grove events coordinator groveventcenterorg

www.GroveEventCenter.org

Welcome to newly renovated Grove of Springfield Township. We

appreciate your interest in our event center for your upcoming event.

Nestled in a quiet knoll of the Springfield Township Administration Complex,

The Grove can be the perfect place for your wedding reception, family

reunion, prom, corporate event and more. Customer service is our key

priority! Our professional and courteous staff will assist with every detail

to make your experience at The Grove memorable.

In this brochure, you will find all the information you need to begin your

planning process. I encourage you to contact me with any questions or to

set up an appointment to tour our facility.

Again, thank you for your interest in The Grove of Springfield Township, and

we look forward to working with you.

Sincerely, Thom SchneiderGrove Events Director

[email protected]


Karen DilzGrove Events Coordinator

The Grove Event Center | 9158 Winton Road, Bldg B | Springfield Township OH | 45231 513-522-1155

Owned and operated by Springfield Township, the income

generated by event rentals supports the adjacent ArtsConnect

Arts Center.

The Grove is conveniently located in the heart of Hamilton

County, just 15 minutes from downtown Cincinnati with easy

access to Ronald Reagan Highway, I-75, I-275, Winton Road,

Hamilton Avenue and Route 4.

Capacity for up to 300 guests with exclusive facility use

Chiavari chairs

Complimentary, lighted parking

Private ready room

Outdoor patio area

30’ x 30’ dedicated dance floor

Coat room

Facility manager present throughout event

Audio Visual, pipe & drape, upgraded linens, stanchions,

lighting packages and custom staging are available for an

additional fee.

About The Grove Men’s Restroom Women’s

Restroom

Bar

Coat Room

Back Door

(57’.5”)

(37’)

Font Door

(18’)

(87’)

Compton

Compton

Ham

ilton

Ave

nue

Win

ton

Road

Rout

e 4

Ronald Regan Highway

I- 275

30’ x 30’Dance Floor

Back Wall 37’6”

Eme

rge

nc

y Exit

Loading Door


Rental time includes an additional two hours immediately prior to the event time for decorating and

one hour immediately following the event for tear down. Additional decorating or clean-up time

requiring additional staff is available for $100 per hour. 85” x 85” tablecloths are used for guest

tables. Round tablecloths and specialty linens are available by quote.

Sunday to Thursday Events

Under 150 Guests: $3,250; $175 per additional half-hour

151-300 Guests: $4,250; $275 per additional half-hour

Event concludes no later than 11:00 p.m.

Rental RatesCatered Reception Package

Perfect for wedding receptions, reunions, proms and other events for up to 300 guests. Requires

the use of one of our approved caterers.

Package includes:• Five-hour event with exclusive use of the facility

• Room set-up with tables and chairs by design with 8’x 8’ stage

• Chiavari chairs, linen tablecloths and napkins

• Bartender(s) and all non-alcoholic beverages

• Facilities Manager present throughout event

• Private Ready Room

• 12 Colored LED Uplights

Friday & Saturday Events Under 150 Guests: $4,250; $200 per additional half-hour

151-300 Guests: $5,250; $300 per additional half-hour

Event concludes no later than midnight.


Beverage Attendants (Five-hour service)

All beverage services offer one Springfield Township

Beverage Attendant for every 150 guests.

Included in catered receptions package

Refreshment Package (Five-hour service)

Assorted soft drinks, iced tea and lemonade. Includes

disposable beverage ware, napkins, lemon

wedges and sweeteners.

Included in catered receptions package

Do

Open Beer Service

Adds beer service to the Refreshment Package for guests over 21

$5 per guest over 21 (Four-hour service)

$2.50 per guest per each additional 30 minutes

Open Wine Service

Adds wine service to the Open Beer Service Package

$2.50 per guest over 21 (Four-hour service)


Mixed Drinks - Well Service*

Adds mixed drinks using well alcohols to Open Beer Service Package



Guests may upgrade to

premium alcohols for an

additional charge at the

bar.

Mixed Drinks - Premium Service*

Adds mixed drinks using premium alcohols to Open Beer Service Package


$4 per guest per each additional 30 minutes

*Requires purchase of

Open Beer Package

Add any of these Services to The Grove Refreshment Package:

Beverage Service


Other Services

• Complimentary toast for the bridal party is included with the purchase of any alcohol

package.

• Additional toast in plastic champagne glasses are available for purchase.

Cash Bar and Drink Tickets (2019 Anticipated Prices)If you choose not to purchase an open bar package, cash bar and drink ticket options are available:

Beer $4 (Budweiser, Bud Lite, Miller Lite, Corona, Coors Light,

Yuengling, Michelob Ultra)

Wine $5 (Cabernet, Chardonnay, Merlot, Moscato, Pinot Grigio,

White Zinfandel, Sweet Red)

Mixed Drinks - Well $6 (Smirnoff, Gordon’s, Castillo, Grant’s, Jim Beam, Seagram’s

Seven, DeKuyper, La Prima, Fireball)

Mixed Drinks - Premium $7 (Bacardi, Crown Royal, Crown Apple, Dewars, Disarono,

Hennessy, Bulleit, Jack Daniels, Jose Cuervo, Maker’s Mark,

Tanqueray, Captain Morgan and Tito’s)

Includes tonic water, club soda, dry and sweet vermouth, cranberry, pineapple and orange juices, sour

mix, cherries, limes, lemons and olives.

