Vendor & Event Services

Who will we be working with from The West?

You will be provided with a venue manager, who will be your main point of contact throughout the planning process, beginning with contract signing through your damage deposit return. Your venue manager will work closely with your event planner to ensure all your wishes come to fruition. The venue rental fee does NOT include an event or wedding planner, whose job requirements would entail decorations and the fine point details of the event (please see our vendor list for approved event planners). We do require a day of coordinator for all weddings and events. The day of your event, a TWE event manager will be on site for the duration of the event to ensure everything runs smoothly with the venue.

Am I allowed to use my own bartenders or have my caterer provide bar service?

The West Events will be stocking your bar! From specialty cocktails, to a full open bar or cash bar, we've got your back. Please ask your venue mananager for our bar packages! CB Lundy's is our exclusive bartending service. Once you are booked with TWE, you have secured your bar with CB Lundy's. To lock in your pricing, we recommend calling and picking the bar package that suites your event. CB Lundy's- 727-824-0882 OR email cortney@cblundys.com.

Who caters my event?

Please see our approved vendor list. We have an incredible group of caterers that can fit into mmost budgets. Whether you are looking for passed hors d'oeuvres, buffet, food stations or a plated meal, our approved caterers have you covered!

Non-Approved Catering: In special situations, TWE may be able to allow catering that is not on our approved list. If you wish to go off our approved list, there is a vendor fee that will be added to your venue rental (per vendor). The West requires that any vendor entering our space be approved at least thirty (30) days prior to your event and need to sign our catering agreement form before any quotes are sent out or any deposits paid. We do this to ensure that you are working with reputable, licensed, and insured vendors who will not only do a great job for you, but also treat our venue well and follow our policies. To request vendor approval, please consult with our TWE Venue Manager. If a caterer that is not on our list brings us the client, we do waive the vendor fee.

Do I need to hire an event planner or coordinator?

Yes. A licensed and insured event planner is required to manage vendor coordination, load-in/load out, event timeline, and other details must be submitted prior to the event. Your event planner must be on-site or have a representative on-site for the entirety of the rental period to manage vendor details, questions, etc. Please pick from our approved vendor list provided. Should you wish to go off our approved list of approved event planners, there will be a vendor fee (added per vendor).

Your personal West Events event manager will be on-site during your event to answer any questions, provide general assistance, and oversee the building and our staff, but he/she will not coordinate your event.

Where do I get tables and chairs?

The West Events includes tables and chairs!!! Yes! Please see our equipment rental information or ask our venue manager about rental items and pricing that is not included in the rental.
Included for clients use: 150X- wooden cross back chairs 20x- 60" rounds (may seat 8-10 per table) 10x- high tops for indoor/outdoor use 5x- buffet tables 2x- seminar tables (perfect for card box and guest book) 1x- sweetheart table

Included for your catering company: 3x 8ft tables 3x 6ft tables

Can I have my rental space “flipped” to use for both the wedding and the reception?

If your head count is much larger and you would like to use the Blue Ribbon Room for both ceremony and reception. Your 'day of planner' will be in charge of any decor or room flips, as this is not the responsibility of the event manager. The West Events will handle the initial setup of the room, while any changes to the room will need to be handled by the planner.

Can I have my rehearsal or rehearsal dinner at The West, too?

A tentative rehearsal (or walk-through) may be booked thirty (30) days in advance for an additional fee of $150. This allows the client’s group (of no more than 40 people) to access the space (upon availability) for up to 90 minutes for an actual rehearsal. No dinner, reception, or party of any kind would be permitted during this time. Rehersals may not be scheduled until 30 days prior to the event and The West Events may give a 48 hour guarenteed window with which the rehearsal may be conducted.

Do you provide heaters for the courtyard?

Heaters are not included in the rental price, but can be rented through us up to 72 hours before the event.

Are there any restrictions on vendors I can use?

We have hand picked some of the best vendors in the entire industry to work within your budget. Please see our approved vendor list for catering, planners, florals, photographer, photobooth, entertainment, and more. All vendor must be licensed, insured, and approved in advance of your event (all approved vendors have already gone through this process). Should a vendor not be on our approved list, there will be a $250 fee (per vendor).

Why do you require Vendor Approval?

We have worked to establish professional relationships with outstanding, quality vendors in the area. While the majority are exceptional partners, unfortunately, there are a few vendors we have chosen to exclude from our approved list due to excessive problems.

We don't want any of our clients or their guests to have a bad experience on their event day. We have chosen a select list of stellar vendors on our Approved Vendor List that we would encourage you to look at. Trust us when we say your event will go much smoother if you hire from our list!

Which vendors need insurance?

Accidents happen to the best of us, so we do require any vendor (professional or not), who is working in our space to provide us with a COI. This includes your caterer, photographer, baker, musician, event planner, florist, etc.

There are a few exceptions to this. Please contact your event manager for more information on insurances needed.

What if my vendor doesn't have insurance?

If your vendor doesn't have insurance, either you or they will need to purchase a one-day policy. Most one-day policies are around $90-$200, depending on the type of vendor and risk.

Your vendor might be able to get one day insurance through their homeowner's insurance or look at a reputable insurance company like K&K Insurance or The Event Helper. (We do not receive any sort of compensation for this recommendation.) Of course if your vendor is running a business, they really should consider a year-round policy.

What happens if my vendor doesn't submit paperwork or get insurance?

Our clients are responsible for making sure that all their vendors are approved and insured. In the event you have a vendor show up who is not approved, there will be a $250 fee taken out of your security/damage deposit for each vendor who is not approved.

Can we post pictures of our event on your website?

We’d love to share your pictures of your special event! However, it’s really important that your photographer secure media rights from you in order for us to use these pictures. We have a section on your photographer vendor form to outline this.

Where should we stay?

Please see our list of vendors for accommodations. The West has special pricing for your guests at select hotels.