HomeMy WebLinkAboutColleyville Center-Agenda Packets-5/9/2022
City of Colleyville Page 1
City of Colleyville
Colleyville Center
Advisory Committee
Agenda
City Hall
100 Main Street
Colleyville, Texas 76034
817. 503.1000
www.colleyville.com
Monday, May 9, 2022
5:30 p.m.
Colleyville Center
5301 Riverwalk Drive
1. CALL TO ORDER
2. APPROVAL OF MINUTES
November 15, 2021 & February 21, 2022
3. REGULAR AGENDA ITEMS
3a Fiscal Year 2022 Update
3b Venue Comparison Discussion
3c Discussion of Items for Future Agendas
4. ADJOURNMENT
I hereby certify this agenda was posted on City Hall bulletin boards May 5, 2022
by 5:00 p.m.
Leslie Hill
Colleyville Center Manager
A quorum of the Colleyville City Council and/or any other Colleyville Board,
Commission, or Committee may be in attendance at this meeting.
Any matter on this agenda may, at the discretion of the governing body, be
opened for public comment and discussion.
If you plan to attend this public meeting and have a disability that requires special
accommodations, please advise the Colleyville Center Administrative Assistant at
least 48 hours in advance at 817.503.1330, and reasonable accommodations will
be made to assist you.
COLLEYVILLE CENTER ADVISORY COMMITTEE
FY 2022 – 1st QUARTER MEETING
November 15, 2021
MINUTES
Present: Jerome Davis, Judith Goodwin, Jeremy Tallo, Fred Mills, Paul Vigiletti, Julie
George, Alex Thomas, Darla Dennison, Center Manager Leslie Hill, Center
Event Specialist Kristi Isbell
Absent: Louis Miller, Athena Wiginton,
1. The meeting was called to order at 5:30 p.m. by Kristi Isbell (due to absence
of Chair and Vice-Chair.
2. The minutes were approved as written for Q4 2021 (August 16, 2021).
a. Julie George motioned for approval of August 16, 2021 minutes.
b. Motion seconded by Darla Dennison with no dissension.
3. Regular Agenda Items
a. Election of Chair and Vice-Chair:
Staff and Committee shared tribute in honor of the 20 year service of Chair
Mark Johnson. Due to the vacancy of his position, an election of chair and
vice-chair was held by ballot with Jeremy Tallo as Chair and Fred Mills as
Vice-Chair. Darla Dennison motioned to approve the chair elections and Paul
Vigiletti seconded with no dissension.
b. FY21 Review:
Staff provided information and a presentation on the Center’s performance
for FY21, including a cost recovery of 76%, an increase from FY20. Staff
reviewed each revenue segment (business, resident, non-profit) and
highlighted the overall increase of 26%. Fred Mills questioned the reason for
resident use to be low compared to overall use. Staff explained that resident
population is smaller percentage compared to broader base of clients. Staff
also explained that true business segment has been slowest to return and
sited various reasons (virtual training, marketing and political perspectives,
etc). Jeremy Tallo suggested reaching out to previous business clients with
photos and reminder of spacing available within Center.
Staff provided an update on operations including the receipt of 300 new chairs
and two new floor scrubbers; work on new software conversion and venue
comparison / analysis; installation of holiday lighting; and, flexing staff
schedules for work efficiencies and labor cost savings.
c. Discussion of Items for Future Agendas:
Staff provided additional dates for Colleyville Center Advisory Committee
meetings: February 21, 2022, May 16, 2022, August 15, 2022, and November
14, 2022.
4. The meeting was adjourned at 6:06 p.m. The next meeting is tentatively
scheduled for Monday, February 21, 2022.
a. Julie George motioned for adjournment.
b. Motion seconded by Darla Dennison with no dissension.
COLLEYVILLE CENTER ADVISORY COMMITTEE
FY 2022 – 2nd QUARTER MEETING
February 21, 2022
MINUTES
Present: Jerome Davis, Jeremy Tallo, Paul Vigiletti, Darla Dennison, Center Manager
Leslie Hill, Center Event Specialist Kristi Isbell
Absent: Louis Miller, Athena Wiginton, Judith Goodwin, Fred Mills, Julie George, Alex
Thomas
1. The meeting was called to order at 5:36 p.m. by Chair Jeremy Tallo.
2. No quorum present. Minutes for Q1 2022 (November 15, 2022) will be presented
for approval at the next meeting.
3. Regular Agenda Items
a. Fiscal Year 2022 Update:
Staff provided information and a presentation on the Center’s performance
for FY22, including a cost recovery of 72%.
Staff distributed survey of area venues and requested Committee’s review
and feedback on rate structures, offerings, and policies that could be
considered for the Colleyville Center.
