Q. HOW MANY GUESTS CAN YOU ACCOMMODATE?
A: Our recommended maximum for a seated reception is 170-180 guests, but we can accommodate up to 220 if you are doing a cocktail style reception where guests just mingle. We are a multi-level event center with a balcony that overlooks the main ballroom. It is a second “front row”.
Q. DOES THE SANCTUARY PROVIDE TABLES AND CHAIRS?
A: We provide tables and chairs for your guests, as well as service tables for catering. We have 13-72” round that seat 10 guests, 5-60” round that seat 8 guests, 4 8ft banquet, 6-6ft banquet, 10 cocktail tables, 30 bistro tables and 2-48” round tables. We have 250 chairs onsite. If you need more chairs and tables than we have onsite, we recommend local vendors for rentals who are very reasonable.
Q. WHAT ARE THE HOURS ALLOWED FOR MY EVENT?
A: Rental hours are determined by your event type and date. The rental time frame includes set-up, event time, and breakdown/cleanup. Our Friday and Saturday rentals are 12 hours, Sunday is 11 hours. Decorating and storing items prior to your event day is not permitted, due to a possible conflict with other events.
Q. DO YOU REQUIRE EVENT INSURANCE?
A: Yes, we require that each of our clients obtain event insurance for $1,000,000 liability, and if you are serving alcohol, you are required to get the additional alcohol insurance. It is a great idea. to add on cancellation insurance to cover you in case anything happens prior to your event. This can be purchased through one of our preferred vendors or a company of your choice and typically cost around $100-$175.00
Q. WHAT IS THE CANCELLATION POLICY?
A: We do not provide any refunds for cancellations. Since we do not offer any refunds or rescheduling for the date that you purchased, you are advised to add a cancellation clause to the policy of your choice to protect and cover your investment should a loss occur. (just like you would insure any investment such as a car, a house, your wedding rings, ETC) These policies can be found online or with your personal insurance agent. They are reasonability priced and worth every penny!
Q:CAN YOU PARK AND LEAVE VEHICLES OVERNIGHT AT THE VENUE?
A: We have 140 parking spaces for your guests! Plus, adjacent overflow parking. Vehicles are allowed to be left overnight if Uber is used.
Q: DO YOU OFFER DISCOUNTS?
A: We are proud to offer discounts to any Military, First Responder or Public School Teacher. We know how much you do for us, and we want to help make your dreams come true.
Q: DO YOU ALLOW OUTSIDE CATERING?
A: Yes, as long as they are licensed and insured and they must be approved. Should the Client choose to use an outside caterer they must meet the following requirements:
- Caterers must turn in their COI (Certificate of Insurance) with the Sanctuary added as additional insured for the day of the event no less than 30 days prior to the event.
- Caterers must provide adequate staff members to set up/serve/replenish/breakdown buffet, buss all tables, clean kitchen, take out all trash and be onsite for the entire event time.
- The Caterer is responsible for bussing tables and refilling drinks and/or drink stations.
- The Caterer is responsible for taking out the trash.
- Caterers have the capability to assist with a room flip should the Client choose an onsite ceremony.
- Caterer/client must provide all table scape rentals and linens.
Q: ARE ALL VENDORS REQUIRED TO CARRY INSURANCE AT THE SANCTUARY FOR MY EVENT?
A: Yes they are required to carry a minimum of a 1,000,000 policy and must be approved.
- If a vendor does not have insurance they can purchase a day of policy. They still need to be approved prior to your hiring. The Sanctuary is a commercial building and therefore we ourselves are required to have insurance. We do not allow any uninsured businesses to work on our property. We do not want to be responsible or liable for an uninsured business/vendor should an accident occur. Yes, we are extremely strict about this and per our contract with the couple this is explained and signed and agreed upon. A clients day of policy will NOT cover an uninsured business/vendor. Each business/vendor must have their own policy with their company name listed on the COI as well as The Sanctuary listed as additionally insured.
