Wedding Guidelines
Welcome to the Lynnwood Event Center! We look forward to helping you plan your wedding.
To deliver the kind of successful event you and your attendees expect, a smooth, well-coordinated relationship between our staff and your planning team is needed. To help establish this relationship, we have prepared this guide.
If you have questions about any of the information, please contact your Event Manager at your convenience.
Your Event Manager
When your event is definite with a signed contract and deposit, an Event Manager is assigned to work with you and your wedding planner from initial planning through move-out. Your Event Manager is your principal source of information during the planning process and a valuable “right hand” once you arrive on-site. He or she answers your questions and conveys information to our team members. Communication with your Event Manager assures your event is well-planned and effortlessly executed.
Timeline for Planning Your Wedding
Sixty to Forty-five Days Prior
You should provide your Event Manager with information for room(s) set and schedule. This is also the time to finalize your food and beverage selections. If there is a bar during your event, your decision on what type of bar, full, or beer and wine only, and the payment type for your bar, hosted or cash, should be decided at this time.
Forty-Five days prior
Please submit your Certificate of Insurance in accordance with Article 6.A of your License Agreement. If you would like the Lynnwood Event Center to secure insurance for you, now is the time to discuss your options with your Event Manager.
Five days prior
Your Event Manager will provide you with your Final Confirmation. The Final Confirmation shows all the details of your event and includes orders for food and beverage, audio visual, room set, and other details. Read through your Final Confirmation information carefully and let your Event Manager know of any changes, and then sign the document and send it back to your Event Manager. The Final Confirmation will show your remaining balance. This balance amount must be paid at least three (3) days before your wedding.
Three days prior
The balance owed per the provided Final Confirmation estimate must be received. At this time, you also need to provide your Final Guarantee (the total number of people who will be receiving food). If you are having a plated meal with two or more entrées, please specify the count for each entrée. Once determined, the final guarantee is not subject to decrease. If an increase is requested by the client after the guarantee has been submitted, and the Event Center can accommodate, a 25% overage fee will be added to any additional entrées.
Final payment
The final payment for all food and beverage and all other ancillary goods and services remaining due upon the conclusion of your wedding is due within thirty days of invoicing.
Day Of Event Information
Audio Visual Equipment
The Lynnwood Event Center can provide much of your Audio Visual needs. Equipment like laptops, screens, projectors, microphones, speakers, and up-lighting, can be secured through your Event Manager. All event rooms/combined rooms are connected to the built-in sound system and include (1) complimentary wired microphone with the room rental. Please visit Offbeat Audio/Visual for more details.
Banners
Banners may not be affixed to the facility or suspended to any surfaces in the Event Center without prior review and approval. As ladders are only available for the Event Center staff, if you require your banner to be hung on pipe and drape, from the ceiling, or from an outside pole, there will be an additional cost associated with that service.
Pins and tacks to hang banners can only be used in the blue corkboards sections inside the event rooms. Banners may not be hung on walls or on windows with adhesives.
Decorations
The Lynnwood Event Center knows that the right décor is an integral part of your wedding. As the LEC does not provide décor, we encourage you to bring décor for your event or to secure rented equipment from an outside company. Assembly and set-up of your décor is your responsibility. If you need assistance with centerpieces or placing materials throughout your event space please let your Event Manager know. The Event Center staff may be able to assist, although there may be a fee for this assistance depending on the amount of assembly and/or set-up required.
The following décor items are permitted:
- Latex Balloons: If balloons escape into the ceiling, a removal fee will be charged.
- Candles: Candles must be placed inside a vase or within a hurricane cover. The top of the candlewick must be at least 1 inch below the top of the vase or hurricane.
- Centerpieces Materials: including flowers, feathers, picture frames, chargers, bottles, etc.
- Specialty Linen
The following décor items are prohibited:
- Mylar Balloons
- Fire/Free Standing Candles
- Glitter/Confetti
- Pop-up Tents/Free standing structures with ceilings
- Dirt
- Hay
- Chalk
- Smoke/Haze Machines
Decorations coming from an outside company must arrive and be removed within your contracted event time. If you require rigging of materials for your décor, you must use an outside vendor and your Event Manager can assist you with finding a vendor. This does not apply to services and décor ordered through the Event Center.
Event Signage
Your event space will be listed on signage on the marquee outside, at the front door and throughout the building on wall mounted monitors. If your event space encompasses several rooms, the Event Center can provide 8.5”x11” signage that is specific for each room. Let your Event Manager know what specific language you would like for each type of signage.