Staff provided an update on operations including photos of new venue chairs
and changes in operations and weekend staffing.
b. Advisory Committee Term Expirations:
Staff provided a reminder, for committee members with expiring terms in
March 2022, to reapply, if desired. Discussion ensued regarding the need for
appointees through the Colleyville Rotary Club and Chamber of Commerce.
c. Discussion of Items for Future Agendas:
Staff provided additional dates for Colleyville Center Advisory Committee
meetings: May 9, 2022, August 15, 2022, and November 21, 2022.
4. The meeting was adjourned at 5:50 p.m.
City of Colleyville Page 1
City of Colleyville
Colleyville Center Advisory
Committee
Agenda Briefing
City Hall
100 Main Street
Colleyville, Texas 76034
www.colleyville.com
Agenda Number 3a Agenda Date 5/9/2022 Number
Type Regular Agenda Items
Department Colleyville Center
Title
Fiscal Year 2022 Update
Explanation
Staff will provide an operations and performance update.
Attachments
City of Colleyville Page 1
City of Colleyville
Colleyville Center Advisory
Committee
Agenda Briefing
City Hall
100 Main Street
Colleyville, Texas 76034
www.colleyville.com
Agenda Number 3b Agenda Date 5/9/2022 Number
Type Regular Agenda Items
Department Colleyville Center
Title
Venue Comparison Discussion
Explanation
Staff and Advisory Committee will discuss the Venue Comparison Study (distributed at
the February 2022 meeting and via email) and share feedback and recommendations
for future planning.
Attachments
1.Venue Comparison Nov 2021
VENUE COMPARISON
Venue Colleyville Center Location 1 Location 2
Address
Phone
Email
5301 Riverwalk Drive
Colleyville, TX 76034
817-503-1330
ccevents@colleyville.com
Harrison Ballroom
5950 Park Vista Circle #150
Fort Worth, TX 76244
817-928-4286
info@theharrisonballroom.com
Sky Creek Ranch Golf Club
600 Promontory Dr
Keller, TX 76248
817-498-1414
www.skycreekranch.com
Contact Person Becky Alexander Keaton Dixon
Location Located in DFW Mid Cities
10 mi from DFW Airport
North Ft Worth/Keller area Keller
Style Free Standing Event Facility
Wedding/Social/Corporate/Civic Free standing event venue Golf course clubhouse
Special Features
Entire Building for Your Event Only
Indoor and Outdoor Ceremony and Reception
Areas
Palladian Windows
Manicured Landscape Views
Lighted outdoor patio cocktail area Highest elevations in Tarrant County
Capacity 200 300 150
Rental Fee
Entire Facility: Sat $3,000
Fri-Sun $2,500
Outdoor chair set up $300 add on
Additional Time $250 per hour
Saturday: $4,500
Friday: $3,500
Sunday-Thursday: $2,500
Saturday pricing: $5,000-$6,500 depending
on number of people; subtract $500 for non
Saturday packages plus sales tax
Deposit Refundable $1,000
$500 refundable $500 (goes towards final balance)
Changes Changes Can be Made Up To
1 Week Prior to Event doesn’t specify Staff onsite
Cancellation
Any Cancellation of Weekend Event forfeits
full $1,000 deposit
Less than 120 days Forfeits All Monies
No refunds if cancelled Depending on time of cancellation 25 – 100%
off all payments will be forfeited.
Hidden Costs No Additional Gratuities or Taxes
Cleaning Fees Charged if the Building is not
Left in Good Condition Upon Exit
Any damages that exceed the amount of the
deposit shall be the responsibility of the
person financially responsible for the event
Cost increases due to present commodity
prices, labor costs, taxes or currency values.
Time Frame 10 Hour Use of Facility 12 hour full day rental 9 hour rental
Other Options and Services Not
Included in Price Pipe and Drape – black or white
Colored Up-Lighting
Decorations, centerpieces, margarita
machine, photo booth, much more.
Chivari chairs, table runners, aisle arch,
ceiling drapery, floor length linen or black
linen, specialty napkin, charger plate
Does Venue
Require In-House Catering or Bar
service?
Catering: No Catering Service
Bar service: No Liquor Service
Catering: no
Bar service: yes
Catering: yes
Bar service: yes
Catering
Outside Catering and Self Catering Allowed,
$2 per person Food Service Fee No catering restrictions Catering through Sky Creek only with the
exception of wedding cake
Alcohol
You are Allowed to Bring in Your Own Alcohol
with No Additional Fees
Client is Responsible for TABC Licensed
Bartender & Security Officer
You may bring in own alcohol but must use
The Harrison Ballroom’s contracted TABC
certified bartender to serve ALL alcohol. $40
per hour with 4 hour minimum. Events over
125 people require 2 bartenders.
