Frequently Asked Questions – F.A.Q

Bar Questions

Can I have a bar and what is the cost?

To have a bar, we require a $100 bar deposit. The $100 will be refunded if bar sales exceed $500. The refund will be mailed to the tenant a few weeks following your event in the form of a check.

Does Crossroads Pavilion provide bartenders?

Yes

Does Crossroads Pavilion provide all of the alcohol?

Yes, the event center provides a full bar including a variety of beer, wine, and liquor.

Do you allow alcohol to be brought in?

NO alcohol can be brought on the premises or taken off the premises. All alcohol consumed on the premises must be purchased from the Event Center. If you bring in any outside alcohol it will be confiscated and disposed of and your $100 bar deposit will not be returned.

Is there a gratuity added on to Hosted bar items for the bartenders?

Yes, we add a 14% gratuity on to any hosted bar items (kegs, drink tickets, hosted bar, etc.)

How much does a keg cost?

Domestic (Busch, Miller, Coors, Bud) 1/2 barrel kegs are $300 + 14% gratuity, so a total of $342 per keg. Specialty kegs are available to order but we would have to check on the prices depending on what kind you wanted.

How many glasses does one keg fill?

The ½ barrel kegs can fill about 175, 12 oz. glasses.

How much does it cost to do hosted wine?

What we typically do for hosted wine is you can give us a $ amount that you want to be the limit for what you spend, and we would keep track of how many bottles of wine we go through and save them to your tab. Once your tab reaches that $ amount then it would switch to cash bar and guests would buy their own drinks from then on. If we don’t reach that $ amount you will just pay for the amount of bottles that we went through. Bottles of wine are $20 each.

Can I do an outside cocktail hour?

Yes! We can set up a beer and wine bar outside during cocktail hour with 2 kinds of white wine, 2 kinds of red wine, and 4 kinds of bottled beer or kegs if you have purchased them.

What non-alcoholic beverage services do you provide?

If you choose the gold package you will get pitchers of water on each guest table with water goblets at each place setting. The pitchers will be filled and refilled by our staff during the cocktail hour and dinner. After dinner we can also put out a dispenser of water for the dance. We can provide lemonade, water, and coffee service for $.75 per person, Lemonade and Water for $.50 per person, or regular and/or decaf coffee for $12 a gallon. We can also provide pop and water bottles for $2 a can/bottle.

Food Questions

Do you have a preferred catering list?

We do not have a preferred catering list. We can however give recommendations for caterers that we’ve worked with. We require that the caterer have an Iowa Food Service Establishment license and that we are provided a copy of the license before the event.

Can we bring in our own snacks, cake, punch, etc.?

Yes, you can bring in these types of items. It is only the main meal that must be provided by a caterer with an Iowa Food Service Establishment License.

Do you provide dishes, silverware, water service, with the meal?

We provide these services when you purchase the gold package. With the gold package we also have servers on staff to clear empty plates and fill water pitchers during social hour and dinner. If you have the silver or bronze package, you or your caterer may bring in disposable dinnerware, but you may not bring in real dinnerware. If you want real dinnerware you must choose our gold package.

Will your staff refill snacks, punch, desserts, etc. during the event?

If you have our gold package, event center staff will refill your snacks, beverages, and desserts upon request. If you have bronze or silver package you will be responsible for keeping any refreshments that you bring in, filled throughout the night.

Facility Questions

How do I secure my event date?

To secure your event date and space, you must sign the Crossroads Pavilion rental agreement and provide the 50% deposit for the space that you are renting.

Does the Event Center accept Credit Cards?

For rental fees and deposits there is a service fee to pay with card depending on what you owe.

For any additional charges (package fee, beverage service, hosted bar items etc.) you can pay with card for no extra charge.

Guests may use credit cards to buy drinks at the bar.

When I book my event, will there be another event booked in the facility?

When you rent the whole facility, you are guaranteed to be the only event using the facility. The Crossroads Pavilion great hall has walls that separate the space into three different rooms. If you rent one or two rooms, another event could possibly book whatever space you have not rented. The walls that separate the rooms are sound proof and our audio visual can be separated between the different rooms when the walls are down. If there are multiple events going on you will share the lobby, hallways, kitchen, bathrooms, and patio space.

When do I have to choose which package that I want to use?

You must choose the package you want at least 30 days before your event.

When does everything have to be paid for?

50% of the rental fee is due to reserve the date and space

2 weeks before the event the rest of the rental fee, $250 cleaning deposit, and $100 bar deposit are due

Any additional charges (package fee, beverage service, hosted bar items) must be paid for by the end of the night.

If everything is not paid for by the end of that night there is 10% late fee added on to what you owe.

 

When do I need to give my final guest count?

10 business days prior to your event.

What is the charge for the silver or gold package based on?

The charge for the silver or gold package is based on the number that we set up for the event not on how many people show up to the event.

Can I increase or decrease my guest count after the 10-business day deadline has passed?

If you have selected the gold or silver package you may decrease your final guarantee but you will still be required to pay for the original number that you submitted. You may increase the number of your final guarantee, but Crossroads Pavilion may not be able to provide additional table linens and napkins. The tenant will have to pay for the increased number of guests.