No alcohol on Sundays.

Prices may be subject to change based on market conditions and are guaranteed upon signing of the

beverage contract sixty– days prior to the event. Price quoted includes sales tax. Springfield Township

reserves the right to substitute alternate beverage selections. There is a $500 minimum alcohol purchase

guaranteed at contract signing. Springfield Township reserves the right to control alcohol consumption.

All beverage attendants are TIPS or ServeSafe certified.


A la Carte Rentals

For The TableChargers $1.50 EachGold or Pewter

Chair Covers With Sash $3.50 Per Chair

Chair Sash $2.50 each

Table Runners $2.00 Each $25 delivery charge on

orders of less than $50

Center Pieces $25.00 Each3 cylinder vases with a floating candle in each, placed on a mirror

LINEN RENTALS Catered Receptions

Square or Rectangular Tablecloths Included in plan

Round 120“ Tablecloths (black, white) $20 each upgrade

Napkins Included in plan

Table Skirts (black only) Included in plan

Signature Table Cloths and Napkins By Quote

Prices and selections subject to change. Client agrees to pay for replacement of any

item deemed by the vendor to be lost or destroyed at vendor’s billed cost plus 10%.

Audio Visual80” Movie Screen $50Projector $5022” TV/DVD On Stand $50 per day


UtilityPipe and Drape $50 Per 12’ Section 7’ to 12’ adjustable height and width with black drape

Skirted Stage $50 per 4‘ x 4’ sectionUp to 16’l x 20’w x 2’h

(Or any 4’ x 4‘ configuration - up to 20 stage sections)

Stanchions $10 Each

Lighting PackagesCustom Monogram $175

Pin Lighting Package $400-$500Highlight your centerpieces from

above; 10 tables $400; 20 tables $500

4 Point Ceiling Draping $750

A la Carte Rentals

LINEN RENTALS Catered Receptions

Square or Rectangular Tablecloths Included in plan

Round 120“ Tablecloths (black, white) $20 each upgrade

Napkins Included in plan

Table Skirts (black only) Included in plan

Signature Table Cloths and Napkins By Quote

Prices and selections subject to change. Client agrees to pay for replacement of any

item deemed by the vendor to be lost or destroyed at vendor’s billed cost plus 10%.

Audio Visual80” Movie Screen $50Projector $5022” TV/DVD On Stand $50 per day


The Grove Rental Policies

Requesting a HoldA reservation request or a courtesy hold may be made with the Grove Events Director. A request/hold

will be valid for up to two (2) weeks and does not confirm the date indefinitely. All requests/holds will be

released after two weeks unless an appointment for a signed rental contract and deposit is made. Clients

are responsible for knowing the expiration date of their request/hold.

Reserving the DateAll Grove reservations may be made with the Grove Events Director. A 50% deposit is required at the time

the facility is booked and the rental contract is signed. For reservations less than 60 days prior to the

event, the entire rental fee is due at the time of the reservation.

Payment ScheduleThe balance of the rental fee is due no later than 60 days prior to the event. If the client has not paid

the entire rental fee 60 days prior to the event, a 10% late fee on the remaining balance will apply.

Springfield Township may consider the event cancelled if the full payment is not received within thirty

days prior to the event and will retain all deposits and fees paid.

Rental and other fees may be paid by cash, check, money order or credit card. A 3% processing fee will be

added to all credit card payments.

Clients must be at least 21 years of age and will be required to provide a photo ID (valid driver’s license

or state ID card) at the rental contract signing. Springfield Township may exercise the right to require

a valid credit card number to be used as a security deposit against damages or overtime charges. If

additional charges are required, the total amount will be subject to a 3% processing fee.

Beverage Package TimelineBeverage package order, preliminary guest list (with guests 21 and over highlighted) and a 50% deposit

are required at least 60 days prior to the event. 50% deposit for open bar due at 60 day appointment.

The remaining balance and final guest list (with guests under 21 years highlighted) are due at least 10

days prior to the event. If not received at least 10 days prior to the event, a 10% late fee on the remaining

balance will apply. If order is less than 60 days prior to the event, the entire balance for the beverage

package will be due at the time of order.


Linen Selection TimelineSelection of linen colors for catered events is due no later than 60 days prior to the event.

CancellationClients requesting cancellation of a booked event may request Springfield Township to place their

reserved date up for re-rental. Springfield Township will refund all rental payments received, less a $50

processing fee, if the date is re-rented. The client will be responsible for the full rental payment if the

date cannot be re-rented. Payment of beverage packages, linen, a la carte rentals and set-up fees will be

forfeited for any rental cancelled less than 30 days prior to the event date.

Set-UpCatered reception clients or those rentals requiring special set-ups are required to notify the Grove

Events Director no later than 10 business days prior to the event regarding furniture placement. A final

guest count is needed by this date.