All food and beverage through Sky Creek only
Décor
You May Hire Your Own
Planner/Designer/Decorator
Or, Do It Yourself
Candles in Votive and Hurricane Containers
are Allowed
Provide your own or Harrison Ballroom has
some available for additional fees. Bring in your own or rent
Photography No Photography Restrictions Rental includes access to venue for
engagement and bridal portraits.
Access to golf courses for bridal portraits or
engagement photos
Entertainment You May Hire the Entertainment
of Your Choice
Our Policy Allows for a Standard
Decibel Level of 90
We Reserve the Right to Refuse Inappropriate
Entertainment
Does not designate
Does not designate
Dancing
Adequate Space for a Large Dance Floor Does not designate There is a dance floor
On Site Staff
A Dedicated Staff Person is Always on the
Premises the day of Your Event to Ensure
Safety, Open and Close the Building and
Provide Direction to Vendors and Guests as
Needed
Onsite facility manager day of; day of
coordinator available for extra fee. Service staff work the event
Security A Security Officer is Required for All Weekend
Events and Events with Alcohol or at the
Manager’s Discretion
Client is Required to Pay the Security Officer
the Day of the Event at
$50 per hour
Required for events with alcohol; Fort Worth
Police Officer; must be present from time bar
opens til end of rental
Not required but you can if you want
Restrictions No Taper Candles, Rice, Confetti, Glitter, or
Sparklers
No bird seed, glitter, confetti, rice; nothing
affixed to the walls
What time can we and our
vendors enter to set up?
10 Hour Use of Building
Vendor Set Up, Deliveries and Breakdown
Must be Within the Allotted Contract Time
12 hour full day rental – set up time at rental
beginning time per contract
Set up access at least 3 hours prior to
ceremony
Cleanup
Requirements
Remove Everything You Brought Into the
Building, Take Out All Trash,
Clean and Mop All Food Service Areas
Client, guests and all items not being
discarded must be exited from facility at
rental ending time.
Event staff is present
Staff
Our Event Professionals will Guide and Assist
You in the Logistics and Planning of Your
Event at the Center Ranging From Room
Layout to Vendor Suggestions and Any
Concerns You May have on Organizing your
Event at the Colleyville Center
Golf Club provides staff for events
Included or Extra Fee...
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff __yes____
custodians ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
VENUE COMPARISON
Venue Location 3 Location 4 Location 5
Address
Phone
Email
The 4 Eleven
411 S Main St Fort Worth, TX 76104
817-720-7373
The4eleven.net
JM Prosperity Farm
6150 Allred Rd. Argyle, TX 76226
940-220-0058
www.jmprosperityfarm.com
The Marq - Legends Hall
285 Shady Oaks Southlake, TX 76092
817-748-8900
Sales@themarqsouthlake.com
Contact Person Karl Marshall – GM/ Emily Simpson Vestal Jan Hughes Emily Wood
Location Historic south Main St – Fort Worth Argyle, TX south of Denton in Denton County Southlake
Style Restored warehouse from the 20’s Rustic yet elegant Barn Venue Upscale city owned facility
Special Features Garden Patio/historic industrial vibe On 100 acre horse farm/outdoor space Use of different spaces depending on rental
package
Capacity 350 150 300
Rental Fee
Saturday rate ranges from $6,800-$7,800
Friday/Sunday range - $5,800 - $6,800
Monday – Thursday - $400-500 per hour with
a 3 hour minimum
Saturday: $4,500
Friday: $4,000
Sunday: $3,800
Monday – Thursday: $3,500
Rates depending on package and rental time:
Friday/Saturday: $ 4,500 - $ 12,000
Sunday-Thursday: $ 2,950 - $ 12,000
Deposit $1,000 refundable
$700 NON refundable $1,000 refundable
Changes $1,500 change fee associated with
postponements Prices subject to change at any time
One opportunity to reschedule an event –
new deposit required. Multiple reschedules
will not be granted.
Cancellation
More than 90 days prior to event loses the
rental deposit; less than 90 days full rental
fee is retained but damage deposit is
refunded.
Not specified
Deposits are non refundable and non
transferable; full rental fee will be applied to
a new event date if it falls within 180 days of
the original date.
Hidden Costs $250 kitchen usage fee; day of insurance
policy of at least $1,000,000 Day of insurance policy required
If damages occur, venue will retain deposit as
long as necessary to determine additional
costs. If repair cost exceeds deposit amount,
lessee will be billed for additional charges.
Time Frame 11 Hour Use of Facility 12 hour full day rental 6-14 hour rental blocks available
Other Options and Services Not
Included in Price
Venue can assist with rental items including
arranging services and passing on the
charges.
