Weddings
The RRVFA
Wedding Guide
is available now!
Multi-Purpose Facilities:
The Red River
Valley Fair Association has multi-purpose facilities with ample free parking to
make your special celebration a success. We will work with you and your family
to provide the dream you have been waiting for. Our flexibility will enable
your guests to enjoy a relaxing and spectacular day.
We provide the
same excellence to a variety of other events too, including:
For wedding receptions
and rehearsal dinners, we require a facility rental.
All receptions
and rehearsal dinners will take place in the Hartl Ag Building. This
multi-purpose facility has a lobby with a water fountain to welcome your guests
to your reception. The lobby is 80’ x 30’ and is air conditioned for the
comfort of your guests. The main reception area is an 80’ x 120’ steel building
which has a catering style kitchenette area and restrooms and is not air
conditioned.
Reception
Only:
Up to 350 guest
maximum using a combination of 60” round tables and 84” rectangular tables
|
$800 |
All Day Rental—includes access to facility
at 12 noon the day prior to the celebration for decorating. Includes 2
hour clean up the day following the celebration (time to be arranged
with RRVFA)
Includes one (1) Fair
Attendant present at reception. |
|
$400 |
Additional day rental—access to facility
at 12 noon two days prior to the celebration for decorating. (Example:
Reception scheduled for Saturday evening, access to facility at 12 noon
on Thursday) |
Security:
| $40/hr |
Security is REQUIRED at
events that serve alcoholic beverages. Security fee must be paid prior
to reception day. Security officer must be at reception a minimum of 4
hours.
Security is provided by
the Sheriff's Department. Scheduling security is done by the Office
Manager. |
Rehearsal
Only:
Up to 60 guest
maximum (Lobby/Fountain area) using 60” round tables.
|
$300 |
4 Hour Maximum Usage: Lobby/fountain
area— Seating capacity of up to 60 guests. Access to kitchenette and
restrooms. (Air conditioned) |
Up to 350
guest maximum (main facility area) using 60” round tables.
|
$500 |
4 Hour Maximum Usage: Entire facility
usage - Seating capacity of up to 350 guests. This area is not
air conditioned. |
Above
packages include initial event set up and event staffing:
Catering, alcohol, linens,
special equipment charges, and applicable taxes/fees are additional.
Weddings &
Receptions:
Deposit and Payment:
A $350 deposit
is required to secure the space. An additional $350 damage deposit is held
until the end of the contracted time. If no damage occurs at your event, your
$350 damage deposit will be returned. Final payment is required 1 week prior to
the event. Payment arrangements with your caterer, musicians etc. is your
responsibility.
For further details call us at
701.282.2200
Insurance:
The Red River Valley Fair Association requires all rentals to have a minimum of
$1,000,000 in limited liability insurance. If your insurance agent can not
provide the insurance, an additional charge of $125.00 will be applied.
Prices subject to change.
Please confirm prior to booking.
Equipment:
Equipment included in your
rental:
|
60” round tables (35) |
96” long rectangular tables (50+) |
|
Stacking Chairs (300) |
Microphone System (wireless) |
|
Podium |
Entrance Sign Holder |
Additional
fees applied for the following:
|
· Risers—18”
high—3’ x 8’ sections
(18 sections)
|
$35.00 per section |
|
Riser Skirting
(linen skirting at base) |
$2.00 per foot |
|
· Stairs
for Riser ** |
$20.00 per stair section |
|
· Black
Pipe and Drape ** |
$1.50 per running foot |
|
· Table
Linens—Ivory or White **
60” Round tables |
$3.00 per table |
|
· Table
Linens—Ivory or White **
96” long rectangular
tables |
$ 5.00 per table |
|
· Table
Skirting—Ivory or White ** |
$15.00 per skirt |
|
· Stage
(Large) for Band Usage |
$200.00 |
|
· Entrance
Sign Holder |
Holder is Free to use– imprint area is 24”
x 36” — RRVFA to create sign—$30.00 |
Decorating
Policy:
Glitter, table sprinkles,
confetti, and balloons are not allowed. The throwing of rice, birdseed, silly
string, soap bubbles or confetti is not permitted inside the Hartl Ag Building.
Birdseed and soap bubbles are permitted outside the building. All candles used
must be enclosed in glass. No open flames are allowed inside or outside the
Hartl Ag Building in compliance with state fire regulations.
