an area on the grounds that suits your event and you would like to utilize. Contact our Events Center Manager to discuss the details.
Q Can we choose our own caterer? What is your food minimum?
We work with a preferred group of caterers that can accommodate a wide range of taste preferences and budgets. We do not have any food minimums and no additional fees will apply when using a caterer from our preferred list. If you decide on a caterer who does not currently have a preferred status with us, they will be required to complete all necessary documentation.
Q Are there any additional catering related fees that I should be aware of?
At this time, the ECBF does not provide linens. Please check with our list of preferred providers to see what options they have available.
Q Who may use the on-site kitchen events?
Our kitchen is a catering kitchen with top-quality appliances and equipment. We hope you will understand that this kitchen is for use by a permitted, professional caterers only. We do, however, allow prepared food to be brought into the facility and served within the event center.
Q Can we bring in our own beverages or hire our own bartenders?
At the ECBF, we hold our own liquor license and do not permit any outside alcohol to be brought inside our building by clients, caterers, or guests. The ECBF will hire a contracted TIPS certified bartender. A bar set-up fee will be applied to your total, should you choose to serve alcohol at your event. This fee covers a portion of our purchasing costs and the bartending wages.
Q Do you have a recommended vendor list?
We maintain a list of vendors on our website which we recommend choosing from, based on their past performance at events and stance with the Secretary of State. You are welcome to choose from our suggestions or to book any vendor of your choice. We reserved the right to approve or deny vendors, both those who are new to our space and those who have worked here before. You will be required to submit all vendor contact information at least one month prior to your event. Feel free to contact the Event Center Manager with any questions regarding your vendor selections.
Q Is it going to be more difficult to plan my event if I am hiring outside vendors like caterers, etc.?
Not at all! Even at venues that have exclusive vendors, you will still need to make crucial decisions about menu choices, song selections, timing and extra items. At the ECBF, we are designed to give you the power to design your event the way you want it to be. There are so many resources and great vendors that are eager to help you create an event that demonstrates your unique tastes. Our Event Center Managers will give you the support you need to pull everything together successfully.