Frequently Asked
Questions

1. Complete the Event Request Form.
2. Receive a proposal within 24–48 business hours.
3. Review and electronically acknowledge your proposal.
4. Receive your event contract.
5. Sign the contract and submit the required booking payment to officially reserve your date.

No. Event dates are not reserved until:

• The contract has been signed.
• The required booking payment has been received.

All events are booked on a first-come, first-served basis.

Proposals are typically provided within 24–48 business hours after all required event information has been submitted.

Payment schedules are outlined in your contract. Generally:

• The initial booking payment secures your event.
• Remaining balances are due 30 days before the event.
• Events booked within 30 days require payment in full.

We currently accept:

• American Express
• Discover
• MasterCard
• Visa
• ACH payments
• Money orders, provided payment is received at least 30 days before the event

Yes.

• Changes requested within 24 hours of signing are generally processed at no charge.
• Changes requested after 24 hours are subject to a $250 Contract Change Fee.
• All changes are subject to availability and may result in additional charges.

Yes. Facility tours are available by appointment Tuesday through Thursday between 10:00 AM and 4:00 PM.

Our Sales Team will recommend the best venue based on:

• Guest count
• Event type
• Desired setup style
• Entertainment needs
• Food and beverage requirements

Absolutely. Popular combinations include:

• Grand Ballroom and Conference Center Atrium
• Grand Ballroom and DCB Theatre
• Ballroom and Entertainment Areas
• Entertainment Areas only
• Entertainment Areas and CoMotion
• CoMotion only
• Video Teleconference Room

All reservations are subject to availability.

The Conference Center Atrium is typically a shared public space. Exclusive use generally requires reserving the adjoining Conference Center event spaces.

No. Outside catering is generally prohibited. All food and beverage services must be provided through Riverside EpiCenter unless an exception has been approved in advance.

Our Culinary Services Coordinator can assist with:

• Catering menus
• Tastings
• Beverage packages
• Dietary accommodations

No. Catering is contracted and invoiced separately.

Yes. Food and beverage minimums apply to select venues, including:

• Grand Ballroom
• Nile Ballroom
• Jordan Ballroom

Yes. Alcohol service requires:

• Food service
• Riverside EpiCenter's licensed bartenders
• Required security personnel
• Prior approval

Additional fees may apply.

You may hire your own DJ or entertainment. However, outside AV equipment is limited to the DJ's standard equipment, including:

• Speakers
• Mixer
• Controller or console
• Laptop
• Microphones

Outside AV companies and additional outside AV equipment are not permitted. All Riverside EpiCenter Audio/Visual equipment must be operated exclusively by Riverside EpiCenter technicians.

Available services include:

• LED video walls
• Projectors and screens
• Wireless and lavalier microphones
• Professional lighting
• Uplighting
• PA sound systems
• Podiums
• Additional services upon request

Additional charges apply for AV equipment and technical services.

• Banquet Style: Round tables seating approximately 8–10 guests. Ideal for weddings, galas, banquets, dinners, and social events.
• Theatre Style: Rows of chairs facing a stage or presentation area. Best for presentations, ceremonies, performances, and speaking engagements.
• Classroom Style: Rectangular tables with chairs facing the front. Great for training sessions, meetings, workshops, and educational programs.
• Reception Style: Highboy or cocktail tables with limited seating and additional standing room. Ideal for networking events, mixers, and cocktail receptions.
• Estate Style: Long rectangular tables with seating on both sides. Popular for elegant dinners, family-style meals, and formal celebrations.
• U-Shape: Rectangular tables arranged in the shape of a U. Best for board meetings, discussions, training sessions, and workshops.
• Vendor Layout: Vendor tables or booths arranged throughout the room. Ideal for expos, markets, trade shows, career fairs, and community events.

Depending on your event setup and availability, equipment may include:

• 72-inch round tables seating up to 10 guests
• 60-inch round tables seating up to 8 guests
• 6-foot rectangular tables
• 8-foot rectangular tables
• Banquet chairs
• Highboy cocktail tables

Additional equipment may be available for an added fee.

Yes. However:

• Dimensions must be submitted and approved in advance.
• Larger stages or runways may reduce guest capacity.
• Additional safety or insurance requirements may apply.

Absolutely. Please refer to Riverside EpiCenter's Policies and Procedures for decoration guidelines. Certain décor items, installation methods, and equipment require prior approval.

Yes. Outside vendors are permitted but must comply with Riverside EpiCenter's Policies and Procedures. An applicable vendor fee will be required. Certain vendors may also be required to provide:

• A Certificate of Insurance
• A signed Vendor Agreement
• Any required licenses or permits
• Payment of the applicable Vendor Fee

Your Sales Coordinator will confirm the requirements for each vendor.

Vendor access is based on:

• Contracted rental hours
• Venue availability
• Event schedule

Early access outside of the contracted rental period may be available for an additional fee.

Security requirements are determined based on:

• Attendance
• Alcohol service
• Event type
• Event activities

Your Sales Coordinator will review your event and determine the appropriate staffing requirements.

Some events require a Certificate of Insurance. Your Sales Coordinator will advise you if insurance is required and provide the applicable requirements.

Absolutely. Please provide your planner's contact information so our team can coordinate directly with them.

Yes. Qualified nonprofit organizations receive 10% off the room rental. A current 501(c)(3) determination letter must be submitted during the booking process.

Yes. Eligible members receive 15% off the room rental. A valid membership number is required and will be verified during booking. Discounts may not be combined with other promotional or discounted rates.

Vendors may access the venue during your contracted rental period unless additional setup time has been purchased and approved.

The event, breakdown, and departure must be completed by the contracted end time. Additional time is subject to availability and overtime charges.