Many options of additional services available
depending on which wedding package you
choose. Ex. Custom GOBO, golf cart service,
complimentary drink/snack for wedding party
Does Venue
Require In-House Catering or Bar
service?
Catering: No Catering Service
Bar service: No Bar Service
Catering: no
Bar service: no
Catering: no
Bar service: no
Catering
Outside Catering and Self Catering Allowed as
well as Food Trucks No catering restrictions
Any food service must be provided by
licensed caterer or restaurant. Any caterer
not on preferred list must provide proof of
insurance.
Alcohol
You are Allowed to Bring in Your Own Alcohol
with No Additional Fees
Client is Responsible for TABC Licensed
Bartender or venue will assist with arranging
a bartender
You may bring in own alcohol but must use
their Bar Services vendor.
If alcohol is provided by a bar service vendor,
alcohol sales or cash bars are allowed. Lessee
may also provide own alcohol. All alcohol
must be served by a TABC certified bartender
Décor
You May Hire Your Own
Planner/Designer/Decorator
Or, Do It Yourself
Candles in Votive and Hurricane Containers
are Allowed
Provide your own. Farm provides arbor for
indoor ceremonies and arch for outdoor
ceremonies.
Provide your own. Centerpieces included in
rental.
Photography Photo shoots allowed with prior arrangement
with additional fee
2 hours for pre-wedding bridal portrait (can
use one of the farm’s horses) by
appointment.
3 hour engagement or bridal portrait on
property is included in some wedding
packages. Legends Hall may request copies of
photos from photographer for marketing.
Entertainment You May Hire the Entertainment
of Your Choice – DJ and live bands are
allowed
Does not designate
Dancing
Adequate Space for a Large Dance Floor Does not designate There is a dance floor
On Site Staff
On site supervisor is present during event.
The 4 Eleven handles all set up and break
down of tables and chairs.
1-2 venue staff will be available from the
time your event starts until the venue is
locked up.
Lessee responsible for service staff; Legends
Hall will have staff present; any city
employees may enter facility at any time
Security The 4 Eleven hires and passes along the cost
of an off duty police officer to monitor
weekend events. Weekday events must hire
own security if serving alcohol and guest
count is 100+. $55/hour
Required – must use their security vendor
Required for after hours events and any
event exceeding 150 guests. Must be present
once alcohol service begins until end of
rental.
Restrictions No glitter, confetti, stickers or silly string.
Rose petals, rice, bird seed and/or sparklers
may be used outside the facility and must be
cleaned up after the event. No open flames.
Not specified
No glitter, rice, bird seed, streamer poppers,
loose sequins, artificial snow, faux rose petals
or confetti allowed. Real or live Christmas
trees and straw/hay bales are prohibited.
What time can we and our
vendors enter to set up? Your setup time starts at the time of your
contracted rental time. Not specified Not specified
Cleanup
Requirements
All rentals, personal items, and anything else
brought in must be removed the night of. You
or your caterers/vendors are responsible for
collecting all trash from the facility and
disposing of it in the dumpster.
Not specified
Legends Hall provides normal custodial
services including venue equipment set up
and break down for each event and removal
of trash during event. Lessee cleans any
tables of any debris or food.
Staff
On site supervisor during event; 4 eleven
staff will transition room between ceremony
and reception; vendor walk thrus are
available by appointment only.
Venue staff present during event Facility staff are present during events
Included or Extra Fee...
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
Depending on package purchased
VENUE COMPARISON
Venue Location 6 Location 7 Location 8
Address
Phone
Email
Montclair
6504 Colleyville Blvd 76034 682-800-6780
Montclair.dfw.com
brooke@montclairdfw.com
Paradise Cove at Lake Grapevine
3029 Midway Rd Southlake, TX 76092
817-329-1668
Paradisecovetx.com
Dalmore Event Venue
4301 Fossil Creek Blvd Ft Worth, TX 76137
817-809-8887
info@Dalmorefossilcreek.com
Contact Person Brooke Millis
Dani Edford
Location Colleyville Lake Grapevine/Southlake North Ft Worth
Style Modern ballroom with chapel Lakeside venue Golf Course adjacent venue
Special Features Diamond back chiavari chairs Gazebo ceremony site Indoor/outdoor ceremony; large windows
overlooking golf course
Capacity 250 200 220
Rental Fee
Saturday: $ 6,995 - $ 9,400 - Based on which
package you choose
Friday & Sunday: $ 6, 100
Monday – Thursday: $ 3,500-$ 4,750
Up to 150 guests: $5,000
151-200 guests: $5,500
Saturday: $5,900
Friday/Sunday: $4,900
Monday-Thursday: $4,000
Sunrise: Saturday-$4,000; Sunday-$3,500
Deposit 50% of rental amount $500 refundable cleaning/damage deposit 50% of room rental – due upon signing
Changes
Cancellation
Hidden Costs Dance floor: $1,250
$300-$500 + tax fee charge to outside
catering companies depending on if they use
kitchen
$500 cleaning fee
Time Frame 6 – 15 hours depending on day & package 12 hours 8-10 hours
Other Options and Services Not
Included in Price
Cleaning fee: $500; lighting options: $300-
$750; Photo booths:start at $850; stages for
bands: start at $750
Linen package upgrade - $1200 + tax – room
set with white linens, napkins, place setting,
staff to wash dishes, barware, beer/wine
cooler and 2 keg taps
Day of Coordinator Upgrade - $1,250 –
coordinator services before and day off
including rehearsael, help with décor, use of
vases/décor items, use of easels, use of table
numbers, cake cutting, use of outdoor sound
system, candles
Lighting options: $50-$750; Photo Booth:
starting at $850
Does Venue
Require In-House Catering or Bar
service?