Any equipment required by the client that is not listed must be secured through an outside vendor by

Springfield Township at the client’s expense. If an outside vendor is used, Springfield Township staff

must supervise set-up and tear-down of all equipment. Additional staffing fees may be assessed.


Decorations

For the safety of all parties and to protect The Grove from potential damage, unless approved by the

Grove Events Director in writing, the following decoration guidelines will apply:

• All decorations, signs, etc., must be freestanding. No tape, tacks, nails, staples or

other adhesive or fastening devices may used on walls, doors, windows, ceilings or furniture.

• Unless approved in writing by the Grove Events Director, no ground or hanging signage is

permitted on the outside of The Grove or anywhere on the Springfield Township campus.

• Open flames are prohibited. Candles may be used in enclosed glass or non-flammable holders.

Containers must be higher than the tip of the flame.

• Smoke effects, fog machines, explosives, pyrotechnics, or wish/sky lanterns are NOT permitted.

• Rice, confetti, birdseed, sand, glitter, table scatters, confetti, straw, silly string and aerosol

fun-spray are NOT permitted. Rose and flower petals may not be used on floors.

Unless approved in writing by the Grove Events Director, the client is required to remove all decorations

immediately following the event. Failure to do so may result in additional clean-up fees.

Catered Reception Events

For catered receptions, only those meeting the Township’s approved catering policy may supply meal

service. Clients wishing to select an alternate caterer not on the approved catering list may submit a

request to the Grove Events Director. Provided that an opening is available, caterer meets and agrees to

all terms of the Approved Caterer Policy and is certified by the Township Law Director and Township

Trustees, the Grove Events Director may authorize the use of the alternate caterer.

Please note that the agreement between the approved caterer and Springfield Township

includes a 10% commission on gross food sales paid by the caterer to the Township.

Caterers may or may not choose to pass this charge on to the rental client. If you have any concerns,

please discuss this with your caterer.

The Grove Rental Policies Continued


Clean-up

The client’s caterer is responsible for busing tables following meal service and for the removal of trash.

All non-Springfield Township owned property must be removed from the premises by the end of the

scheduled rental time unless the client or the caterer has received prior written approval from the Grove

Events Director. Failure to adequately clean after the event or remove property as scheduled may result

in additional fees being assessed. Springfield Township is not responsible for decorations or personal

items left behind.

Damages

The client is responsible for all damages, expenses and losses, including theft and property loss, caused

by any person who attends, participates in or provides goods and services connected with the use of the

facility and all tangible property. Costs for any loss or damage to Township property will be assessed to

the client at the appropriate vendor’s billed cost, plus 10%.

The client may also be responsible for additional clean-up fees, which will be assessed on an as-needed

basis based on the vendor’s billed cost, plus 10%, and will be addressed in written form included with the

damage invoice.

Damage or clean-up charges may be billed directly to the client’s credit card with a mandatory 3%

processing fee.

Outside Vendor Deliveries

All deliveries and pick-ups related to the event must be scheduled with the Grove Events Director at least

one week prior to the event. Deliveries or pick-ups may be subject to additional charges to the client.

Smoking

In compliance with state law, smoking is not permitted anywhere in The Grove Banquet Hall facility or

within 50 feet of any entrance.

Photos

Springfield Township reserves the right to use photos and other likenesses from rental events for

advertising and social media purposes.


Notes:____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________ ____________________________________________________________________________________________________________________________________________________________________________________


Testimonials“Thom is great with communicating and flexible with any suggestions. Dance floor is one of the biggest around. Loved everything about this hall from the tables to the linens to the staff. Take a look, you’ll be happy!” “It was great working with Thom and Karen! They both were very accommodating and helpful with suggestions. They paid attention to the details and followed through on our wishes. I am so glad we found The Grove for the wedding reception. It was perfect!”

“AMAZING wedding! Everything I imagined it to be and The Grove was amazing help throughout the night to make sure everything went smoothly! Thank you so much for all the help and support! We will NEVER forget that amazing night!!! ALL of our family and friends said it was one of the best receptions they had been to!! THANKS AGAIN!”

“The Grove Banquet Hall was the perfect venue for our wedding reception. We loved the large dance floor and it comfortably held our 180 guests. They were very flexible with the times we could come and set up, and we’re always offering help and suggestions!”

“The Grove was the perfect place for our wedding! Both Thom and Karen were so easy to work with and were always quick to respond. They have all of their services nicely laid out so you know exactly how much it will cost going into it. They also have a list of preferred caterers, which made that part of the planning process much easier. We had both the ceremony and reception there, with about 150 guests, and it was beautiful! We had many out of town guests and they appreciated having it all in one place. We got married just when the leaves were turning, so the grounds also made for some great photos. Thank you so much for making it such an amazing day!”

“Thom and Karen are amazing - we really can’t say enough about them. They made our day go so smoothly - it was as perfect as a wedding could be. We would highly recommend them to other couples in the Cincinnati area.”

“Truly amazing! Lots of parking, easy to find. You can really make this place your own! Thom and Karen are really easy to work with and the place looked great!”

Photo by White Lotus Studios

grove events coordinator groveventcenterorg

Documents