Home > Weddings > Wedding Guidelines

Wedding Guidelines

Welcome to the Lynnwood Convention 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. In helping establish just this kind of 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


This individual 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 (60) to Forty-five (45) days prior to your event, 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.

Thirty (30) days prior to your event please submit your Certificate of Insurance in accordance with Article 6.A of your License Agreement. If you would like the Lynnwood Convention Center to secure insurance for you, now is the time to discuss your options with your Event Manager.

Five (5) days prior to your wedding your Event Manager will provide you with your Final Confirmation. The Final Confirmation shows all the details of your
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 (3) days prior to your wedding, 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 entrees, 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 Convention Center can accommodate, a 25% overage fee will be added to any additional entrees.

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 (30) days of invoicing.


IMPORTANT PLANNING INFORMATION


Decorations
The Lynnwood Convention Center knows that the right décor is an integral part of your wedding. As the LCC 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 decor is your responsibility. If you need assistance with centerpieces or placing materials throughout your event space let your Event Manager know. The Convention Center staff may be able to assist, although there may be a fee this assistance depending on the amount of assembly and/or set-up.

The following decor 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

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.

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 Convention 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.

Banners
Banners may not be affixed to the facility or suspended to any surfaces in the Convention Center without prior review and approval. As ladders are only available for the Convention 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.

Menu Selection
The Lynnwood Convention Center is the exclusive food and beverage provider. Outside food and beverage is prohibited.

The Convention Center offers a wide assortment of menu selections and options sure to satisfy any pallet. Event Managers can also assist in custom, themed or ethnic cuisine elements for any event.

Audio Visual Equipment
LCC 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 are connected to the built-in sound system and include (1) complimentary wired microphone with the event room or combined rooms.

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.

Special Equipment
Nearly all 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.
If you need additional equipment, your Event Manager can provide you with the Convention 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.

Room Sets & Changeovers
We provide your initial room set-up and overnight conversions at no charge. We can provide daytime set conversions at no charge depending upon the advance notice given for the change and the time need to perform the change. However, you will be charged for labor costs for any changes during the day if we were not informed in advance so we could plan for them.

Internet Connection
We offer complimentary Wi-Fi throughout the building under the connection “LCC Free”. If you require a hard-line connection or a Static IP, this can be secured for you through your Event Manager.

Security
For many social event we require security guards to be present. The Lynnwood Convention Center can provide those security guards at cost or you may secure a security subcontractor. If you decide to go with a subcontractor, please provide your Event Manager contact information for the company along with the dates and hours they will be onsite.

The Lynnwood Convention Center is protected by a security system, which includes video monitoring systems placed throughout the event spaces, lobbies, and the building exterior.

Coat Check
We can provide a complimentary self-service area where coat racks are set in open un-staffed areas. If you would like a manned coat check, an attendant can be secured with an additional fee.

DAY OF EVENT INFORMATION


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.

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 Convention Center staff. Please work with the Event Manager to coordinate.

Parking
There are 400 complimentary parking spaces within Convention Plaza for the Lynnwood Convention 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. A limited number of reserved spaces may be available upon request. Additional overflow parking is located across 36th Ave W at Alderwood Community Church and may be available for your event. The Convention Plaza is not patrolled by security personnel; guests are advised not to leave valuables unattended in their vehicles.

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 Convention 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 (except for wine within certain parameters including written authorization by the Lynnwood Convention Center). The Convention Center staff reserves the right to stop your event if an excess amount of outside alcohol is confiscated.

Excess Food
The Convention 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 Convention Center must be consumed during the specific event and may not be taken off property.

Housekeeping / Cleanliness
The Convention 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.

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 up
of
Back to
Top
< Back
X