Terms and Conditions

EVENT & PRICING

1. Rental of The Royal Room includes dedicated on-site concierge, in-house audio visual, setup & breakdown, wireless internet, parking.
   1. Rental space includes: 10 5ft meeting tables and/or six 60in round tables, 50 chairs, 5 high top cocktail tables (black linens provided)
2. Additional amenities may be available for an additional fee.
3. Holiday rates will apply on dates that fall on holidays, days adjacent to holidays, and days of The Royal Room discretion. Please contact The Royal Room for holiday pricing.
4. Prices are subject to change without notice prior to the execution of a contract.

CANCELLATION 

1. Requests for changes and cancellations require at least thirty (30) days notice. If notice is given within 30 days, the amount you paid will be applied to a new date/time/room requested, and a $150.00 change fee will be assessed. Changes requested less than thirty (30) days prior to the booking date are considered a late cancellation, and the full price must be paid with no refund.

FOOD & BEVERAGE/CATERING

1. All arrangements for food and beverage must go through one of The Royal Room’s approved caterers.
2. Absolutely no outside food, beverage or alcohol are allowed on the property without prior written authorization from The Royal Room management.
3. A 15% catering fee for food and beverage will be applied to all catered events.

RENTALS 

1. Any additional tables, chairs, linens, pipe and drape, or any other items that are needed shall be rented through The Royal Room for an additional charge. We request that you work with The Royal Room staff for any items that we may be able to offer you for your event. Should you have a question about an item please bring it to the attention of The Royal Room prior to your event as we reserve the right to deny any items we deem unfit the day of the event.

GENERAL GUIDELINES

1. Lessee will have access to The Royal Room for setup up to one hour before the contracted start of the event. Set-up time may vary upon the date and is subject to approval by The Royal Room.
2. All venue equipment setup and breakdown will be provided by The Royal Room. Any items not provided by The Royal Room are subject to prior approval and are the responsibility of the Lessee for set up and removal. All décor, rentals, equipment, and event related items not provided by The Royal Room are to be removed from the premises immediately following the event; The Royal Room is not responsible for items left after the event. A minimum fee of $300 will be applied if the space has not been properly cleared post-event which includes, but not limited to, trash, boxes, decor, and other items without prior approval.
3. The Royal Room takes no responsibility for personal possessions left on premises during or after any event. We specifically request you remove all items from the venue space and the close of your event. We do, however, maintain a lost and found and will hold recovered items up to seven (7) days. Every attempt will be made to return any recovered item to its rightful owner.
4. Absolutely NO tape, nails, tacks, or other fasteners/adhesives (including “Command Strips”) are allowed on ANY surface of The Royal Room property. Damage fees will be applied if any residue or broken property is found post event.
5. All vendors must be approved by The Royal Room and have proof of liability insurance prior to the event date.
6. It is the responsibility of the Lessee to select vendors from our pre approved list and submit schedules to The Royal Room 14 calendar days in advance of the Event.
7. Smoking is not allowed inside anywhere at The Royal Room. Guests wishing to smoke may do so at least 30 feet from the outside of The Royal Room.
8. Lessee shall comply with all applicable local, state and federal laws. Lessee shall be responsible for obtaining any approvals, consents, licenses and/or permissions that may be needed or required in connection with the event.
9. No open flames are allowed on any surface of the building (floor, window ledges, architectural surfaces, etc.)
10. All alcoholic beverages must be provided by a pre approved vendor. Alcohol may not be carried outside of the building including the sidewalks or parking lot.
11. All events have a contracted event end time curfew of 9:00 pm unless otherwise agreed upon between parties.

PAYMENT PROCEDURES

1. Prices and inclusions are subject to change without notice prior to the execution of a rental agreement.
2. The Royal Room payment schedule:
   • • A fifty percent (50%) non-refundable first payment is required upon execution of the Venue Rental Agreement. A signed rental agreement and first payment are required to secure the event space on (a) specific date(s).
     • The remaining balance is due thirty (30) calendar days prior to the event. 
     • Events booked within thirty (30) calendar days of the event date must be paid in full when the rental agreement is executed. The amount paid is non-refundable, and additional payments are subject to the guidelines contained herein.
     • Additional charges may be incurred for a variety of reasons such as: additional hours added at the event, last-minute changes affecting personnel schedules, and damage to facilities, among others. An invoice will be sent for any costs incurred after the final balance has been paid and is due upon receipt. If the invoice is not paid within the grace period of five (5) business days, a late fee of 20% of the invoice will be added to the balance.  An additional 20% will be charged for every five (5) business days the invoice is unpaid.
3. In the event full payment is not received 30 days prior to the event date, the Lessee acknowledges and agrees that The Royal Room shall have no further obligation to the Lessee; therefore, canceling the event without the return of any payments or option to rebook.
4. All rental fees are subject to all current state and local sales tax. Tax exempt organizations must pay The Royal Room directly and must provide tax exemption documentation when the rental agreement is executed in order to receive this exemption.
5. We accept ACH or credit cards as payment. A processing fee of three percent (3%) will be applied to all credit card transactions.

VENUE STAFF

1. A representative from The Royal Room will be available throughout the length of the Lessee’s event and can be reached by calling or texting the office number 502-200-1300 should they not be immediately seen during the event. The venue staff will have final say on all matters dealing with or concerning the venue and property including, but not limited to sound levels and occupancy levels.

PHOTO/VIDEO RELEASE

1. The Royal Room reserves the right to use images of your event for marketing purposes; photos containing people are typically not used for this purpose.
2. There are security cameras through all event spaces, in all event spaces, and in the parking lot of The Royal Room.

PAYMENT PROCESS

1. Prices and inclusions are subject to change without notice prior to the execution of a rental agreement.
2. The Royal Room payment schedule:
   1. A fifty percent (50%) non-refundable first payment is required upon execution of the Venue Rental Agreement. A signed rental agreement and first payment are required to secure the event space on (a) specific date(s).
   2. The remaining balance is due thirty (30) calendar days prior to the event.
   3. Events booked within thirty (30) calendar days of the event date must be paid in full when the rental agreement is executed. The amount paid is non-refundable, and additional payments are subject to the guidelines contained herein.
   4. Additional charges may be incurred for a variety of reasons such as: additional hours added at the event, last-minute changes affecting personnel schedules, and damage to facilities, among others. An invoice will be sent for any costs incurred after the final balance has been paid and is due upon receipt. If the invoice is not paid within the grace period of five (5) business days, a late fee of 20% of the invoice will be added to the balance. An additional 20% will be charged for every five (5) business days the invoice is unpaid.
3. In the event full payment is not received 30 days prior to the event date, the Lessee acknowledges and agrees that The Royal Room shall have no further obligation to the Lessee; therefore, canceling the event without the return of any payments or option to rebook.
4. All rental fees are subject to all current state and local sales tax. Tax exempt organizations must pay The Royal Room directly and must provide tax exemption documentation when the rental agreement is executed in order to receive this exemption.
5. We accept ACH or credit cards as payment. A processing fee of three percent (3%) will be applied to all credit card transactions.