GENERAL OPERATING POLICIES
Rental Agreement Billing & Fees
Trotter Event Center will provide a Rental Agreement to each customer providing an outlined estimate and detailed agreement prior to the event, unless other arrangements have been made with the Event Coordinator. The customer will be asked to sign and agree to all Trotter Event Center terms and conditions.
Event Booking Deposit
Upon booking an event, the client is required to pay a non-refundable deposit of 50% of the total rental cost. An invoice upon request will be provided 30 days prior to the event representing the remaining rental costs due. This amount will be due 7 days prior to the event. Bookings will not be guaranteed without a deposit.
Accepted forms of payment include cash, check, or credit card. The customer is responsible for making the remaining payments and costs based off the Rental Agreement 7 days prior to the event to guarantee the date booked upon agreement. If final payment is not received within 7 days of scheduled event date, event will be removed from the schedule and will be made available to any interested parties. The client MUST have a valid credit card on file to fill any additional charges that may occur during or after the event, unless other arrangements have been made with the Event Coordinator. In the event a customer fails to fulfill payment when due, the Trotter Event Center reserves the right to pursue any and all legal action to collect the balance due and to cancel the booked event.
Tax Exemption Organization
If your company is tax exempt, please provide a copy of your tax exemption certificate upon signing Rental Agreement.
If a customer needs to cancel a booking event, weekend and holiday cancellations need to be made 45 days prior to the reserved date and weekday cancellations must be made 30 days prior to reserved date to make available to any interested parties.
• Weekends are defined as Friday – Sunday
• Weekdays are defined as Monday – Thursday
• Holidays are defined as New Year’s Eve, New Year’s Day, Easter, Memorial Day, Fourth of July, Labor Day, Thanksgiving, Christmas Eve, and Christmas.
All customers will be required to sign the Trotter Event Center Rental Agreement upon booking an event. When making a reservation, the customer must provide the following information before the event date:
• Date of the Event
• Name of the Event
• Contact Person with phone number, address, & email
• Space Reserved – Full Event Center, One Side of Event Center, Foyer, or Other Approved Customized Rental Options
• Time of the Event
• Arrival Time for Guests
• Standard One-Day Access Rental (7A – 2A), Full-Weekend Rental (Friday morning at 7A – Sunday at Noon), Foyer
• Rental, or Other Approved Customized Rental Options approved by Event Coordinator
• Customer, Caterers, Event Design, and any outside resources Setup Times/Names/Contact Information
• Estimated number of attendees
• Special Requests / Extra Rental Services / China & Stemware Rental / Linen Rental
• Snack & Beverage Services
• Catering Company, if providing food service, listed on Approved Caterers List
• Bar Service or No Bar Service, Open Bar, Cash Bar, Keg Options, & Drink Ticket Options
• Rental Deposit (HALF of Total Rental Cost is due when booking your event to hold your requested date)
Rental Services provided at no additional charge:
• One-time standard set up and break down in Banquet, Classroom, or Theater Seating
• Registration Table (upon request)
• Head Table (upon request)
• Sound System, Audio/Visual Presentation, Podium & Wireless / Lapel Microphone Options
• Daily Cleaning of Room (if event lasting more than one day)
• Use of Tables & Chairs – 59: Banquet Tables, 12: 8 Ft. Rectangle Tables, 13: 6 Ft. Rectangle Tables Available
• Bar & Required Bartenders (upon request)
• Regulated Temperature
• Full Prep Commercial Kitchen for use by Caterers on our Approved Caterers List
Rental of the entire facility will guarantee another event is not going on at the time of scheduled event. Trotter Event Center reserves the right to rent space within the facility to more than one renter if it is determined that it will not interfere with other scheduled events.
Set-Up & Clean-Up
The customer must provide all information required for room set-up, staging, and catering specifics not later than 2 weeks before the event. Trotter Event Center will be clean upon move-in, and the stage, dance floor, tables, and chairs will be set up according to specifications upon Rental Agreement. All clean-up after an event must be completed after the event is over and customer must vacate the facility by 2A for a Standard One-Day Access Rental and by Sunday at Noon for a Full-Weekend Rental. Please assure that the space rented is in the same condition as it was originally presented. Cleanup is not allowed the next day or at a later time unless approved by Event Coordinator with additional fees, and if reasonable clean-up measures are not met an additional clean-up fee of $200 will occur.
