covid-19 SAFETY policies
the Old Cigar Warehouse has re-opened it's doors for events.
we are taking specific actions to keep our guests, vendors, and staff safe.
Capacity & Seating
Our venue is operating at limited capacity of 300 guests, our normal is 500 indoors. Currently South Carolina allows indoor venues to operate at a 100% capacity, but we feel that we want to provide more space than that. We do ask that event hosts create a seating chart and group guests at tables by household, so expect to have an assigned seat when you arrive.
For guests who aren't able to attend, we will be offering live streaming for ceremonies as a complimentary service. Please check in with your host to access their custom website link.
Safety Precautions
Cancellations
If you should need to cancel or postpone your event, please contact our Sales Team.
Our venue is operating at limited capacity of 300 guests, our normal is 500 indoors. Currently South Carolina allows indoor venues to operate at a 100% capacity, but we feel that we want to provide more space than that. We do ask that event hosts create a seating chart and group guests at tables by household, so expect to have an assigned seat when you arrive.
For guests who aren't able to attend, we will be offering live streaming for ceremonies as a complimentary service. Please check in with your host to access their custom website link.
Safety Precautions
- All staff and vendors will wear masks throughout the event and gloves when necessary. We aren't requiring that event guests wear masks, but it is certainly encouraged, especially during a wedding ceremony where seats will be closer together.
- All staff, vendors, and guests are required to have their temperature taken upon arrival at the venue and complete a health screening consistent with CDC guidelines. Those that have a temperature above 100.4 or otherwise fail the health screening will be asked to return home. Event hosts are asked to email this request to their guests in advance so in the event someone is ill they don't attempt to come.
- All events will have a seating chart that will group households together.
- All bar and beverage service will be served from behind the bar, there are no self-serve drink stations.
- All food will be served by the catering staff from behind a bar built with a plexiglass shield. Guests will not be allowed to serve themselves.
- Dance floor space will be increased, and guests will be reminded to practice social distancing, even on the dance floor.
- Microphones, guest book pens, and other items guests may touch will be disinfected between uses.
- Our venue staff will be disinfecting our space and furniture thoroughly before, during, and after each event. This includes all restrooms, door handles, railings, and other high touch areas.
- Hand Sanitizer stations will be placed strategically throughout the venue and readily accessible to all vendors, staff, and guests.
- There will be plenty of signage reminding guests to maintain social distancing, wash their hands, and go home if they are ill.
Cancellations
If you should need to cancel or postpone your event, please contact our Sales Team.
Rental Policies
Rental Times: The Old Cigar Warehouse is booked in 6, 8 or 12 hour blocks of time. All wedding ceremonies and receptions are required to book 12 hour blocks of time. Nothing may be set-up any earlier than the contracted times, and the event must be fully broken down by the end time. We recommend you leave at least two hours for set-up and 1 1/2 hours to break down. This means all vendors must be out of the building by your end time, otherwise overtime charges will be billed to the client at the rate of $200 for every 1/2 hour.
Rooms: The Warehouse consists of three spaces: The Main Hall, The Cellar and The Deck. The Main Hall & The Deck are booked together, while The Cellar can be added for additional space. If the client does not reserve a room as part of their contract, that room may not be utilized during the event. Please note that if you don’t rent every room, there is a chance another room may be rented for a separate event. We will do our best to coordinate the timing of those events, but there may be some sound bleed and kitchen/restroom areas will be shared. On Saturdays and for weddings, the entire space must be reserved.
Booking Confirmation: All proposals are considered tentative until a deposit is received and a contract is signed by the Client, we cannot place any holds. Due to the large number of inquiries we receive, we are not able to notify you if someone else is interested in your date. All pricing is also subject to change until a contract is signed. The venue you are interested in today but want to think about tonight is the same venue that someone else saw yesterday and is coming back to book today!
Security: At least one security guard must be present to ensure the safety of your guests and to prevent “party crashers”. Your first security guard is included with your rental fee, but an additional security guard must be added for events over 150 guests.
