Policies and Procedures
AUDIO/VISUAL: Complete Audio/Visual equipment and services are available for rent. Please ask to see the list for the items you can rent for your event.
AVAILABILITY: Daytime and evening events may be scheduled between 8:00am- 11:30pm. Hours may be subject to flexibility. Access to your function room prior to the scheduled event for room set up is subject to availability. Patrons agree to vacate the facilities at the contracted closing time. In the event that the facilities are occupied prior to the agreed opening or past the agreed closing time, the client may incur additional charges.
CANCELLATIONS: All deposits are non-refundable. Events that are cancelled within thirty days of the event will be charged the 100% estimated food and beverage costs only using the original number of guests provided in addition to the cost of the room, applicable taxes and service charges. The room rental and guest services fee are non refundable.
DECORATIONS: All decorations need to meet with the approval of the Stadium Event Manager and Stadium Director. The Stadium will not permit the affixing of anything to the walls, floors, or ceiling with nails, staples, tape or any other substance unless approval is given by the Stadium Event Manager. No open flames or smoke machines are allowed.
DEPOSIT: A deposit will be required in order to make the reservation confirmed and definite. The deposit is the contracted room rental and guest services fee, for said room being rented. The initial deposit is due with the signed booking form. Payment terms will be outlined in the correspondence and/or booking form. The deposit is non- refundable.
FOOD AND BEVERAGE: All food and beverage must be purchased through our catering company, Levy Restaurants. Due to health regulations, no outside food and beverage may be brought into the facilities. Additionally, no leftover food or beverage may be taken from the premises.
FOOD AND BEVERAGE GUARANTEE: A final guarantee of guests attending the function is required seven business days prior to the event start day. Guests will be charged the guarantee or the number served, whichever is greater. Final payment/deposit is also due seven business days prior to the function date at the very latest with any discrepancies handled upon conclusion of event.
GENERAL INFORMATION: Rio Tinto Stadium maintains a smoke-free environment. Possession of illegal drugs is prohibited on the premises. Guns and concealed weapons are strictly prohibited. Smoking is only allowed across from the stadium in the west parking lot.
GUEST SERVICES FEE: All rooms require set-up, takedown and custodial/janitorial services, the guest services fee covers these costs. This fee is non-refundable and is part of the overall deposit and is a hard cost. There will also be an additional clean up fee assessed should janitorial services be needed to clean up the room over and above normal event clean-up. This includes but is not limited to, vomit, glitter, confetti, etc. and is at the discretion of the Stadium Event Manager.
LINEN: Black or White 90x90 tablecloths and napkins are the standard for all food functions. Should an alternate color of linen be desired, the Stadium Event Manager and Levy Restaurants Catering Manager will be happy to assist to your needs. All linens are an additional cost and are requested and provided by Levy Restaurants.
PROPERTY DAMAGES AND LOSSES: Abuse and/or misuse of Rio Tinto Stadium property and equipment are unacceptable. The responsible party hosting the event will be financially responsible for reimbursing Rio Tinto Stadium for any damages to the premises by attendees or persons attending the event.
SECURITY: Rio Tinto Stadium shall not assume responsibility for the damage or loss of any merchandise or articles left in the facilities prior to or following the event. The Stadium requires security officers for all events. We require 1 security guard / 50 people and at a minimum we require 2 security guards for all events when alcohol is served. The $25 Security fee for each guard will be charged for any events prior to 8am or after normal business hours of 8pm during the week. Security is required 30- 60 minutes prior to and for the duration of events held on the weekends. The security fee will be billed post event.
SHIPPING: To ensure your important packages are handled properly, we suggest you ship them no more than two (2) days prior to your scheduled event. Please have all packages clearly labeled as follows:
Name of Company
Name of Event
Date(s) of Your Event
Attention to Guest
Address of the Stadium
SPECIAL SERVICES: Should you require Entertainment, Floral Arrangements, Photographers, Balloons, Ice Carvings or anything else to enhance your event, recommendations are available through the Stadium Event Manager.