Yes to in house catering no yes to in house catering
Catering
In House buffet, food stations or plated–
includes place setting, flatware, glassware Outside allowed with fees Plated dinner, buffet & food stations
Alcohol
Client provides- must use their bartender –
incurs additional fees; no cash bar unless
using an outside alcohol catering company
that has valid permits; security required
Client can bring in alcohol but must be served
by licensed and insured bar vendor.
Décor
Bring your own Some available for additional fees or do your
own
Nothing can be hung on walls, no duct tape
can be used in set up
Photography Many photo opportunities Allowed Doesn’t specify
Entertainment Your choice Your choice Doesn’t specify – sound system w/mics and
projection available
Dancing
Dance floor is additional fee Not specified Doesn’t specify
On Site Staff Present at event Present – option to upgrade rental to include
coordinator Staff is present
Security Required – hourly rate Required with alcohol – Grapevine PD –
hourly rate
Required - $240 - $60 each additional hour
over 4
Restrictions No details No floral centerpieces No sparklers, fireworks or confetti
What time can we and our
vendors enter to set up? Beginning of rental time Beginning of rental time Beginning of rental time
Cleanup
Requirements Catering staff must remove trash and clean
kitchen if they use it
Staff Catering staff present
If purchasing linen and coordinator upgrades
you can hire their servers which allows a
“drop off” catering service. $25 per hour with
4 hour minimum per server.
Catering staff present
Included or Extra Fee...
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ____yes__
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens _yes_____
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ___yes___
chair covers ______
place settings ______
cake cutting __yes____
wait staff _yes__
custodians ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
VENUE COMPARISON
Venue Location 9 Location 10 Location 11
Address
Phone
Email
Century Hall
901 Houston St Ft Worth, TX 76102
817-600-0541
Thecenturyhall.com
Hidden Gardens
8229 Jacksboro Hwy Ft Worth, TX 76135
817-875-3273
www.hiddengardensevents.com
The Laurel
2040 Enchanted Way Grapevine, TX 76051
817-617-7400
www.thelaureltexas.com
Contact Person
Shelly King Hannah Welborn
Location Downtown Fort Worth Northwest Ft Worth Grapevine/North of DFW Airport
Style Modern industrial urban loft space Historic stone home Hill country inspired retreat
Special Features Vintage tin ceilings, original hardwood floors Built in large historic bar; covered patio
Guests feel miles away but still close to DFW
conveniences – in between Dallas & Ft Worth
Outdoor patio
Capacity 240 150 300
Rental Fee
Saturday: $6,500 - $8,200
Friday & Sunday: $5,250 - $6,000
Monday – Thursday: $3,250 - $4,000
Depending on which package you choose
Elopement Ceremony only package: $2,500
Saturday: $5,000 (12 -11 pm)
Friday: $4,500 (12–11 pm)
Sunday: $4,000 (12-10 pm)
Monday – Thursday: $2,000 (4-10 pm)
25% off during July, August, December &
January
Ranges from $4,500 - $11,500
Reception pricing varies by season and
evening of the week selected
Deposit 50% of rental amount $500 refundable damage deposit $1,000 refundable
Changes Doesn’t specify Doesn’t specify Doesn’t specify
Cancellation
Allowed one date change with no less than
90 days notice or if you cancel altogether
there are no refunds.
All payments are non-refundable with the
exception of the security deposit.
Hidden Costs Cleaning fee - $500 $250 set up/clean up fee is required (non-
refundable) Beverage minimum required
Time Frame 4 – 15 hours depending on day & package 6-11 hours depending on day
1 hour rehearsal during the week 12 hours
Other Options and Services Not
Included in Price
Lighting options: $500-$750; Photo
booths:start at $850; colored and specialty
linens
Multiple decorations and other items
available to rent for additional fees Additional hours available at $500 per hour
Catering
In House buffet, food stations or plated Outside allowed
Buffet menus being at $50 per head;
Plated menus being at $60 per head; Custom
menu pricing for stations, family style, etc.