Weather: The Deck space must be booked along with The Main Hall in case the party must take place indoors. In the event of cold or inclement weather, the client may choose to have The Deck tented or move the event indoors. The Old Cigar Warehouse will arrange for any tent rentals. We are not able to offer any refunds or prorates due to bad weather.
Rooms: The Warehouse consists of three spaces: The Main Hall, The Cellar and The Deck. The Main Hall & The Deck are booked together, while The Cellar can be added for additional space. If the client does not reserve a room as part of their contract, that room may not be utilized during the event. Please note that if you don’t rent every room, there is a chance another room may be rented for a separate event. We will do our best to coordinate the timing of those events, but there may be some sound bleed and kitchen/restroom areas will be shared. On Saturdays and for weddings, the entire space must be reserved.
Booking Confirmation: All proposals are considered tentative until a deposit is received and a contract is signed by the Client, we cannot place any holds. Due to the large number of inquiries we receive, we are not able to notify you if someone else is interested in your date. All pricing is also subject to change until a contract is signed. The venue you are interested in today but want to think about tonight is the same venue that someone else saw yesterday and is coming back to book today!
Security: At least one security guard must be present to ensure the safety of your guests and to prevent “party crashers”. Your first security guard is included with your rental fee, but an additional security guard must be added for events over 150 guests.
- Uarmed, well-dressed security guards will be booked by The Old Cigar Warehouse for $35 an hour.
- One security guard is required for every 150 guests.
- Additional security, including armed officers, may be required if the event is deemed to be high risk.
- Security must be on-site 30-60 minutes before the event begins and at least 30 minutes after it concludes.
- The Old Cigar Warehouse reserves the right to charge the client for additional security time if we determine there is an unsafe situation and security needs to stay later.
Weather: The Deck space must be booked along with The Main Hall in case the party must take place indoors. In the event of cold or inclement weather, the client may choose to have The Deck tented or move the event indoors. The Old Cigar Warehouse will arrange for any tent rentals. We are not able to offer any refunds or prorates due to bad weather.
financial policies
Deposit Schedule:
Security Deposit: All good planning aside, there is inevitably the potential of last-minute services or damages being added to the Client's bill. To help cover for this, we do require a $500+ security deposit that will be built into your deposit schedule. The deposit will be returned to the client within 30 business days of the event if there are no property damages, additional cleaning fees or overtime charges. Damages may include but are not limited to:
· Stains on the flooring, linens or walls including: wine, wax, gum, chocolate, coffee, tea, soda, food, grease and/or burns.
· Damage to walls, paint, furniture, linens, rentals or other equipment.
· Clogged drains in prep kitchen or restrooms.
· Damage to the exterior structure including bricks, landscaping or parking areas.
· Trash bags left inside, all trash should be disposed of in the dumpsters.
· Any theft of venue property.
Payment Methods: Clients may make a payment using cash, check, or electronic check. Credit cards may be paid using our online invoicing system but will incur a 3% processing fee. Checks can be mailed to our office at: PO Box 465, Greenville SC, 29601.
- 8+ months out: 25% deposit
- 8 month mark: 25% or 50% if event is booked less than 8 months out
- 1 month before event: Final payment
Security Deposit: All good planning aside, there is inevitably the potential of last-minute services or damages being added to the Client's bill. To help cover for this, we do require a $500+ security deposit that will be built into your deposit schedule. The deposit will be returned to the client within 30 business days of the event if there are no property damages, additional cleaning fees or overtime charges. Damages may include but are not limited to:
· Stains on the flooring, linens or walls including: wine, wax, gum, chocolate, coffee, tea, soda, food, grease and/or burns.
· Damage to walls, paint, furniture, linens, rentals or other equipment.
· Clogged drains in prep kitchen or restrooms.
· Damage to the exterior structure including bricks, landscaping or parking areas.
· Trash bags left inside, all trash should be disposed of in the dumpsters.
· Any theft of venue property.
Payment Methods: Clients may make a payment using cash, check, or electronic check. Credit cards may be paid using our online invoicing system but will incur a 3% processing fee. Checks can be mailed to our office at: PO Box 465, Greenville SC, 29601.
