Frequently Asked Questions

Office Hours and Viewings

Q: What are your office hours?
A: Sales office hours are Monday through Saturday, with hours varying by week in accordance with our event schedule.

Q: How do I schedule a viewing? 
A: Viewing the ballroom is by appointment only. Complete the inquiry form and we will schedule a tour or phone consult with you.

Q: Why do I need to schedule an appointment?
A: Our event schedule varies from day to day and we are unable to show the ballroom during events or other appointments.

Room Rental

Q: What does the room rental include?
A: The room rental includes use of the ballroom, bar area, sitting room, restrooms, coat rack, tables, chairs, and basic sound system.

Q: What is the ballroom’s dimensions and capacity?
A: The ballroom dimensions are 39”1’ wide x 54” long. Our maximum capacity is 250 standing, 130 seated

Q: Are children allowed in the ballroom?
A: Yes, children are welcome during all hours of operation as long as they are supervised.

Q: Is there a stage? Disco Ball?
A: Yes, there is a stage. Stage measurements are 6'2" by 15'5". Yes, there is a disco ball!

Q: What type and quantity of tables are included in the rental?
A: We have 16 round tables that are 5' in diameter. They seat 8-10 people each. (8 is comfortable, 10 is cozy)
    We have 6 restaurant-style square tables that are 26" by 26". They seat 2-4 people each.
    We have 4 round bistro-style tables that are 24" in diameter. They fit 2-6 standing people each.
    We have 5 rectangular tables that are 6' long. They seat 4-10 people each. (two of these tables are typically setup in the back of the room for food service)
    We also have one shorter podium and 130 chairs for indoor use only.

Q: Is the ballroom ADA accessible?
A: Due to the historic nature of the building and the ballroom being on the second story, the entrance is not directly ADA accessible. The entrance to the ballroom has a couple of stairs, a walkway, and then more stairs.  Once in the ballroom, all doorways are wide enough for ADA accessibility.

Q: What items are not allowed in the ballroom?
A: Rice, confetti, glitter, silly string, birdseed, candles, and pets are not permitted in the building or the outside entrance walkway. In addition, there is absolutely no tape, nails, screws or anything that will leave a permanent mark allowed in the ballroom.

Q: Is there space for a dance floor if I have tables for seating?
A: Yes, with 14 round tables out, you can comfortably seat 125 guests and still have space for a dance floor in front of the stage.

Setting Up and Cleaning

Q: Who is responsible for cleaning, set-up and breakdown the ballroom?
A: Cleaning (moping, dusting, surfaces, etc) is provided by the venue. Rental packages offer various options for the set-up and breakdown of tables and chairs. Typically renters are responsible for set-up and decorating, including but not limited to tables, chairs, decorations, linens, napkins, silverware. Set-up and breakdown time is included in the contracted times.

Catering

Q: Do you have on-site catering?
A: No, we do currently have in-house catering. We honor an open-vendor policy, meaning you are welcome to bring in your preferred caterer.

Q: What amenities are available to our caterers for providing food?
A: We do not have any kitchen appliances, prep areas, or sinks available for caterers. Food must come prepared and shaffing pans must be supplied and set up to keep food warm. We have limited refrigeration that can be utilized to keep dessert cool until it is served. We do not have refrigeration space for food. We can make space for a bus station that is staffed by you or your catering team.

Q: Do you allow outside catering?
A: Yes, we allow for outside catering and potluck-style provided food. Our preferred caterer is Elephants Catering & Events. Our contact is Michelle Stoenner who can be reached at michellestoenner@elephantsdeli.com

Q: Do you charge a fee to bring in cake or desserts?
A: No, we do not charge for renters to bring in cake or other desserts.  

Q: Do you have catering, linens, or other event items available for rent?
A: Outside of tables and chairs, we have no catering items, linens, dish-ware, silverware, or plate-ware for rent. Renters are required to supply or rent table linens to protect our tables.

Alcohol

Q: What kind of alcoholic beverages do you serve?
A: We have an OLCC Limited Permit license which will allow us to sell draft beer, wine, cider, hard seltzer, and champagne. Our specific purveyors change from time to time, but we always offer a variety of wines such as pinot noir, red blend, chardonnay, pinot gris, bubbles, and rosé. We always have a local lager and IPA on tap, and a variety of hard seltzers. Additionally, we offer a robust offering of non-alcoholic options such as Sauvie Shrub sodas, Poppi sodas, Liquid Death, Spindrift sparking water varieties, and more.

Q: Can I purchase alcoholic beverages through Village Ballroom?
A: Once our license is issued, yes! We will be licensed, staffed, and trained to handle the beverage needs of any event.

Q: Can I bring in my own (or donated) wine or beer?
A: Generally, we do not allow outside alcohol. We have an in-house bar to handle all of the beverage needs for your event. We allow private party renters to bring in coolers with non-alcoholic beverages for their guests to self-serve. This is not allowed for any event open to the public.

Q: Who serves the alcohol at events?
A: Each of our rental packages includes one or two bartenders to serve your guests. Our bartenders are experienced event professionals who are licensed servers by the OLCC.

Event Insurance

Q: Is the renter required to have event insurance?
A: Yes, we require event insurance including liquor liability for all events. Specific requirements and how to go about securing this policy is outlined in detail in the renter’s contract.

Non-Profit/Community Organizations

Q: Do you offer a non-profit or community-based organization discount?
A: Yes, we hold Thursday evenings 5:30-10:30pm for nonprofit and/or community groups. These 5 hour reservations are for groups with between 60-150 guests. This rental package is discounted at $600 and requires renters to use our in-house bar.

Audio/Visual Equipment

Q: What Audio equipment is included in event rental packages?
A:  Included in each rental package is our 4-channel mixer, two front-of-house Mackie speakers, and two microphones with stands and XLR cables. Additionally, there is a 14-input, 4-output snake by the stage that is connected to our mixer & speakers.

Q: What items can connect to your sound board/mixer?
A: Laptops, iPads, iPods, microphones, and cell phones can connect to our sound board/mixer. It has an 1/8th-inch input for a laptop, iPod, phone or any device with a headphone jack. We have a lightning (iPhone) and USB-C (Android) adapter, but they often walk away after events, so we suggest bringing your own respective aux adapter. Please remember, all renters are responsible for any applicable licenses for live or recorded music.

Q: Do you have a projector or screen for rent?
A: Yes, we have a HD projector and screen wall available to renters at no additional cost. Your device must have a USB-C or HDMI output to connect to our projector.