Holiday pricing may vary
Alcohol
Through in house caterer Client provides- must use their bartender –
security required
Bar options – all packages include a
champagne toast for guests, bars, TABC
certified bartenders, and bartender
gratuities. Also may work with guests to
design a custom bar package if desired.
Décor
Bring your own Some available for additional fees or do your
own
Photography Many photo opportunities Venue and grounds for engagement and
bridal photo sessions
Entertainment Your choice Your choice
Dancing
Not specified Not specified Doesn’t specify
On Site Staff Present at event On site manager to oversee facility Day of coordinator/wedding planner
Security Required – $240 Required with alcohol Required when alcohol is served
Restrictions No details All events must end at midnight
What time can we and our
vendors enter to set up? Beginning of rental time Beginning of rental time Beginning of rental time
Cleanup
Requirements Not specified Venue does
Staff Catering staff present Your choice of vendors (excluding bartending
and security) Catering staff present
Included or Extra Fee...
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens _yes_____
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
VENUE COMPARISON
Venue Location 12 Location 13 Location 14
Address
Phone
Email
Royal Affairs Ballroom
140 E. Main St. #103 Lewisville, TX 75057
972-221-6565
Info @royalaffairs.com
Mill Street House
322 N. Mill St. Lewisville, TX 75057
972-966-6455
Themillstreethouse.com
info@themillsthouse.com
The Bowden
1775 Keller Pkwy Keller, TX 76248
817-379-1775
info@thebowden.org
Contact Person Sherry 972-693-3393
Shannon Bogan Shelly Kitchens
Location Downtown Lewisville Downtown Lewisville Keller – centrally located DFW Metroplex
Style Historic downtown building Old Town Lewisville First class event venue
Special Features Antique ceiling tiles, rooftop ceremony and
reception space for 60
Restored 1940’s home – indoor/outdoor
event venue- unique flexible space
Floor to ceiling windows, high ceilings, crystal
chandeliers, private patio overlooking pond
Capacity 125-350 35 indoor; 120 combined with outdoor Chapel seats 271; ballroom up to 550
Rental Fee
Saturday: $7,500-12,000 (up to 125 guests)
Friday : $6,500 -10,000 (up to 125 guests)
Sunday - Thursday: reduced rates
Depending on which package you choose
Rooftop only Sun-Sat all day starts at $750
Saturday: $5,000 (12 -11 pm)
Friday: $4,500 (12–11 pm)
Sunday: $4,000 (12-10 pm)
Monday – Thursday: $2,000 (4-10 pm)
25% off during July, August, December &
January
Ranges from $2,000-$10,000 depending on
package and day of the week
Reception pricing varies by season and
evening of the week selected
Deposit $1,000 + $500 refundable damage deposit
$1,000 applied to rental payment
To reserve required non refundable retainer
equal to ½ of total fee + $150 refundable
security deposit
25% at contract
50% 90 days later
25% 90 days before due date
Changes Not specified Not specified Final guest count 14 days prior to event date
Cancellation Didn’t answer Not specified All payments are non refundable and non
transferable
Hidden Costs Pricing based on 125 guest count – can
customize packages for up to 350 guests
Staff @ $25 per hour per staff member
required for events with more than 50 people Day of bridal attendant required $600-800
Time Frame All day access ½ day is 8AM-4PM or 4PM-12A
Full day is 8 AM – 12 AM Depends on what package you choose
Other Options and Services Not
Included in Price Customizable projector screens Not applicable Arch, gold Chiavari chairs, cross, white dance
floor, green wall, wood dance floor
Does Venue
Require In-House Catering or Bar
service?
Vendors are all in house
In house catering or Bar service not available
yes to both
Food and Beverage minimums required:
Monday – Thursday: $10,000
Friday/Sunday: $15,000
Saturday: $20,000
Catering
All in house – passed appetizers, carving
station, buffet style dinner, wedding cakes
with deluxe package included
Client responsible for catering All in house – several packages available
Alcohol
Bar service available
Alcohol is allowed – no additional fees
TABC bartender only required for liquor
Self serve beer and wine is allowed
Different bar packages
Décor
Chiavari chairs, linens, centerpieces, china,
silverware, stemware all included
Client responsible – no decoration
restrictions unless it will cause damage
Not included but some available for
additional rental.
