We understand that planning a wedding can be a challenging endeavor. To better assist you during the planning process, we’ve provided answers to many common questions. Of course, we’re always happy to answer your questions directly. Just contact us.
For your convenience, our most common customer questions are answered right here.
Not finding what you want? Reach out directly through our Contact Us page.
Who will be handling my event?
Arrangements for all events will be handled by our Venue Coordinator who will help you with all the details throughout the planning process.
Where can I contact the Venue Coordinator?
The Garden Ballroom in the historic Olde Town Square building
301 3rd Street NW Suite 353
Winter Haven, Florida 33881
What are the office hours?
Tuesday to Friday from 11:00 AM to 5:00 PM
Saturday from 11:00 AM to 4:00 PM
Sunday and Monday our office is CLOSED
Appointments also available, please call (863) 293-5565 for scheduling.
What are the event hour restrictions?
You can hold your event any day of the week.
For availability and times, please call (863) 293-5565
How far in advance should we reserve a date for our event?
Dates are locked in once a deposit is set and the venue contract is signed. If a date is available, any party can reserve it. However, keep in mind that many events are booked well in advance and The Garden Ballroom does not save dates without a deposit and signed contract. (9-16 months is the general rule).
How do I reserve a date?
Once you have decided on what package is best for you, you will need to leave a deposit and a signed agreement with the Venue Coordinator. The date will be blocked for your event. We do not place tentative holds.
Is the deposit refundable?
The Deposit that is given once the contract is signed locks in your date. The refundable portion for incidentals is returned 4-6 weeks after your event, as long as there are no outstanding balances or any loss or damage to the property.
What is the deposit to book a wedding or event?
Events have a minimum $500.00 deposit, but it could be up to 20% of the event depending on the package.
When booking the event the deposit can be in Cash, Personal Check, Money Order or Cashier’s Check.
(Note: rates are subject to date, space, and time rental.)
What is the payment schedule?
After the initial deposit that is due with the contract, the payment will be set up in two to three installments after the deposit.
Remaining Balance Thirty (30) days prior to the Event’s Date
Additional Guests or Upgrades can be added the latest Three (3) weeks prior to the Event’s Date
What is the Cancellation Policy?
If a client decides to cancel the event under any circumstance they must first provide us with a written statement explaining why they need to cancel the event. The penalty for cancellation will be depending on when you booked as well as the time frame you are within the contract. It could be 50%-100% of the total amount that the client will be responsible for. The initial deposit is non-refundable.
Can I reschedule or change the date after I have booked my event?
If a client decides to reschedule the event date under any circumstance they must first provide us with a written statement explaining why they need to change the date of the event. The penalty for cancellation will be depending on when you booked as well as the time frame you are within the contract. It could be 20% of the total amount that the client will have to pay in order to book the new date and open the one they had reserved.
Note: Fees are subject to change depending on the contract and the time the event was booked.
Can I decrease the number of guests?
Unfortunately, a decrease in guests will be allowed. The client must provide us a guaranteed number of guests no later than three (3) weeks prior to the event. There are no refunds if fewer guests arrive than the guaranteed number.
When are my final guests count due?
The final guests count is due three (3) weeks before the event.
May I set up the day before my event?
Only if the venue is available for that date. Have in mind that an event can even be booked a day or two in advance. Please contact the Venue Coordinator at (863) 293-5565 prior to making any set up arrangements to find out about availability.
May I hold my rehearsal the day before my event?
Rehearsals MUST be booked with the Venue Coordinator thirty (30) days before your event date. Any rehearsal after 5:00 PM will incur an additional $50.00 per hour. If you are planning a Rehearsal Dinner, please contact the Venue Coordinator at (863) 293-5565 to make proper arrangements.
What decor restrictions exist indoors?
Before purchasing any DIY decor, please consult the Venue Coordinator at (863) 293-5565
We ask you to please avoid the following when decorating: sand, open flame candles, fireworks or sparklers, glitter, confetti, bubbles, silly string, crayons, markers, colored pencils.
Fog machine use is not allowed on the premises.
Nothing may be affixed to the walls, floors, fixtures, or ceiling via staples, glue, tape, nails, screws, or command strips.
What decor restrictions exist outdoors?
Before purchasing any DIY decor, please consult the Venue Coordinator at (863) 293-5565
We ask you to please avoid using flower petals of ANY kind, confetti, silly string, glitter, rice, seeds.
Please notify the Venue Coordinator if you are planning the use of sparklers.
Nothing may be affixed to the walls, floors or Garden Fixtures via staples, glue, tape, nails, screws, or command strips. Do not put any decor in the water features including, but not limited to floating candles or flowers.
Do you offer Linens?
The Garden Ballroom has several linen packages in-house with a large variety of selections. Please consult our Venue Coordinator for pricing at (863) 293-5565.
Do you offer Chiavari Chairs?
They are not included in the package, but you can upgrade them at a charge of $5.50 per chair plus tax, and Delivery Fee. Please consult our Venue Coordinator at (863) 293-5565.
We have party favors and sign in table decor to set up. When can we do this?
With our packages, 8 hours is allotted in your total rental. Your decor must be set up within your rental hours unless items are provided by the venue. One week prior to the event, the Venue Coordinator will contact you about set-up arrangements. Consult the Venue Coordinator at (863) 293-5565 prior to making any set up arrangements to find out about availability.
Are we allowed to provide candles (tea lights, floating candles) for the tables? If so, are there any sorts of restrictions or preferred types?
The only flame candles permitted are floating candles and must be rented through us. Only LED Flameless Battery Operated Candles are permitted otherwise. Consult the Venue Coordinator at (863) 293-5565.
Vendors and Services
Do you have a Vendor List?
Yes. The Garden Ballroom can provide you with a list of preferred vendors. These vendors are all approved, licensed and insured, have worked with us before, and know the policies and rules of the venue. Contact the Venue Coordinator at (863) 293-5565 to receive a copy of the Vendor List.
What is your policy on Outside Vendors?
We allow vendors that are not on our preferred list, however, they must provide any licensing and insurance required in the State of Florida. No exceptions will be made. If a hired vendor does not provide such documentation, they will not be allowed on the premises the day of the event. All approved vendors not on our preferred vendor list will incur a $25.00 Outside Vendor Fee to the client that will be added to their outstanding balance.
Food & Beverage
Can I bring my own Liquor?
All alcoholic beverages, including beer, wine, and champagne must be served by our preferred bartender due to legal restrictions of the County.
Can I bring my own Food?
We highly recommend having your event catered due to the overwhelming amount of details involved such as serving, plating, ensuring guests receive proper portions, clean up and so forth.
You are allowed to bring your own food, however, you MUST attain the venue Server Package and may have to sign a waiver to ensure the venue is not liable for any instances that may occur from non-catered food.
Do you have a kitchen on site?
We have a Catering Prep area that consists of one large hot box to keep your food warm prior to the event, prep station, two labeled refrigerators with top freezers and one stand-alone freezer for storing ice or large frozen items, and three commercial sinks. Cooking is not permitted on site or in the Catering Prep Area.
Do you have Servers?
Yes. The Garden Ballroom has staff that may be acquired for your event through one of our Server Packages. Servers will assist with prep, buffet setup, serve proportioned meals to guests, ease dinner flow, maintain food areas clean, mop up spills, store leftover food appropriately and cake cutting. Consult the Venue Coordinator at (863) 293-5565.
Do you provide dinnerware or tableware for the event?
Yes. The Garden Ballroom has several Tableware Packages to choose from. Consult the Venue Coordinator at (863) 293-5565.