Meeting & Conference Tips
Here are some of the items we find helpful in planning special events at the Ballroom:
These tips are based on actual patron experiences and questions.
Hope you find them helpful in making your event perfect!
We encourage you to meet with your Caterer, Photographer, Videographer at the Ballroom before your event. It is always good to make sure there are well aware of where they will be placed, the layout and what they have to work with. This helps to make sure no surprises on the day of event.
Caterers – Create a check list so that you ask them all the same things. Include on that list if they supply all of the dishes/glasses and silverware you need. Remember to add plates for cake and glasses for toasting. Do they provide linens for the guest tables and their food service area. Napkins for appetizers, dinner and desert. We do not have any heating elements in the Ballroom so they need to be aware of this.
Photographers – Start a list now of all those photos you want during your day. Awards presentations, photos of guest speakers, etc.
Music/Sound – Do you need sound equipment and where will this be set up during the event. Is there special music and what might you need. Space/table?
Create a timeline – You don’t want to forget speeches, toasts or other program items.
Parking – Remember that folks usually travel in twos – so for a 200 person event you will have about 100 cars. McMinnville offers a lot of free all day parking we can tell you about.
Linens – Remember to order them for your tables as well as registration table, awards table and any other displays. Also, if the caterer does not supply them you'll also need to order them for the food service area.
We do have heating and air conditioning.
There is elevator access in the rear of the building.
Restrooms are located on the same floor as Ballroom.