If you are considering hosting an event at The Gallery, here are The Gallery’s guidelines to assist you in planning your event. In this document, you will find most of the answers to your questions regarding corporate event planning at The Gallery. It is our hope that knowing and understanding our Policies & Procedures, what is expected, and or acceptable will help you host a seamless & fabulous event with us.

The Gallery’s FAQ’s, Policies & Procedures and Responsibilities are as Follows:

How many guests can The Gallery accommodate?

Maximum capacity is 300. Guest counts exceeding 300 will need special approval.

Do you provide guest parking and is there a charge?

Our guest parking is complimentary and can accommodate up to 110 cars. This equates to approximately 300 guests.

How many guests can be seated in the first-floor ballroom?

Depending on the type of event being hosted, we recommend no more than 18 – 60” round tables with seating for 8 - 10 guests each. This allows space for a dance floor, DJ table, and buffet setup.

How many guests can be seated in the second-floor bar area and overflow room?

We recommend no more than 10 – 60” round tables with seating for 8 - 10 guests each. An additional 6 - 60” round tables with seating for 8 - 10 guests each may be placed in the Overflow Room. Typically, the Overflow Room is reserved for the upstairs buffet service.

What is The Gallery’s capacity for outdoor events?

The large first floor patio will accommodate 14 – 60” round tables around the fountain, 8 – 60” round tables on the small first floor patio, and 6 – 60” round tables on the upstairs patio. Tables may be arranged both indoors and outdoors if desired.

What spaces are included in the rental of The Gallery?

The Gallery hosts one event per day; therefore, the entire space is at your disposal. Including both lounges for guest relaxing, waiting, and, or dressing. All outdoor patio areas, as well as the first-floor ballroom, the upstairs bar area, and the overflow room.

Is The Gallery handicap accessible?

Yes, the first floor of The Gallery is handicap accessible; we have a handicap ramp located next to the handicap parking area. All restrooms are also handicap accessible. The Gallery does not have an elevator to the second floor.

Does The Gallery provide Security?

Yes, each event shall require Police security during the hours of the event. Two Police Officers will be present for all events. For events in excess of 200 guests, three Police Officers shall be present throughout the event. The cost of security will be billed to Client at the current rate for Police Details of $40.00 per hour for each officer.

How much time is allotted to setup for our event?

You will have three hours prior to the event for setup. This includes access to both green rooms/lounges, as well. Snacks and alcohol may be brought into the green rooms/lounges during the 3-hour setup period. Please contain food and drinks to the table; no eating, drinking or applying makeup on the furniture. Once the event begins, both green rooms/lounges will be locked for the protection of your personal items. If entrance is needed, please see the Venue Manager or one of the police officers and they will be happy to let you in. Damage or excessive cleaning required will result in a $250 cleaning fee; this applies to both suites.

How are The Gallery Floor Plans handled?

A Gallery floor plan, inventory list of tables and chairs available, as well as a Vendor form will be emailed to you by The Gallery thirty (30) days prior to your event. It is your, or your planner’s responsibility to draft and submit the floor plan, as well as the completed Vendor form thirty days (30) prior to the event. A final draft of the floor plan is due fourteen (14) days prior to the event.

Guest Parking:

Guests may park in the back-guest parking lot.

Vendor Parking:

Vendors may park in the Handicap area only to unload; please do so as quickly as possible so other vendors may do the same. Once unloaded please move all vehicles to the back-parking lot. All employees of the vendors are to park in the back-parking lot as well.

Setup & Tear Down:

Vendors may be on site 3 - hours prior to the event for setup and may return 1- hour immediately post-event for pickup and teardown. Additional setup and or, teardown time may be purchased at $150 per hour and must be paid thirty (30) days prior to event. Vendors must be completely set up with their area cleaned up, equipment bags, etc., stored and be appropriately attired thirty (30) mins prior to the event.

How much time is allotted to tear down after our event and what am I responsible for?

You will have one hour for tear down immediately following your event. You are only responsible for taking any personal belongings, and or, any decorative items that you may have brought. All items brought/provided by vendors, must be removed during the one-hour tear down time allotted.

What will The Gallery staff take care of before, during, and after my event?

Before The Gallery staff will set up all tables and chairs for your event (per your floorplan provided). The Gallery staff will also accept deliveries of rental items during your setup time. During A Gallery Event Manager will be present during your event to oversee the venue only; the Event Manager is not responsible for cleaning or clearing/busing tables or, guarding or moving any personal items. These are the responsibilities of your planner and vendors. After The Gallery staff will tear down all tables and chairs, as well as handle all cleaning and ballroom trash removal. Your caterer is responsible for busing tables during the event, bagging all trash and disposing of it in the dumpster in the back-parking lot.

Music & Entertainment:

Bands and DJ’s are welcome at The Gallery. As with all vendors they may arrive 3 - hours prior and teardown is 1- hour post event. Additionally, they must bring all equipment, tools, etc. that they may need. All wiring must be taped down neatly, using Gaffers tape.

Does The Gallery have a sound system that we may use?

No, DJs and bands provide their own equipment, speakers, microphones, etc.

May I use a catering company that is not on The Gallery’s Preferred Vendor list?

Yes; Approved, licensed and insured catering companies are welcome at The Gallery, if they provide the required documentation thirty (30) days prior to your event.

What is required from my vendors, caterer and beverage/bar service?

Your caterer must provide a copy of their license and insurance thirty (30) days prior to your event. All alcohol is provided and served by The Gallery’s in-house bar service Café Natalie. Café Natalie is also a longtime Preferred Catering vendor of The Gallery’s, so be sure to discuss your catering needs with them as well. Caterers who are not on The Gallery’s Preferred Vendor list must be approved by The Gallery’s management. You or your planner are responsible for ensuring the caterer has been approved and license and insurance are on file with The Gallery. It is expressly agreed that The Gallery shall not be liable for loss or damage resulting from the actions or inactions of any outside caterer or vendor.

  • All Texas Alcoholic Beverage Commission (TABC) laws must be followed while on the premises. If Client plans to serve alcoholic beverages at its event then all alcoholic beverages must be supplied and served by The Gallery’s exclusive bar service provider Café Natalie (281.513.0156, or www.cafenataliecatering.com) pursuant to the terms of a written agreement entered between Client and Café Natalie.
  • Client is solely responsible for contacting and entering into a contract with Café Natalie if alcoholic beverage service is desired. They are also a Preferred Cater of The Gallery’s so you can discuss your catering needs with them as well.
  • You or your planner are responsible for informing the caterer that they are responsible for busing tables and bagging all trash during the event, as well as disposing of it in our waste dumpster in the back-parking lot. If the caterer doesn’t provide this service, you or your planner are responsible for hiring an outside wait staff to take care of these needs. The Gallery staff does not bus tables or bag food/catering trash.
  • The Gallery is not responsible for any lost or stolen items.

Are tables and chairs included in my rental of The Gallery?

Yes; The Gallery provides tables and chairs for up to 300 guests, a DJ table, buffet tables and cocktail tables. Provided you sign the Table & Chair Addendum to the contract.

Are linens, dishware, glassware, flatware or any decor included in my rental?

No, these items are not provided by The Gallery, but through our Preferred Vendors/Caterers, or the vendor of your choice.

May we add additional time to our event?

Yes; the cost for each additional hour is $750 and is payable upon request. Approval of additional time is subject to the availability of The Gallery’s staff and police officers.

May we use real candles indoors & outdoors?

Yes, you may use real candles indoors & outdoors.

Copyright © The Gallery 2018

Designed by Raydon Creative.

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