Photography Your choice Not specified Portrait time included with wedding packages
Entertainment
DJ included with deluxe package
Venue includes cornhole game, outdoor
stage and lighting, music system indoor and
outdoor, outdoor Bluetooth speakers, smart
TV’s indoor and outdoor
Gaming station in groom’s suite; all wedding
packages include use of all A/V capabilities
Dancing
Large dance floor Not specified Dance floor included in some packages
On Site Staff Onsite facility manager Required for larger parties Catering team; banquet team; day of venue
coordinator
Security Security available Event staff for 50+ people serves as security Required for all events with alcohol or 150+
guests @ $75 per hour per officer
Restrictions
3 hour minimum booking required during
peak hours
Vendors are required to turn in proof of
insurance forms 30 days prior to event.
Max 3 hours combined planning details
included in rental. Additional hours are
available at $40 per hour.
What time can we and our
vendors enter to set up? Beginning of rental time Beginning of rental time Beginning of rental time
Cleanup
Requirements Not specificed Staff will assist with cleaning and trash if
present Venue does
Staff Wait staff present Available for hire (required for larger parties) Catering and banquet staff present
Included or Extra Fee...
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
valet parking ______
handicap access ______
dressing room ______
coat room ______
A/V _yes_____
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians __yes____
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
VENUE COMPARISON
Venue Location 15 Location 16 Location 17
Address
Phone
Email
Chandon Arbors
121 S. Elm St Keller, TX 76248
info@chandonarbors.com
817-576-2295
Feragne Villa Event Venue
755 Mid Cities Blvd Hurst, TX 76054
817-925-4847
info@myweddingvilla.com
Aristide Colleyville
77 Piazza Lane Colleyville, TX 76034
972-317-7464
slawson@waltersweddingestates.com
Contact Person Ashlinn Rita and Leo Sarah Lawson
Location Historic old town Keller Texas Mid Cities (DFW) Village at Colleyville
Style Romantic, modern and stately Modern Italian inspired rock/iron Tuscan with ivy accents and awe inspiring
architecture.
Special Features Two outdoor patios with fireplaces and a
waterfall feature. Outdoor ceremony space.
Outdoor patio space for cocktail receptions;
All inclusive packages; 11 chandeliers
Crystal chandeliers, vaulted ceilings, towering
windows, courtyard with string lights, water
fountain and spiral staircase.
Capacity 200-300 220 275
Rental Fee
Saturday: $ 8,100
Friday : $ 6,400
Sunday: $ 5,500
Saturday: $5,200 All day
Saturday evening only: $4,500 – 4 ½ hours
Friday evening: $3,500 - 4 ½ hours
Sunday evening: $3,200 – 4 ½ hours
Monday – Thursday: $1,950 – 4 hours
Friday or Sunday: $3,500
Saturday: $5,500
Monday – Thursday: $500
Deposit 30% non refundable
$1,000 non refundable & non transferable $950
Changes Can reschedule for no additional charge Prices subject to change without notice until
contract is signed with payment.
Rates are always subject to change; special
rates on holidays
Cancellation Nothing official but no refunds will be given
Hidden Costs A la Carte Amenities Additional services Service charges and sales tax
Time Frame 12 hours 4 – 12 hours 11 hours
Other Options and Services Not
Included in Price Day Of Coordinator Service; Up-lighting; send
off packages; floral packages;
Uplights, “LOVE” table, royal wedding sofa,
photo booth, pipe & drape, chair ties,
chargers, event planning
3 levels of packages – can include exit vehicle
at the top end
Does Venue
Require In-House Catering or Bar
service?
No
No
With in house catering napkins and
silverware are included
Yes to both
Catering
Preferred catering packages In house or outside is allowed In house only – 3 levels of catering packages
Alcohol
Alcoholic beverage packages
Provided by client or bar service vendor
TABC bartender required - 2 for events over
100 people
In house only – 3 levels of beverage packages
Décor
Linens, table settings & décor rentals
packages available
5 choices of linens, house centerpieces,
display easels all included
All packages include linens, chargers, and
house centerpieces
Photography Use of venue for Bridal photo shoot Preferred photographer Two hours of portrait time prior to wedding
date is included in rental
Entertainment Groom suite with 2 bars, lounge area with TV
and game table. Moveable TV’s for client use
during events.
Lighting/Sound systems available All packages include DJ service
Dancing
yes Tile floor can be used for dancing - no extra
set up required for dance floor Dance floor present
On Site Staff On site venue attendant yes Coordinating services in all vendor packages
Security Included in bar services package Required at all events Required
Restrictions None specified Preferred vendors No outside catering services allowed
What time can we and our
vendors enter to set up? Beginning of rental time Set up is 2 hours prior to event Beginning of rental time
Cleanup
Requirements Done by venue Staff will assist with cleanup Last hour of rental time is clean up
Staff On site venue attendant; coordinator
available for additional fee Present On site catering, bar and coordinator present
Included or Extra Fee...