Hotel Room Block
There are many local hotels that provide room blocks to events at the Event Center. Our Sales Team can assist you with securing room blocks for your wedding guest. If you decide later in the planning process that you need hotel assistance, send your Event Manager a request and they can assist you.
Internet Connection
We offer complimentary Wi-Fi throughout the building under the connection “Lynnwood Event Center” and the password “ilovelynnwood”. If you require a hard-line connection or a Static IP, this can be secured for you through your Event Manager.
Menu Selection
The Lynnwood Event Center is the exclusive food and beverage provider for the venue. Outside food and beverage is prohibited.
The Event Center offers a wide assortment of menu selections and options sure to satisfy any pallet. Your Event Managers can also assist in custom, themed or ethnic cuisine elements for any event.
Power
The Upper Concourse, Lower Concourse, Rooms 1DEF and Rooms 2DE require special adapters for electrical power. For event space, rental comes with one complimentary adapter per room. If you require additional adapters throughout the room, there is an additional fee. Let your Event Manager know how many adapters you need as well as the location of those adapters.
Room Sets & Changeovers
We provide your initial room set-up and overnight conversions at no charge. Any additional room set changes will be subject to a fee.
Security
For weddings we require security guards to be present. Security is included in our Wedding Packages but would be an additional cost if you decide not to do the Wedding Packages.
The Lynnwood Event Center is protected by a security system, which includes video monitoring systems placed throughout the event spaces, lobbies, and the building exterior.
Special Equipment
Much of our equipment inventory is provided for your use at no charge. This includes tables, conference chairs, risers, chalkboards, and lecterns. However, there are some things considered to be “special equipment”, and there are charges for their use (please view our Wedding Packages to see what is included).
If you need additional equipment, your Event Manager can provide you with the Event Center equipment inventory list. This list represents our entire inventory and is kept as current as possible. Please understand that if your event runs concurrent with one or more events, first priority for available equipment will be given to the group which provides their Event Manager with their requirements first.
Day Of Event Information
Alcoholic Beverage Service
The Washington State Liquor Control Board (WSLCB) regulates alcoholic beverages and service. As the holder of the alcoholic beverage license for the Lynnwood Event Center, we are responsible for the administration of these regulations within the facility. Accordingly, we reserve the right to refuse alcohol service to intoxicated or underage persons. No outside alcohol is permitted inside the building. The Event Center staff reserves the right to stop your event if outside alcohol is confiscated.
Building Damage
Any event-related damage to the building or its facilities beyond normal wear and tear is your responsibility. This includes damage caused by your attendees and vendors. When appropriate, the Event Manager will contact you to plan to visually inspect the facilities before and after the event. If damage has occurred related to the activities of the event, the cost of repair will be added to the final invoice or billed separately.
Door Locks
Keys for leased areas can be issued at no charge upon request on the effective date of the license agreement and must be returned upon the conclusion of the event. A $150 charge for each key not returned by the expiration of the license agreement will be added to the final invoice. Alternatively, event rooms can be locked and unlocked upon request by the Event Center staff. Please work with the Event Manager to coordinate.
Excess Food
The Event Center adheres to state and local health guidelines which dictate that food items may not be taken off the premises. Accordingly, all food and beverage prepared and provided by the Event Center must be consumed during the specific event and may not be taken off property.
Housekeeping / Cleanliness
The Event Center will maintain all common lobbies and meeting rooms. You are responsible for cleaning up your materials and décor. Additional housekeeping costs may be incurred for extraordinary cleaning requirements.
Loading and Unloading
There is a loading/unloading area for each floor of our building. If your event is on the first floor you can load/unload through the lower front doors. The driveway to the lower level can be found immediately following the turn off the main roads. Be sure to let your Event Manager know when you will be loading/unloading as there is a gate restricting this driveway for general attendees. If your event is on the second floor, there is a loading dock located on the north side of the building. Loading Bay 3 has a roll door and is the most convenient option for smaller load-ins.
Move Out Times
Clients and all associated vendors must vacate the Event Center by the end time listed on License Agreement. Failure to do so may incur additional charges.
Parking
There are 400 complimentary parking spaces within Event Plaza for Lynnwood Event Center attendees. All parking is located on an open-air surface lot without height restrictions. Parking is on a first-come, first-served basis and spaces cannot be guaranteed. Additional overflow parking is located across 36th Ave W at Alderwood Community Church and may be available for your event. The Event Plaza is not patrolled by security personnel so guests are advised not to leave valuables unattended in their vehicles.
