Your
edding
at the Fairgrounds
Red River Valley Fair Association
Notes
Make your wedding day
memorable, and above all,
breath-taking,
everything you’ve ever dreamed. The Red River Valley Fairgrounds is the ideal location for any wedding, reception or special event. With room for up to 350 guests, our multi-purpose facilities and flexibility will put you and your family at ease on your special day.
We provide the same excellence for a variety of other events, including: • Anniversaries •Award Banquets • Business-Related Social Events • Graduations • Private Parties • Receptions and Dances Red River Valley Fair Association 8 • Reunions and Special Events
Rehearsal & Reception All receptions and rehearsal dinners take place in the to discuss these All receptions and rehearsal dinnersopportunities take place in the Hartl Hartl Ag Building. This multi-purpose facility has a Building. This multi-purpose facility has a lobbyyour withguests. a water lobby with a water fountain to welcome further, please contact: fountain to welcome your guests. The lobby is 80’ by 30’ and The lobby is 80’ by 30’ and is air conditioned for the is air conditioned the comfort of yourreception guests. The main comfort of yourfor guests. The main area is an 80’ by 120’ steel building, has a catering style reception area is an 80’ by 120’ steel building, has a catering kitchenette area and style kitchenette area andisisalso alsoair-conditioned. air-conditioned.
Judy Dvoracek
Special Events Coordinator judy@redrivervalleyfair.com RECEPTION ONLY:
RECEPTION ONLY: Up to 400 guests 701.282.2200 maximum using a combination of Up to 350 guest’s maximum a combination of 60” round 60” round tables and 96” using rectangular tables. tables and 96” rectangular tables.
1805 Main Avenue West
ALL DAY RENTAL- $800 West Fargo, ND 58078 Includes access to facility at 2 pm the day ALL DAY RENTAL$1000 redrivervalleyfair.com prior to access the celebration decorating. Two (2) Includes to facility atfor 3 pm the day prior to the hours of cleanup the day following the celebration for decorating. Two (2) hours of cleanup celebration (time to be arranged with RRVFA). the day following the celebration. Cleanup needs to This fee also includes one (1) Fair Staff to be be completed by 12pm. This fee also includes one (1) present at your reception. Fair Staff to be present at your reception. ADDITIONAL DAY RENTAL- $400 Access to facility at 12 noon two days prior to ADDITIONAL DAY RENTAL$500 the celebration (Example: Access to facility atfor 12decorating noon one day prior to the Reception scheduled for Saturday evening, celebration for decorating (Example: Reception access to facility at 12 noon on Thursday). scheduled for Saturday evening, access to facility at 12 noon on Friday). REHEARSAL ONLY: REHEARSAL ONLY: Up to 60 guests maximum (Lobby/Fountain area) Up to 60 guests maximum using 60” round tables (Lobby/Fountain area) using 60” round tables 4 Hour Maximum Usage- $300 4Lobby/Fountain Hour Maximum Usage$400 area—Seating capacity for up to 60 guests. area—Seating Access to kitchenette and Lobby/Fountain capacity for up to 60 restrooms. (Air-Conditioned) guests. Access to kitchenette and restrooms.
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Up to 350 guest maximum (main facility area) using 60” round and 96” rectangular tables. Above packages include initial event $500 setup, Two (2) hours of 4 Hour Maximum Usagecleanup (Entire and oneFacility) event staff. Catering, alcohol, linens, Seating capacity for uptaxes/fees to 350 guests. This special equipment, and applicable are additional. area is also air-conditioned. Above packages include initial event setup, Two (2) hours of cleanup and one event staff. Catering, alcohol, linens, special equipment charges, and applicable taxes/fees are additional. A $500 deposit is required to secure the space payable with
Deposit & Payments
signing of license agreement. Final payment is required per dare stated on the license agreement. A separate $800 damage/cleaning deposit check is required. The check will A deposit is required todamages secure the space. be$400 held until after the event, if no occur duringAn your additional $400 for a damage deposit is required and event, or if there is no excess cleaning needed, your $800 will be held until after the event. If no damages occur damageyour deposit will be returned. You may also give us during event, your $400 damage deposit willa be credit card number to have on for yourfour damage deposit. returned. Final payment is file required (4) weeks The credit card number will be shredded after your event if no prior to the event. Payment arrangements with your caterer, musicians, arecleaning your responsibility. For damage occurs or no etc. excess is needed. further details call 701.282.2200. Any outside alcohol (alcohol not purchased from your
Security
licensed distributor) found at your event, will result in the forfeit of your damage/cleaning deposit. Payment arrangements caterer, etc. are Security is required atwith all your events that musicians, serve alcoholic your responsibility. For fee further details call 701.282.2200. beverages. Security must be paid prior to reception. Security is $45/hr, maximum of 4 hours. The Red River Valley Fair Association will contract the security through Cass County Sheriff’s Department.