Q: DOES THE SANCTUARY ALLOW YOU TO BRING YOUR OWN ALCOHOL?
A: Yes, you may bring your own alcohol and we provide the use of a bar in the venue. You must have a TABC Certified Bartender if you choose to serve alcohol at your event. TABC Bartenders must serve all alcohol from behind the bar. Caterers or a bartending service will take the responsibility and liability of alcohol service.
Q: IS THERE A PA SYSTEM, AIRPLAY SYSTEM, MIC?
A: Yes, we have a wireless microphone and airplay system. We have a concert sound system on site, and you must contract to have venue sound tech onsite to use our concert sound system. This is $300 per day. Most DJs bring their own equipment.
Q: CAN I SHOW A VIDEO OR A SLIDESHOW?
A: Yes! We have a 90” TV available. We will send you the required formats for compatibility.
Q: CAN I SET UP THE DAY BEFORE MY EVENT OR EARLIER THAN MY CONTRACTED ACCESS TIME?
A: You will not be permitted to begin set-up the day before your event. All setups will be restricted to remain within the contracted rental access time.
Q: HOW WILL THE FLOOR PLAN BE ARRANGED FOR MY EVENT?
A: Prior to your event, we will have met with you and your coordinator to finalize your floor plan. Your floor plan will be set at your access time.
Q: DO YOU ONLY HAVE ONE WEDDING PER DAY?
A: Yes, absolutely.
Q: WHAT ARE YOUR RENTAL HOURS?
A: See your contract- Friday-Sundays are between a 12hour rentals. Monday- Thursday are 6-hour rentals.
If you would like to purchase additional hours, you may do so. Friday-Sunday Late hours that exceed Midnight are $300 per hour and early hours prior to noon are $125 per hour.
Q: DO WE BRING OUR OWN DECORATIONS?
A: Yes you can bring in your own decorations. No open flames! Real candles must be in a closed container with at least 2 inches below the top! Nothing is allowed on the walls. You may use zip ties or fishing line on banisters. All other decorations must be freestanding.
Q: IS CLEAN UP PROVIDED?
A: The Sanctuary will take care of making sure that the venue is cleaned prior to your arrival. Some of the after event clean-up is the renters responsibility as well as the full removal of all decorations, personal items and vendor items, food, all trash, and all trash cans must be dumped. Dumpsters are provided onsite! You do NOT have to sweep, mop, clean the toilets or put tables and chairs away. Vendors must clean their area as well and be vacated by the end of the rental period. We do not offer next day clean up.
Q: DO WE ALLOW ANIMALS ON PROPERTY?
A: We do, however they must be approved 60 days prior with required info submitted to the venue for review. Approved animals are NOT allowed in the building at any time. (approved animals will only be allowed for the outdoor ceremony only). Trained Service Animals needed to assist with a disability are always welcome but must remain with their handler/owner at ALL times (no exceptions). See Texas Laws Regulations if you have questions.
Q: ARE CANDLES AND SPARKLERS ALLOWED AND WHAT ABOUT OTHER EXIT ITEMS?
A: We allow open flame candles in suitable containers. Containers must be adequate for catching melting wax and preventing spills. Sparklers are not allowed due to fireworks regulations within city limits. No confetti, rice, bird seed, balloons, wish lanterns, or glitter will be allowed.
Q: ARE THERE EXTRA CHARGES FOR CLEANUP?
A: Set up and take down of floors/tables/chairs are included in the venue fee. However, all items and trash brought by you, your vendors, or your guests are to be removed from the space by the end of your contracted rental access. The kitchen and bar should be free of food and beverages and wiped down. Both suites are to be cleaned of all trash, food and beverages by the client at the end of the event time by the end of the rental time. You are responsible for making sure that your vendors are finished and out by the end of your contracted rental access time. The Vendors are responsible for removing their trash. If your vendors do not remove their trash, you will be responsible for trash removal. There are additional fees if you are onsite beyond the contracted rental access time.