Can I have my rehearsal at Crossroads Pavilion?

Yes, to have your rehearsal at Crossroads Pavilion you can choose from one of four options:

  • First, you can have your rehearsal at Crossroads Pavilion any time after 8 am on the day that you have rented.
  • Second, you may have your rehearsal the day before your event during our normal business hours if we haven’t booked another event on that day.
  • Third, if we don’t have another event booked the day before your event and you want to have your rehearsal the outside of our normal business hours, there will be a fee of $150 per hour to have a rehearsal. The event center will not be able to confirm availability for rehearsal outside regular business hours until ten business days prior to your event.
  • Fourth, you can rent the facility the day before your event to ensure that you can use the space to decorate and to hold your rehearsal.
  • Fifth, if you are having an outdoor ceremony and we don’t have an event the day before yours, you may come any time to do your rehearsal outside. If it is after normal business hours and you want to have a rehearsal outside, you will not have access to inside the building unless you pay the $150 fee.
Can I decorate the day before my event?

If the Crossroads Pavilion does not have an event scheduled the day prior to your event, you may decorate from 10am-4pm at no charge. Crossroads Pavilion staff will confirm ten business days prior to your event if Crossroads Pavilion does or does not have an event scheduled the day prior to your event. At that time, if there is not another event scheduled on that day, staff will guarantee that you can set up the day prior to your event.

Is there a place to put our boxes after we're done decorating?

Yes, if you have the whole facility rented you may put your boxes in the Green room or the Boardroom. Otherwise, you may put them in the storage room depending on the amount of space available. Before putting them in the storage room please check with the manager.

Does Crossroads Pavilion provide chairs for an outdoor ceremony?

No, Crossroads Pavilion does not provide chairs for an outdoor ceremony. However, we can provide information for rental companies from which you can rent outdoor ceremony chairs.

Can I have my ceremony inside the event center?

Yes, we can set up ceremony seating for an indoor ceremony. If there is a reset required from Ceremony to Reception there is a $200 reset fee.

What are the sizes and amounts of tables that you have?

These are the number of tables Crossroads Pavilion can provide:

  • 43 round tables with a 6-foot diameter which can seat a maximum of 10 people per table
  • 10 6-foot banquet tables which can seat 3 people on each side and 1 person on the end
  • 15 8-foot banquet tables which can seat 4 people on each side and 1 person on the end
  • 12 cocktail tables with a 31.5 in. diameter and 44 in height.
Do you have coat racks?

Yes, we have built in coat racks in the lobby and also 2 portable coat racks for the hallways.

Can we hang decorations from the ceiling or walls?

You may only hang decorations from the ceiling if you have it done by a professional decorating service

What are the dimensions of your mantles above the fireplace?

The mantle in the lobby is 10 ft. long and 14 in. wide. The mantle on the other side in the event space is 8 ft. long and 14 in. wide.

Does Crossroads Pavilion have any decorations that we could use?

No

How early can we get in to Crossroads Pavilion on the day of our event?

8 am.

Our wedding reception and/or ceremony is at Crossroads Pavilion, is there space for us to get ready there?

Yes, you may rent the green room and/or boardroom for this purpose.

What time do we have to leave Crossroads Pavilion the night of our event?

11:30 PM will be last call at the bar and then you, your vendors, and your guests have until 12:30 AM to gather your belongings and exit the building. If you were to stay past 12:30 AM you will lose your $250 cleaning and damage deposit.

Can we leave our decorations at Crossroads Pavilion the night of our event and then pick them up the next day?

No, all possessions belonging to the client or any of their vendors must be removed from the property by 12:30 AM.

Will there be a manager on duty during our event?

Yes, all events will have a trained manager on duty.

When will we go over details for our event?

We will schedule a meeting with you about 1-2 months before your event to go over your event details and layout.

What is included for Audio Visual?

We have projectors in each of the rooms with HDMI hookup. We provide HDMI cords for you to hook your computer up to the projector. We also have an AUX cord if you want to play music through our audio system. We can provide wireless, wired, and headset microphones. We strongly recommend that you bring your own computer to test out the system prior to your event.

Can I play a slideshow/video at my wedding?

Yes! We have projectors in each room so all of your guests can easily view your video. You manager on duty can set up and play the video for you at whatever time you have requested. It is recommended that you bring your video with you when you come to decorate so that we can test it out. You can either bring it on a flashdrive or a computer.

Does the event center have public Wi-Fi?

Yes.

What color linens and napkins does the event center offer?

We offer black, white, and ivory table linens square (85×85) or rectangle (52×114). There is a variety of napkin colors from which you can choose.

How many parking spaces are in the parking lot?

116 regular and 6 handicap spaces.

Does the event center have an ATM on site?

No

What are Crossroad Pavilion’s regular business hours?

10 am – 12 pm and 1 pm – 4 pm Tuesday through Friday.

Reach Us

We would love to hear from you. Contact us at your convenience.

301 34th Ave,
Sheldon, IA 51201

 

712.631.4336

 

 

 

crossroads@cityofsheldon.com

 

 

 

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