Event Planning Policies
Guest conduct: All guests of the event should conduct themselves in an appropriate manner;
Decorations:
Catering Policies:
Vendors: We have put together a fantastic list of experienced caterers, musicians, photographers, florists, bakers and other services that you are free to choose from. We do ask that you choose vendors from this list since they are all familiar with our policies and we trust that they will work hard to make your event a huge success. You can find the list of approved vendors on our website here.
Confirmation of Details: We want to make sure your event is perfect, so we will work with you to help put together all the details of your special event, including your rentals.Our event worksheet must be completed and turned back into us at least two weeks prior to the event. Changes or additions to the event plan after that may result in last minute booking fees.
Designated Decision-Maker: Each party should have a designated decision maker on-site the entire event. This person will help direct the vendors and handle any issues that may arise. You may hire an approved wedding planner to fill this role or hire our in-house Event Director.
Alcohol: Liquid Catering is the exclusive beverage provider for The Old Cigar Warehouse. No outside alcoholic beverages are allowed on the property. Clients are able to book Liquid Catering’s services through the venue.
- Absolutely no smoking is allowed indoors or on the deck.
- No illegal drugs or paraphernalia is allowed on the property, including in vehicles.
- Guests may not engage in any kind of obscene profanity, altercations or fights.
- Clients, guests, and vendors should treat the venue staff with respect and avoid verbally or physically abusing our staff in any way.
- Guests conducting this type of behavior will be asked to leave the property immediately.
Decorations:
- No open flames are allowed in the venue. Candles are allowed as long as they are in an appropriate container with the flame at least 1" below the lip of the container. We have the right to halt the use of candles if they are deemed unsafe. Small vases that could easily be stepped on should not be used on the floor or stairs.
- Absolutely no glitter, confetti, birdseed, balloons, sparklers, or fireworks may be used on the property.
- Nothing may be taped or affixed to any walls, doors or windows without permission from the venue staff. The only tape that may be put on the floors is gaffing tape.
- When loading and unloading, we ask that nothing is dragged on the floors.
- All decorations should be removed by the Client at the conclusion of the event. Anything left behind will be discarded.
Catering Policies:
- At least one person from the catering company should remain on-site until the conclusion of the event.
- The venue is not responsible for bussing tables, taking out trash or breaking down catering rentals. This is the responsibility of the catering company or client. Supplemental staff can be booked through the venue to help with these tasks.
- Fryers and grills may be used outside. The caterer is responsible for thoroughly cleaning any grease spills. Grease mats should be placed under all cooking equipment. Caterer must provide their own shelter tent.
- Trashcans and trash bags are provided by the venue, however the caterer is responsible for taking the trash out at the conclusion of the event.
Vendors: We have put together a fantastic list of experienced caterers, musicians, photographers, florists, bakers and other services that you are free to choose from. We do ask that you choose vendors from this list since they are all familiar with our policies and we trust that they will work hard to make your event a huge success. You can find the list of approved vendors on our website here.
Confirmation of Details: We want to make sure your event is perfect, so we will work with you to help put together all the details of your special event, including your rentals.Our event worksheet must be completed and turned back into us at least two weeks prior to the event. Changes or additions to the event plan after that may result in last minute booking fees.
Designated Decision-Maker: Each party should have a designated decision maker on-site the entire event. This person will help direct the vendors and handle any issues that may arise. You may hire an approved wedding planner to fill this role or hire our in-house Event Director.
Alcohol: Liquid Catering is the exclusive beverage provider for The Old Cigar Warehouse. No outside alcoholic beverages are allowed on the property. Clients are able to book Liquid Catering’s services through the venue.
- Liquid Catering provides safe alcohol service, guests will be asked to show a legal form of ID if they appear under the age of 40.
- Liquid also reserves the right to discontinue service to a guest if they are intoxicated.
- Last Call will be called 15 minutes prior to your event end time.
- Alcoholic beverages may not be taken outside the building or beyond the deck area.