Bar & Beverage Service
All alcohol must be purchased through Trotter Event Center in accordance with our liquor license. All soda, water, and other drink options must be purchased through Trotter Event Center. If the event is allowing Bar Service, all liquor/beer/wine/ & spirit sales agreed upon in the Rental Agreement are required to be prepaid, unless other arrangements have been made with the Event Coordinator. Kegs must be ordered 2 weeks prior to event date. A 20% gratuity will be added to ALL keg sales and Open Bar Services. Any event that requires special request products will need to be placed 2 weeks prior to event. Drink Tickets are available upon request and will be added to the event billing. We accept cash, check, or credit card. A tip jar will be supplied at the bar for the bartender (s) to collect tips.
Late Time-Frame Charge
Trotter Event Center will bill for a Late Time-Frame Charge of $350 if you do not vacate by the finishing Rental Time as stated on your Rental Agreement, unless other arrangements have been made.
Services & Restrictions
For the safety and comfort for all visitors, animals are not permitted in the Trotter Event Center except in conjunction with an approved exhibit, display or performance, which requires the use of an animal. Guide dogs, signal, or service dogs (as defined by law) are allowed in the Trotter Event Center at any time. All sanitary needs are the responsibility of the customer.
Trotter Event Center staff is responsible for the audiovisual system and must supervise any connection or usage made to the system. Any and all audiovisual system needs must be requested upon rental agreement, or at least 2 weeks in advance to ensure that Trotter Event Center is able to meet the needs of the customer. Any needs that are not able to be met by the Trotter Event Center will be the sole responsibility of the customer to provide.
Banners & Signage & Decorations
NO banners, signs, pictures, printed material, or decorations will be allowed to be pinned, taped, or affixed in any way to windows, doors, walls, or ceilings without Approval by Event Coordinator. Confetti, rice, glitter, stickers, or sequins are prohibited. Items need to be mounted on easels and/or individual holders. Staples, tacks, nails are prohibited and are not to be used on any building surface or equipment. Only non-drip candles or candles in a glass enclosure are allowed. Decorations may not block doors, fire extinguishers, fire sprinklers, emergency exists, or lighting systems. A breach of this policy will result in a minimum charge of $300 for damages and/or clean up expenses.
Bar & Beverage Service
Any event requiring bar service is required to use the Trotter Event Center bar vendor. The sale and service of alcoholic beverages are regulated by the State of Nebraska Liquor Control Commission. As a licensee, the Trotter Event Center is responsible for the administration of these regulations. Liquor, soda, water, and other drink options cannot be brought into Trotter Event Center from outside resources, and NO alcohol may be removed from premises. Any event that requires special products will need to be placed 2 weeks prior to event. Product offerings include a wide variety of liquor, beer, wine, spirits, and coke products to choose from. Trotter Event Center will staff bar personnel at all events. Two bartenders will be staffed for the first 100 guests, and additional bartenders will be provided at the Event Coordinators Discretion. Customers and guests must be prepared to show proper and valid identification when ordering or consuming alcoholic beverages in Trotter Event Center. No one will be served alcoholic beverages under the age of 21, even if a parent or guardian is present. Any underage drinking will be reported to the local police department. Any customer or guests, who are drinking to excess in the opinion of Trotter Event Center bartenders or management, will not be served.
*All Trotter Event Center Bar Services will close at 12:45 a.m. Entertainment must cease at or before 1:00 a.m.
Blocked Hotel Rooms at Cobblestone Inn & Suites
Upon request, a hotel room block will be set aside at the time that you book your event. Guests are responsible for making their own reservations within this block at least 30 days prior to the event, unless other arrangements have been made with the Hotel Manager. Any rooms from that block that are not reserved at that time will be released and turned into available hotel inventory. All hotel block reservations need to be made with the Hotel Manager. *Cobblestone Inn & Suites: 308.728.5122.
Catering & Catering Fee
Customers are REQUIRED to select a caterer from our Approved Caterers List. Customers will be charged a 10% catering fee based on the total amount the caterer charges the customer. This fee is to cover various costs associated with after-event cleanup with trash removal, and to allow upkeep and maintenance of catering areas and kitchen equipment. All caterers are required to sign an agreement acknowledging their responsibilities while utilizing the facility and the costs associated in doing so. Event Cake/Dessert items will be allowed if they are from a health inspected licensed business or an Independent Contractor approved by the Event Coordinator. No personal food items can be brought into the Trotter Event Center unless approved by the Event Coordinator.
China & Stemware
Trotter Event Center can provide White China and/or Stemware for 250 guests at events. Availability and pricing will be offered to customers upon Rental Agreement or by request. Requests for China and/or Stemware that Trotter Event Center cannot fulfill, will need to be ordered by the customer. The cost of China and/or Stemware will be added to your event billing.
Trotter Event Center reserves the right to add additional pricing and rental conditions as deemed necessary by the Event Coordinator for each event outlined in the Rental Agreement, and upon agreement with customer.