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Insurance The Red Red River Association requires all rentals The RiverValley ValleyFair Fair Association requires all to have a minimum $1,000,000ofin$1,000,000 limited liability rentals to have aofminimum ininsurance. limited If liability insurance. your provide insurance cannot your insurance agent If cannot youagent with insurance, provide you with insurance, for an additional charge insurance can be obtained through the Red River Valley Fair of $125, insurance can be obtained through the Red Association provider. Insurance through the Red River Valley River Valley Fair Association. Insurance through the Fair must be obtained 15 days prior to your event. Red River Valley Fair must be obtained 30 days prior to your event. Payment must be made prior to event.
Equipment Equipment included in your rental: Equipment included in your rental: 60” Round Tables • 60” Round Tables (35) 96” Rectangular Rectangular Tables • 96” Tables (50+) Stacking Chairs • Stacking Chairs • Microphone System (Wireless) Microphone System (Wireless) • Podium Podium •Additional Entrance Holder feesSign applied for the following items, please speak with your event coordinator: Additional fees applied for the following items, speak Risers with – 18”High 3’x8’ sections (18 sections) please your–event coordinator: Staris for Risers (includedsections with fee for • Risers—18” High—3’x8’ (18Risers) Sections) • Stairs for Risers (Included with fee for Risers) Black Pipe & Drape** • Black Pipe and Drape** Table Linens – Black or White (6-“ Round Tables)** • Table Linens—Ivory or White (60” Round Table Linens – Black or White (96” Rectangular Tables)** Tables)** Table Skirting – Black or White • Table Linens—Ivory or White (96” Rectangular Tables)** Stage (Large) for Band Usage Congratuatory Banners Available • Table Skirting—Black or White** • Stage (Large) for Band Usage of the Red River Valley **Above items will be rented from partners **Above items will be rented from partners of therequest. Red Fair Association. Additional items can be rented upon River Valley Fair Association. Additional items can be rented upon request. Red River ValleyRed Fair River Association Valley Fair Association
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Decorating Policy Glitter, table sprinkles, confetti, and balloons are not Glitter, table sprinkles, confetti, balloons and straw bales are allowed. The throwing of rice, birdseed, silly string, not allowed. The sillyinside string, the soap soap bubbles orthrowing confettiofisrice, notbirdseed, permitted bubbles orBuilding. confetti is not permitted inside the Hartl Building. Hartl Ag Birdseed and soap bubbles are Birdseed andoutside soap bubbles are permitted outside the building. permitted the building. All candles must be enclosed glass. No openinflames areopen allowed inside All candlesin must be enclosed glass. No flames are or outside any building on the Red River Valley allowed inside or outside any building on the Red River Valley Fairgrounds in compliance with State Fire Fairgrounds in compliance with State Fire Regulations. Any Regulations. damage done to ceiling fans because of helium balloons will be therental responsibility of thebe Lease. Any items must approved in advance. Please keep in mind that additional fees may apply for the storage of rental items beyond the contracted Any rental items must be approved in advance. Please keep time. in mind that additional fees may apply for the storage of rental items beyond the contracted time You are welcome to start decorating at the beginning of your contracted time. If you require additional Any decorating to the ceiling of the Hartl Building needs to be time, please visit with your event coordinator about approved the Red River Valley Fair Association. Please rates andby availability. talk with your Red River Valley Fair Coordinator.
Service
The Red River Valley Fair Association will provide tables chairs for your event. Initial setuptables and and The Redand River Valley Fair Association will provide general cleanup (except for decorations you bring) chairs for your event. Initial setup and general cleanup (except are included in your rental rate. Additional setup for decorations you bring) are included in your rental rate. needs/changes during the event or excessive cleanup Additional during the event or Table excessive followingsetup your needs/changes event will be billed at $30/Hr. cleanup following your event billed and at $30/Hr. Table coverings are required forwill allbe events ARE NOT included are as part of your coverings required for allrental eventspackage. and ARE The NOTRed included as River Valley Fair Association can however provide part of your rental package. The Red River Valley Fair table coverings for an provide additional Association can however tablecost. coverings for an additional cost.
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Food & Beverage
It is highly recommended that you purchase food from a certified full-service caterer. However, you may provide your own food and Pleasethat workyou withpurchase your event coordinator It is service highly personnel. recommended food to review options. The Red River Valley Fair Association from a certified full-service caterer. However, you has a preferred provider listown for you to look A kitchen charge of may provide your food and over. service personnel. $100.00 will be assessed to your event and payable before Please work with your event coordinator to review the event. options. The Red River Valley Fair Association has a preferred provider list for you to look over.
