Question and Answers
We Realize the difficulty in the decision making process of which venue to chose for your special event .  It is essential for your peace of mind as well as your wallet to obtain as much information as possible regarding restrictions, rules and regulations, rental fees, or deposits. Here is a list of answers to the most often asked questions regarding your affair.

How do I secure the date and is my deposit refundable?
A date is guaranteed with a deposit of $600.00  or signing of the Rental Agreement.  The deposit will be credited to your final bill.  In the event of cancellation.  NO REFUND WILL BE MADE ON THE DEPOSIT.

May I bring in an outside caterer?
Ambience retains exclusive rights to all Catering and Soft Beverage Service at the Hellenic Center, 2215 Chapline Street, Wheeling and a meal must be purchased for any event.  No food products may be brought onto the premises without the consent of Ambience, except for cookies and wedding cake. 

What is included in the facility rental?
The rental of the Hellenic Center on a Saturday is $600.00.  The rental period is for 4 hours with dinner, and 5 hours with dinner and hors d’oeuvres.  Each additional hour is $1.90 per person. Minimum number of guests are 200(or $5500.00 food purchase minimum) on a Saturday and 75 on all other days, (excluding Holidays).  Facility rental for Sunday through Friday is $50.00.  Special food packages are available for weekday functions.   A time of 11:00 PM is established for music to stop or the additional hour fee of $1.90 per person will apply.

Items Included in Facility Rental:
The following Decorations are included: Ceiling Treatment, Head Table Curtain Back Drop, Lighted Trees, Stairwell and Balcony Decorated with organza and lights, plus CHAIRCOVERS!!!
Setup and Cleanup
Champagne Glasses on Head Table
Professional Uniformed Staff
Professional Wedding Consulting Services
China & Flatware 
Cookie Display ( if cookies are purchased and/or provided)
In Stock Linen Table Clothes , Napkins and Skirting of all necessary
tables
Chaircovers
Ceiling Treatment, Lighted Trees, Lighted Backdrop, Balcony and Stairwell Decorating
Chilling of all Beverages
Elegantly Displayed Buffet & Hors D'Oeuvres Table (where purchased)
Customer Appreciation Discounts on Decorating, Invitations and
Accessories
Dance Floor, Tables, Chairs

Is there a discount for an off season event?
Yes, there are allowances given from Jan 2—April 15.

Is there a discount for children?
There are two options available for Children 1)Children 4 and under are free, on selected buffet, older children are charged the normal buffet rate because half portions are not possible on a single buffet or 2) A child's buffet can be purchased for all children 10 and under.  A child’s menu is available for sit-down dinners.

Is alcohol permitted?
Alcohol is permitted but you are responsible for the purchase and delivery of all items to the Hellenic Center.
The Following will be provided for your bar:
1– Bartender per 125 Guests at a charge of $20.00 per bartender(under seperate check)
Sodas– Pepsi®, Diet Pepsi®, Mountain Dew®, Sierra Mist®,
Club Soda, Tonic Water, Ginger Ale
Juices– Orange Juice, Cranberry Juice, Tomato Juice, Sour Mix
Garnishes– Lemon, Limes, Olives, Cherries, Ice ,Stirrers, Cocktail Napkins and Plastic Cups
All beverages are served from the bar .
If Keg Beer is being provided, it is your responsibility to obtain a CO2 –Cold-plate system from your distributor.
Due to the prevailing liability laws and social drinking, the house reserves the right to refuse serving any individual at a function due to excessive drinking, rude behavior, or injury/damage to other guests or house property. In conjunction with this, the contracted bartenders will not serve shots of liquor without being mixed, pitchers of  beer or doubles.  Guests who bring their own containers will not be served.  No individual under the age of 21 will be served.  A picture ID may be required.

How much alcohol will I need to purchase?
The following are typical Alcohol requirements for a wedding of 200 guest:
Three 1/2 Gallons of Vodka
Three 1/2 Gallons of Whiskey
Three 1/2 Gallon of Rum
One 1/2 Gallon of Gin
Two 1/2 Gallons of Peach Schnapps
Two Kegs of Beer
2 Boxes of Wine  Approx. Cost:  $330.00

Are cookies & cake available?
Yes, freshly baked cookies starting at $3.99 per dozen and Wedding Cake starting at $1.25 per slice is available for purchase.

May we bring in our own cake or cookies?
Yes, we ask that cookies be brought in  labeled, disposable containers.
There will be a 50¢  per person plating and serving fee if cake is brought in by an out-side vendor.  This fee includes cutting & serving, and a disposable plate and fork.  Ambience assumes no responsibility for cake pans, cookie containers, baker’s equipment, etc.

