OMAHA EVENT GROUP TERMS AND CONDITIONS
Effective 9/30/2025
Client: Whomever signs the documentation securing the event
Event Planner: Omaha Event Group
Event Planning Process:
Once the Proposal is signed and date reservation fee has been paid, the event planning process will commence. Client will be introduced via email to an Event Manager and will be asked to set up a series of three planning meetings that will culminate in the creation of a finalized document termed the Banquet Event Order (BEO). At each meeting, a payment will be due toward the balance as follows:
The first meeting occurs six to eight months out from the event.
The second meeting occurs three months out from the event.
The third and final meeting occurs one month prior to the event. During this meeting, a final guest count will be locked in and final changes to the BEO will be documented. A signature on the BEO will be collected from the Client no later than 14 days out from the event.
Event Planner uses event management software to organize all aspects of your event, from customer communications, to event details and timelines, to finances. We call this the “Triple Seat Event Portal” or “Portal”. You have a full description of your event plans and communications in the Portal. This is the one source of truth for your event.
The BEO is generated in the Portal. The BEO reflects everything that the Event Planner will provide and Client’s exact costs, expenses, charges, and fees regarding the event. Client will be asked to sign the BEO once it is finalized acknowledging a Final Agreement between the parties regarding all aspects of the event. Event Planner is not responsible for anything that is not documented on the signed BEO.
Whomever signs the final BEO is the final decision-maker on day of event. The signer must also be the named insured on one-day event insurance.
Miscellaneous Fees, Charges, and Taxes:
Date Reservation Fee: A non-refundable fee which must be paid to secure the event date.
Additional Expenses on the BEO: cleaning fee, security fee, minimum beverage spend/bar package, sales tax, local restaurant tax, 20% operations fee, and a 3% credit card processing fee (only on payments using that method). Final guest count adjustments allowed up to 14 days prior.
A 3% credit card processing fee is applied to all items in the BEO, including sales & restaurant tax, if Client opts to pay by credit card.
A 20% operations fee is applied on all items in the BEO, except catering, Nebraska sales tax, the City of Omaha restaurant tax and our credit card processing fee.
A 20% catering service fee is applied to total food amount from preferred caterers and paid directly to Omaha Event Group, with the exception of Attitude on Food. If using Attitude on Food, all service fees will be paid directly to Attitude on Food.
A 7% Nebraska sales tax, as mandated by the state of Nebraska, is applied to all food and beverage items in the BEO.
A 2.5% City of Omaha restaurant tax, as mandated by the City of Omaha, is applied to all food and beverage items in the BEO.
Payments:
Payments can be made via credit card (3% credit card processing fee applies), ACH or check. If using a check, make it payable to Omaha Design Center LLC and mail to 1502 Cuming St. Omaha, NE 68102.
Payments are due at the time of each planning meeting, with the exception of the final payment, which is due 14 days before the event. The payment schedule is detailed in the “Venue Rental Proposal & Contract” in the portal, which Client signed at the time of booking.
Late payments incur a daily compounded 10% fee, which will begin accruing at three days past due.
Minimum Beverage Spend:
Minimum beverage spend applies to beverages. In most cases, adding a bar package will easily cover the required minimum beverage spend.
Unspent amounts will be billed to Client with applicable service charges and taxes at the end of the event.
This amount excludes labor, service charges, catering, non-bar polishes and taxes.
Venue Access:
Standard rental hours on day of event: 9:00 AM setup, event ends by 11:00 PM, tear down must be complete by midnight.
Early access on day of event is no earlier than 8:00 AM and will be billed at $250 per hour and approval is contingent upon staff availability.
Requests for early event set up outside of day of event hours will be billed at $250/hour and approval is contingent upon staff availability. Early set ups also require signature of an early set up waiver.
Rehearsals are available upon request, depending on date and staffing availability. Rehearsals can only be booked two weeks prior to the event and are scheduled for one hour at a rate of $500.
Events occurring on weekdays at Leo Ballroom can start no earlier than 4:30 PM due to the building being a shared space. Client décor cannot be set in the shared space of the building until 4:00 PM.
Bridal Suite Policy:
Omaha Event Group is not responsible for any items that are lost, damaged, or left behind in the suite, regardless of cause.
If any items are left behind at the end of your event:
Client will have 48 hours to retrieve them.
After 48 hours, unclaimed items may be discarded or donated.
Client is responsible for any persons allowed access to this room during the event. Please secure all belongings and do not leave valuables unattended.
Absolutely no outside alcohol can be brought in under our liquor license. Doing so will result in a $1,000 fine.
Date Changes/Cancellations:
No date changes allowed.
In the event of cancellation, any amounts that have been paid are non-refundable.
For outdoor weddings at Turner Park (Empire Room): Cancellations within 180 days of the event will trigger an additional $500 fee to move indoors.