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
valet parking ______
handicap access ______
dressing room ______
coat room ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ____
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
VENUE COMPARISON
Venue Location 18 Location 19 Location 20
Address
Phone
Email
4forty events
440 Parker Square Flower Mound 75028
469-451-5117
info@4forty.events
Hidden Pines Chapel Hurst
1843 Precinct Line Hurst, TX 76054
972-317-7464
hurst@waltersweddingestates.com
Hidden Pines Highland Village
2380 Nelson Pkwy Highland Village 75077
972-317-RING
highlandvillage@waltersweddingestates.com
Contact Person Christina Aquirre Sarah Lawson Sarah Lawson
Location Flower Mound Mid Cities (DFW) Highland Village
Style Modern rustic Light airy chapel/rustic elegant reception Texas Hill Country inspired
Special Features Turnkey venue; gazebo lawn area for outdoor
ceremony/reception Outdoor courtyard space Austin stone and wood; 40’ ceilings; grand
staircase; walls of windows
Capacity 120 seated, 200 standing reception style 165 325
Rental Fee Saturday: $ 3,000
Sunday-Thursday: $ 2,000
Saturday: $3,500
Friday or Sunday: $2,500
Monday – Thursday: $250
Payment schedule specified
Friday or Sunday: $ 3,500
Saturday: $ 5,000
Monday – Thursday: $ 1,000
Deposit 30% of venue rental $700 + 5% of rental fee $700 + 5% of rental fee
Changes Rental balance due 14 days prior to event
date.
Deposits are non-refundable and non-
transferable
Deposits are non-refundable and non-
transferable
Cancellation If a cancellation the deposit is non-refundable
unless having to cancel due to Covid.
Some monies will still be owed depending on
timing of cancellation vs. event date per
contract.
Some monies will still be owed depending on
timing of cancellation vs. event date per
contract.
Hidden Costs Applicable if extra services arranged by
venue, i.e. like valet parking.
Card payments incur 3% fee deducted from
deposit after event Sales tax and services charges apply
Time Frame 10 hours of venue access 11 hours 11 hours
Other Options and Services Not
Included in Price Can arrange valet parking Uplights, photo booth, luxury exit vehicle in
Elite package
3 levels of packages – can include exit vehicle
at the top end
Does Venue
Require In-House Catering or Bar
service?
no yes
Yes to both
Catering
Open vendor policy In house- choice of 3 catering packages
priced per person in addition to rental fee In house only – 3 levels of catering packages
Alcohol
Preferred vendor if outsourcing bar;
otherwise require TABC bartenders
In house – choice of 3 beverage packages
priced per person in addition to rental fee
In house only – 3 levels of beverage packages
Décor
Not included House centerpieces included in all vendor
packages; floral with top 2 packages
All packages include linens, chargers, and
house centerpieces
Photography Open vendor policy – doesn’t specify 2 hours of portrait time included in rental Two hours of portrait time prior to wedding
date is included in rental
Entertainment Open vendor policy – doesn’t specify DJ services in all vendor package levels All packages include DJ service
Dancing
Allowed yes Dance floor present
On Site Staff yes yes Coordinating services in all vendor packages
Security Only required if guest count exceeds 200. Required at all events Required
Restrictions Candles must be in container taller than
itself; no glitter or confetti cannons In house catering/bar only No outside food or drink
What time can we and our
vendors enter to set up? Beginning of rental time Rental time includes 5 hours of set up Beginning of rental time
Cleanup
Requirements
Standard cleaning services are included. All
vendors will be responsible for removal of all
their own items. All décor must be removed.
Done by venue Last hour of rental time is clean up
Staff On site venue staff for set up and assistance Always staff present On site catering, bar and coordinator present
Included or Extra Fee...
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
valet parking __yes____
handicap access ______
dressing room ______
coat room ______
A/V __yes____
linens ______
chair covers ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
Incl Extra
tables & chairs ______
buffet tables ______
cake tables ______
layout setup ______
wet bar ______
dance floor ______
free parking ______
handicap access ______
dressing room ______
coat room ______
A/V ______
linens ______
chair covers ______
place settings ______
cake cutting ______
wait staff ______
custodians ______
place settings ______
cake cutting ______
wait staff ______
custodians ____
place settings ______
cake cutting ______
wait staff ______
custodians ______
City of Colleyville Page 1
City of Colleyville
Colleyville Center Advisory
Committee
Agenda Briefing
City Hall
100 Main Street
Colleyville, Texas 76034
www.colleyville.com
Agenda Number 3c Agenda Date 5/9/2022 Number
Type Regular Agenda Items
Department Colleyville Center
Title
Discussion of Items for Future Agendas
Explanation
This item allows for the discussion of items for future agendas and to advise of
upcoming meeting dates: August 15, 2022 and November 21, 2022.
Attachments