Trotter Event Center rental options must be decided on upon signing the Rental Agreement. Trotter Event Center will be locked and secured no later than 2 a.m. after each event.
• Standard One-Day Access Rental – This includes rental from 7 a.m. to 2 a.m. (Full or One Side of Event Center).
• Full-Weekend Rental – This includes rental from Friday morning at 7 a.m. until Sunday at Noon.
• Foyer Rental & Customized Rental Options – This includes rental for smaller meetings and venues based upon hours requested for event rental and by the approval of Event Coordinator.
Event Related Property
The customer is responsible for the removal of any personal property, equipment, and decorations from the Trotter Event Center at the end of each event. Trotter Event Center is not responsible for any lost, stolen, or missing items that are brought into the facility. Trotter Event Center will hold items in Lost & Found for up to 60 days. Every attempt will be made to return any recovered item to its rightful owner.
Equipment and Property Owned by Trotter Event Center
All equipment and property owned by Trotter Event Center is not allowed to leave the premises. The customer will be responsible for obtaining any items with quantities greater than what we have available.
The premises shall be at all time under the exclusive control of Trotter Event Center Management. Functions must be confined to the contracted designated areas agreed upon signing of Rental Agreement.
Trotter Event Center can provide table linens at events. Linen orders must be finalized 2 weeks prior to event. A list of linen options and prices will be available to customers upon Rental Agreement or by request. All linens will be ordered for events by the Trotter Event Center Event Coordinator unless other arrangements have been made. The cost of the linens will be added to your event billing.
Trotter Event Center can provide an optional Soundproof Wall Divider at events. It must be installed and removed by Trotter Event Center staff only.
Trotter Event Center retains the right to take photographs of events for its own records and for publicity purposes.
Popcorn, Party Bars, & Snacks
Trotter Event Center prohibits ALL popcorn bars. ALL Party Bar Options & Toppings must be approved by the Event Coordinator.
Building and Room Temperature are pre-scheduled to allow maximum efficiency when heating and cooling the facility. Normal Temperatures are set to remain between 68 degrees to 72 degrees, both when heating and cooling. Heating and cooling requests outside these parameters may incur an additional fee and need to be approved by the Event Coordinator.
Sale of Merchandise and Novelty Items
Trotter Event Center retains the rights and permissions for the sale of merchandise and novelty items sold within the facility and on premises. Merchandise and novelty products include, but are not limited to, T-shirts, programs, pictures, CDs, and miscellaneous show promotional items. A facility merchandise fee may be applicable at the Event Coordinator’s Discretion. Snacks & Beverages Snacks and beverages can be requested at events. Orders must be finalized 2 weeks prior to event. A list of snack and beverage options and prices will be offered to customers upon Rental Agreement or by request. The cost of snacks and beverages will be added to your event billing. There will be a 20% gratuity charge added for servicing these items at the event. If a snack, beverage, or food item is not listed on our listing, a special request may be made. All snacks and beverages must be purchased through Trotter Event Center or one of our Approved Caterers, these items cannot be brought into Trotter Event Center from outside resources unless other arrangements have been approved by the Event Coordinator.
Stage & Dance Floor
Trotter Event Center can provide a Stage and/or Dance Floor at events. Availability and pricing will be offered to customers upon Rental Agreement or by request. The costs will be added to your event billing. The stage and dance floor are portable to fit the layout of your choice for your event.
*Stage = 16 in. high and maximum length is 36 feet long. *Dance Floor = 24 ft. X 27 ft.
All rooms in Trotter Event Center have a maximum occupancy, which may not be exceeded. Trotter Event Center reserves the right to deny further entry into these spaces in order to protect public safety.
Drug Free Facility
Trotter Event Center is a Drug-Free facility. No exceptions, any drug use or paraphernalia will be reported to the local police department.
It is the Trotter Event Center policy that firearms are prohibited within the facility with the exception of law enforcement officers with jurisdiction. Trotter Event Center Management must be notified 30 days in advance when firearms or weapons are being displayed as part of a show or exhibition.
Fog and Smoke Machines
For public safety, fog and smoke machines usage is not allowed on Trotter Event Center property, unless approval has been made by the Event Coordinator.
Safety and Fire Code Requirements
The safety of all occupants is of primary concern. Any unsafe condition or activity will be reported immediately to Trotter Event Center Management. In case of an emergency, call 911.
Maintaining sound levels will ensure that other events are not disturbed nor interrupted. Trotter Event Center Management reserves the right to require sound levels to be lower if needed.
Doors, hallways, or fire exists cannot be blocked or obstructed when the area is occupied.
As designated under the Nebraska Clean Indoor Air Act, the Trotter Event Center is a non-smoking facility. Smoking is allowed outside the facility is designated areas.