OMAHA EVENT GROUP TERMS AND CONDITIONS

 effective 5/13/2025

Event Planning Process:

  • Licensor 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 “Event Portal” or “portal”. You have a full view of your event plans and communications in the portal. This is the one source of truth for your event.

  • A document called the BEO (Banquet Event Order) is generated in the portal. This is the “bible” for your event and reflects everything that the Licensor will provide and everything the Licensee must pay for, regarding the event. Licensee will be asked to sign the BEO once it is finalized. A signature on the BEO is an acknowledgement that the Licensee and Licensor are on the same page about all aspects of the event. Licensor is not responsible for anything that is not documented on the signed BEO.

  • Once proposal is signed and booking fee has been paid, the event planning process will commence. Licensee 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 BEO. At each meeting, a payment will be due toward the balance on the event.

    • 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, final changes to the BEO will be documented and a signature on the BEO will be collected from the Licensee.

Payments:

  • 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 bar spend, 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.

  • Payments can be made via credit card (3% credit card processing fee applies), ACH and 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 the Licensee signed at the time of booking.

  • Late payments incur a daily compounded 10% fee, which will begin accruing at three days past due.

service charges, fees and taxes:

  • A 3% credit card processing fee is applied to all items in the BEO, including sales & restaurant tax, if Licensee opts to pay by credit card.

  • A 20% operations fee is applied on all items in the BEO, except Nebraska sales tax, the City of Omaha restaurant tax and our credit card processing fee.

  • 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.

 

Minimum Bar Spend:

  • Minimum bar spend applies to beverages. In most cases, adding a bar package will easily cover the required minimum bar spend.

  • Unspent amounts will be billed to Licensee with applicable service charges and taxes at the end of the event.

  • This amount excludes labor, service charges, catering, polishes and taxes.

 

Venue Access:

  • Standard rental hours: 9:00 AM setup, event end by 11:00 PM, tear down must be complete by midnight.

  • Requests for event set up or tear down time outside of these hours will be billed at $250/hour.

  • 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.

  • Early set ups are available upon request, but require signature of an early set up waiver.

  • Licensor reserves the right to tour future clients on event days until one hour prior to the event time listed in the Portal.

  • Licensor reserves the right to make aesthetic changes and repairs to the Venue as needed to maintain the facility and ensure it’s long-term success. In such cases, the Licensor will keep the Licensee updated on the progress of any changes and ensure such changes have minimal impact on the event.

 

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 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:

  • Licensor provides exclusive beverage services; outside beverages including alcoholic beverages are strictly prohibited.

  • Licensor provides one bartender per every 100 guests.

  • No cash bars.

  • Non-Alcoholic options are included in bar packages.

  • The entire guest count - including vendors and children - 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:

  • Licensee can use a caterer from our preferred caterer list for dinner service, or select a licensed caterer that is not on our list.

  • Use of a preferred caterer gives the Licensee access to complimentary place settings & silverware.

  • Use of an outside caterer (one that is not on our preferred caterer list) requires the following: approval by venue ownership, must be licensed and insured, and payment of a $5,000 kitchen buy-out fee. Additionally, no place settings are included when an outside caterer is used.

 

Cleaning and Damages:

  • $500 mandatory cleaning fee per venue; this covers cleaning and repairs due to normal wear and tear of the venue.

  • Additional charges apply for damages or cleaning in excess of $500. Licensee will be notified within five days of the event if damages exceed $500. Damages in excess of $500 will automatically be charged to Licensee’s credit card on file up to 90 days after the Rental Dates.

  • If Licensee and/or Licensee's guests become sick, security will escort that individual out of the facility to protect the health and safety of other guests. If Licensee and/or Licensee's guests have 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 Licensee via the credit card on file within five days of the event.

 

Safety & Security:

  • Licensor will provide required security personnel.

  • The guest count on the event will determine the number of security staff required. Licensor 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.

  • Licensor 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 Licensee’s expense.

 

Audio/Visual & Decor:

  • Use of in-house AV equipment may incur additional fees.

  • Hanging or extensive decoration must be approved by Licensor at the third planning meeting and may incur additional fees.

  • Events at the Omaha Design Center, Garden Room and Leo Ballroom require outsourced A/V sound support provided by a DJ, Band or A/V company.

Prohibited Items/Activities:

  • Smoking and vaping

  • Confetti, glitter, popcorn, indoor bubbles

  • Sparklers/fireworks (only allowed outside)

  • 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 the BEO is signed at 14 days out from the event, no further changes can be made to the event.

Image Release:

  • Licensor 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 Licensee or their guests

    • Any photos found on social media, blogs, review sites, etc. posted by Licensee and/or their guests.

  • Licensee gives permission to the Licensor 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 Licensor venues.

  • Any resulting images and video can be made available to Licensee upon written request to Licensor.

 

Compliance with Laws:

  • The Licensee agrees to comply with all local, state, and federal laws and ordinances, as well as any rules or regulations set forth by the Venue.

  • Licensee is responsible for guest/vendor behavior, venue damages, and fines.

 

Military Deployment:

  • If the Licensee 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 Licensee 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 Licensee.

  • 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.

Privacy Policy:

  • Please visit the following webpage to review our privacy policy: https://www.omahaeventgroup.com/privacy-policy

Changes to Terms:

  • Licensor 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 Licensee 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.