FOR CORPORATE CLIENTS ONLY: Full payment of the event invoice balance (as shown in the portal) will be due in the event a cancellation occurs 180 days or less, prior to the event. Corporate clients are designated as such in the event portal. This policy does not apply to weddings or non-profit events.
Bar & Beverage:
Event Planner provides exclusive beverage services; outside beverages including alcoholic beverages are strictly prohibited.
Event Planner provides one bartender per every 125 guests.
No full-event cash bars. Clients are required to make purchases toward required minimum beverage spend. Once that spend has been exhausted, the bar can convert to cash basis.
Non-Alcoholic options are included in bar packages.
The full seated guest count - including vendors and children over age two - is included in the calculation for a bar package total.
We require ID for guests over 21 to drink alcoholic beverages.
We reserve the right to refuse bar service for anyone who appears intoxicated. This determination is at the bartender’s discretion.
Catering:
Client can use a caterer from our preferred caterer list for dinner service, or select a Nebraska licensed non-contract caterer that is not on our list.
Use of a preferred caterer gives the Client access to complimentary place settings & silverware.
Use of a non-contract caterer (one that is not on our preferred caterer list) requires the following: approval by venue ownership, must be licensed and insured in the state of Nebraska, and payment of a $5,000 non-contract caterer fee. Additionally, no place settings are included when an non-contract caterer is used.
Cleaning and Damages:
A $500 mandatory cleaning fee is charged per venue, per event.
Additional charges apply for damages or cleaning in excess of $500. Client will be notified within five days of the event if damages exceed $500. Damages in excess of $500 will automatically be charged to Client’s credit card on file up to 90 days after the event date.
If Client and/or Client’s guest becomes sick, security will escort that individual out of the facility to protect the health and safety of other guests. If Client and/or Client's guest has bodily fluids exposed to the public and/or onto the assets of the facility, an automatic $250 charge for every incident of exposure will be charged directly to Client via the credit card on file within five days of the event.
Safety & Security:
Event Planner will provide required security personnel.
The guest count on the event will determine the number of security staff required. Event Planner typically requires one security staff member for every 250 guests.
Events at the Leo Ballroom automatically require two security officers due to the layout of the venue.
Event Planner reserves the right to add additional security to the BEO depending on the risk level of the event and risks in the external environment. Weddings and corporate events are typically considered low risk events and require one security officer for every 250 guests. If additional security is required, this will be added at the Client’s expense.
Audio/Visual & Decor:
Use of in-house AV equipment may incur additional fees. Refer to the polish menu for pricing and availability.
Hanging or extensive decoration must be approved by Event Planner at the third planning meeting and may incur additional fees.
All events require outsourced A/V sound support provided by a DJ, Band or A/V company.
Prohibited Items/Activities:
Any violations with prohibited items or activities will result in a $1,000 fine per violation to be charged to the credit card on file within five business days of the event.
Outside alcohol
Smoking, vaping or illegal substances
Confetti, glitter, indoor bubbles
Sparklers/fireworks
Guns/weapons
Unattended children
Open flames (candles must be in votives or glass containers)
Communication & Approvals:
All agreements, approvals, and payments are managed through the Tripleseat Event Portal, also referred to as the “portal” or “event portal”.
Once BEO is signed at 14 days out from the event, no further changes can be made to the event.
Image Release:
Event Planner reserves the right to use all professional and private images taken within the Venue during events. This includes photos taken by:
Professional hired photographers
Personal photos from Client or their guests
Any photos found on social media, blogs, review sites, etc. posted by Client and/or their guests.
Client gives permission to the Event Planner to take photos and video of event and guests while using the venue.
Resulting photos and video footage may be used for future marketing and promotion of Event Planner venues.
Any resulting images and video can be made available to Client upon written request to Event Planner.
Compliance with Laws:
The Client agrees to comply with all local, state, and federal laws.
Military Deployment:
If the Client or an immediate family member (spouse, child, or legal guardian) is involuntarily deployed for active military duty outside a 100-mile radius of the Venue, the Client may request cancellation by providing written notice and official military orders within ten (10) business days of receiving the orders.
In such cases, prepaid amounts are non-refundable but may be credited toward a rescheduled Event within twelve (12) months of the original date, subject to availability.
Any price increases at the time of rescheduling would be the responsibility of the Client.
If rescheduling is not elected, all payments made are forfeited.
This policy does not apply to voluntary relocations, extensions of service, or deployments affecting guests.
Changes to Terms:
Event Planner reserves the right to update its Terms & Conditions from time to time to reflect operational, legal, or policy changes.
Notice of material changes will be provided to the Client via email or through the online portal 14 days prior to going into effect.
Continued use of Venue services or failure to cancel the event after such notice shall constitute acceptance of the updated Terms & Conditions.
Privacy Policy:
Please visit the following webpage to review our privacy policy: https://www.omahaeventgroup.com/privacy-policy