Alcohol
Alcohol is allowed within the rental facility during certain functions.
Alcohol allowed within the rental All alcoholisserved must be dispensed by facility licensed during and trained certain functions. servers. If alcohol will be a part of your event, security
will be required. Security arrangements will be made by the All alcohol sold must be dispensed by a licensed and Red River Valley Fair Association at an hourly rate of $35.00 trained servers. If alcohol will be a part of your to $45.00 with asecurity minimumwill of 4be hours (subjectSecurity to change celebrations, required. without notice). will be made by the Red River Valley arrangements Fair Association in conjunction with the Cass County Sheriff’s Department at an hourly rate of $45.00 Any outside alcohol (alcohol not purchased from your with a minimum of 4 hours. licensed distributor) found at your event, will result in the forfeit of your damage/cleaning deposit. All outside alcohol Please talk with your Red River Valley Fair Consultant will not returned. for also a listbeofconfiscated preferredand vendors for the distribution of alcohol. Please talk with your Red River Valley Fair Coordinator for a list of preferred vendors for the distribution of alcohol.
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Smoking Smoking is not allowed anywhere within rental The Red River Valley Fair Association requires all music to end facility. by 12:00 a.m. unless prior arrangements have been made. DJ’s, bands andwith otherthe entertainment groups are responsible for In accordance North Dakota Century Code
all setup and teardown of equipment. The RedisRiver Chapter 23-12, sections 09 – 11 – Smoking not Valley permitted within feet from any for entrance, Fair Association has20 a stage designed bands atexit, an operable air intakes, andFair ventilation systems additional window, fee. The Red River Valley Association does not of enclosed areas in which smoking is prohibited. provide any sound or lighting equipment for events. Any individual who smokes in an area in which smoking is prohibited under section 23-12-10 is guilty of an infraction punishable by a fine not to exceed fifty dollars. An owner or other person with general supervisory responsibility over a public place including “TENANT” of rental facility who willfully fails to comply with section isalcoholic guilty ofbeverages. an Security is required at all events23-12-10 that serve infraction and is subject to a fine not to exceed one Security is $35/hr to $45/hr minimum of 4 hours (subject to change hundred dollars without notice); fees must be paid prior to event.
Music The Red River Valley Fair Association requires all music to end by 12:30 a.m. unless prior arrangements have been made. DJ’s, bands and other All Pop and Water must be purchased through Fairgrounds. entertainment groups are responsible for the all setup Only Coke Products are allowed, contact your Red River Valley and teardown of equipment. The Red River Valley Fair Association a stage forwill bands at an Fair Coordinator forhas pricing. Thedesigned Fairgrounds buy back any full additional fee. The Red River Valley Fair Association cases of unopened pop or water, cases may be mixed. does not provide any sound or lighting equipment for events. The Red River Valley Fair Association can assist you in finding the perfect entertainer to fit your style. Red River Valley Fair Association
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Red River Valley Fair Association
Insurance Liability TheRed RedRiver RiverValley ValleyFair FairAssociation Associationrequires does notallaccept The responsibility for damage to, or loss of, rentals to have a minimum of $1,000,000any in limited merchandise, equipment or articles left at the Red liability insurance. If your insurance agent cannot River Valley Fair’s facility, parking lot or sidewalk provide you with insurance, for an additional charge to, during or following an event.the The Red ofareas $125,prior insurance can be obtained through Red River Valley Fair Association requires all rentals to River Valley Fair Association. Insurance through the have a minimum of $1,000,000 in limited Red River Valley Fair must be obtained 30 liability days prior insurance. SEE INSURANCE for more info to your event. Payment must be made prior. to event.
Equipment Equipment included in your rental: • 60” Round Tables (35) • 96” Rectangular Tables (50+) • Stacking Chairs • Microphone System (Wireless) • Podium • Entrance Sign Holder Additional fees applied for the following items, please speak with your event coordinator: • Risers—18” High—3’x8’ sections (18 Sections) • Stairs for Risers (Included with fee for Risers) • Black Pipe and Drape** • Table Linens—Ivory or White (60” Round Tables)** • Table Linens—Ivory or White (96” Rectangular Tables)** • Table Skirting—Black or White** • Stage (Large) for Band Usage **Above items will be rented from partners of the Red River Valley Fair Association. Additional items can be rented upon request. Red River Valley Fair Association
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Notes
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Red River Valley Fair Association
to discuss these opportunities further, please contact:
Judy Dvoracek
Special Events Coordinator judy@redrivervalleyfair.com
701.282.2200 1805 Main Avenue West West Fargo, ND 58078
redrivervalleyfair.com
Red River Valley Fair Association 1805 Main Avenue West West Fargo, ND 58078-0797 701.282.2200 redrivervalleyfair.com