Any rental items must be
approved in advance. Please keep in mind that additional fees may apply for the
storage of rental items beyond the contract time.
You are welcome to begin
decorating at the start of your contract time. If you require additional time,
please visit with your event coordinator about rates and availability.
Service:
The Red River Valley Fair
Association will provide tables, chairs, and other service tables for the event.
Initial set-up and general clean up (except decorations you bring in) is
included in your rental rate. Additional set-up needs/changes during the event
or excessive clean-up following a reception will be billed at $30 per hour.
Table linens are required for all events. If table linens are not included as
part of your rental package or catering service, The Red River Valley Fair
Association will provide table linens for an additional cost.
Food & Music:
Food and Beverage:
It is highly recommended that
you purchase food from a certified full service caterer. However, if you
choose, you may provide your own food and service personnel. Please work with
your event coordinator to review options. The Red River Valley Fair Association
will gladly recommend caterers that have provided service to prior events.
Music:
The Red River Valley Fair
Association requires that all music must end by 12:30 a.m. unless prior
arrangements have been made. DJ’s, bands and other entertainment groups are
responsible for all set-up and takedown of equipment. The Red River Valley Fair
Association has a stage designed for bands at an additional rental cost of
$200. The Red River Valley Fair Association does not provide any sound or
lighting equipment for the event. The Red River Valley Fair Association will
also assist you in finding the perfect entertainer to fit your style.
Liability:
The Red River Valley Fair
Association does not accept responsibility for damage to, or loss of, any
merchandise, equipment or articles left at the Red River Valley Fair’s facility
or in the parking lot or sidewalk areas prior to, during or following an event.
The Red River Valley Fair Association requires all rentals to have a minimum of
$1,000,000 in limited liability insurance. If your insurance agent can not
provide the insurance, an additional charge of $125.00 will be applied.
Frequently
Asked Questions:
Can I have
alcohol at events in your facility?
Yes. Alcohol
is allowed at your event. The Red River Valley Fair Association will work with
you to make arrangements for this service. Security is required for all events
serving alcohol. If you plan to serve alcohol, security arrangements need to be
made with the Cass County Sheriff’s Department by calling 701.241.5800.
Can I bring
in my own food?
We do allow
groups to bring in their own food, but discourage this practice due to health
concerns. The Red River Valley Fair Association has a recommended list of
caterers that are qualified to make your event special.
What is
included with my rental fee?
Your rental
rate covers the tables, chairs, initial event set up and event staffing.
Catering, alcohol, special equipment rental, linens, service fees, gratuities
and tax are additional. An additional fee may be assessed if your event requires
a set up change during the event or additional staffing.
Is parking
free?
Your guests are
welcome to park in front of the Hartl Ag Building at no charge.
What
decorations can I use?
The facility is
a steel all purpose building. Decorating will enhance the ambience to the
building. Prior rentals have decorated simply and elaborately. Please visit
with our event coordinator for more options and suggestions.
When can we
begin our setup and decorating?
The Hartl Ag
Building is available to you at the beginning of your contract time. Depending
on availability, the Hartl Ag Building may be accessible for decorating prior to
your contracted time. Arrangements can be made with the event coordinator to
accommodate your requests.
Can we have
music?
Yes, the Red River Valley Fair
Association requires that all music must end by 12:30 a.m. unless prior
arrangements have been made. DJ’s, bands and other entertainment groups are
responsible for all set-up and takedown of equipment. The Red River Valley Fair
Association has a stage designed for bands at an additional rental cost of
$200. The Red River Valley Fair Association does not provide any sound or
lighting equipment for the event.
Do I need to
hire additional security?
Yes, security
is required for all events serving alcohol. If you plan to serve alcohol,
security arrangements need to be made with the Cass County Sheriff’s Department
by calling 701.241.5800.
Do I need to
sign a contract?
Yes, all
reservations require a signed contract on file. In addition to a contract, a
detailed setup report will be created so your event is everything you have
dreamed.
Do you
require a deposit?
A $350 deposit
is required to secure the space. An additional $350 damage deposit is held
until the end of the contracted time. If no damage occurs at your event, your
$350 damage deposit will be returned.
When is the
final payment due?
Final payment
is required 30 days prior to the event. Payment arrangements with your caterer,
musicians etc. is your responsibility.
To discuss
these opportunities further, please contact:
Red River Valley Fair
PO Box 797
West Fargo, ND
58078
701-282-2200
Bryan@redrivervalleyfair.com
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