Will the Bride & Groom be ‘served’ their meal  if a buffet menu is chosen?
Yes, the Bride & Groom will be served but the rest of the bridal party will go through the buffet line.

If I choose a plated menu may I choose more than one entrée?
You may choose up to 3 Entrees from which your guests may choose. You must designate what that meal choice is for each guest and give us an exact count on each entrée.  An additional fee of $3.00 per entrée will apply.  An extra vegetable is $1.00.

What is the staff to guest ratio?
For a sit down event-1/25 guests
For a Buffet event-1/50 guests

Are decorations included in the fee?
Yes. The following decorative items are including, ceiling treatment, trees, draping of stairwell and balcony, lighted backdrop behind head table as well as stock chaircovers. You may use our separate decorating services for your event or you may provide your own centerpieces and decorations for the Center. Other items are available at an additional charge. The following items are not permitted:  confetti, silly string, glitter, tape, nails and tacks on any walls, railing, etc.

Can I decorate the day before?
Yes , you may, as long as there is no scheduled event in the hall.  Otherwise, the hall will be made available for you at 9:00 am on the day of event.  All floral work is to be done off site and be pre-assembled prior to delivery.

Will your staff place our place cards, favors, centerpieces on the tables?
Yes, but we reccomend that you do these yourself. Items must be delivered 3 days prior to event and there will be a fee of 30¢ per individual item placed if we do it. (i.e. One place card is an item)

Is entertainment included?
No, this is your personal preference.  All sound should be a part of the entertainment contract.  The DJ or band is required to be setup and sound checked before the doors open to guests.

Who is responsible for any Damages?
All rental organizations will be held responsible for the proper care of the building while being used and will be required to pay for any damages occurring during such use. A $100.00 Security Deposit is required 30 Days before the event and will be returned within 30 days after the event if there is no damage or excessive cleaning required.  The posting of this security deposit in no way limits customer to said sum.  State and local fire laws must be observed at all times. (No blocking of  exits, hall occupancy must be observed, no smoking, etc.)

Where is Parking?
Parking is permitted in side lots during Saturday and evening events.  However, parking is at your own risk and Ambience and the Hellenic Center are not responsible for stolen articles or damage to you or your guests vehicles. Additional parking is available steetside (no meters after 5:00 and on weekends) and in OVMC’ s High-rise.

Gambling?
Is gambling permitted?
No gambling  is to be done on the premises.

What happens if the weather is inclement?
Ambience will not be held responsible for any circumstance that may occur before, during or after your event.  If inclement weather arises, or circumstances beyond our control occur (i.e. Power outage)  a refund will not be given, but the event may be rescheduled for another date.  However, pre-purchased and delivered perishable foods are the sole responsibility of the client

What is the payment schedule?
Securing Date and room rental- $600.00
9 Months prior to event- $500.00
6 Months prior to event- $500.00
90 Days prior to event– 25% of estimated cost (less $1500.00 Deposit)
30 Days prior to event-50% of estimated costs (less previous Deposits)
10 days prior to event—Balance in full and final guest count is due.
Guest count should include bridal party, parents, and any vendors invited to eat.  If no guest count update is given by this date, the contract guarantee minimum will be used.  If the final count increases, we will be happy to accommodate you as best we can. The final  bill will be calculated using your actual guest count or guaranteed minimum, whichever is greater.
No refund will be issued for guaranteed number if less attend.  If the actual count exceeds the guaranteed number, the balance due will be paid the day of the event. THERE WILL BE NO REFUNDS OF ANY DEPOSITS.

Are Taxes and Service Fees included in Price?
No.  All Services are subject to a 6% WV Sales tax and an 18% administration and coordination  fee.

What if our organization is Tax Exempt or requires invoicing?
If your organization is tax exempt, you must provide a completed West Virginia Tax Exemption Form prior to signing the Catering Contract.   Billing may be arranged in advance for corporate accounts.

Prices
Because of the fluctuating cost of food, our prices are subject to change without notice.  Menu costs will not be guaranteed until 6 months before event, but will not increase more than 10% from amount quoted at contract signing.

Where do I mail Payments?
Mail all  payments to:
 Ambience
 2310 Chapline Street
 Wheeling, WV  26003

For your reception information.
 The Hellenic Center 
 2215 Chapline Street
 Wheeling, WV 26003

Thank you for considering Ambience for your event planning needs.  For your free, personalized consultation, please contact Barbara White Isiminger at 233-8192

We offer FREE chair covers with complete wedding packages.
Customer appreciation discounts on invitations and accessories.