Summary
You’ll have a booked date, a layout that fits the room, and a load-in and AV plan that keeps the day moving from first truck to final strike.
We’ll handle venue hire and rentals, set clear access and end-time rules up front, and run a clean handoff to your team. Next up is a site walk and a hold on the date.
We start with a site walk and a layout-based capacity check, then put the rules, access points, and timing in writing so there are no surprises after you sign. Once the date is held, we collect the COI, build a load-in schedule with your vendors, and run setup, AV check, and strike to plan.
Who you are working with
We run Cedarbay Studio as a working event space, so our day-to-day is load-ins, room flips, and making sure the last ten minutes of the schedule go as smoothly as the first ten. Mara Kline manages bookings and venue details. Ethan Caldwell runs event operations on the floor, from doors to strike.
People come to us when they need a room that still works once it is full of vendors, gear, and guests. We give you the real capacity for your layout, not a single big number. We put load-in, parking, noise rules, and end time in the agreement, then we stick to the schedule on the day.
The team
You’ll deal with the same two people from site walk through strike, so the plan you approve is the plan that gets run.
Team
Mara Kline, venue manager. Mara is your venue manager. She holds dates, confirms layout and capacity, collects the COI, and keeps the agreement aligned with how the day will actually run.
Ethan Caldwell, event operations lead. Ethan is our event operations lead. He runs load-in, setup, the AV check, and the house handoff, then manages strike and the final room reset.
Recent work
Here are a few recent days where the schedule, access, and room plan mattered as much as the space itself.
Portfolio
Panel talk with Q&A. We set a theater layout, managed a staggered vendor load-in, and ran a fast sound check so the program started on time. The room flipped and reset the same night, with strike completed inside the booked window.
Brand launch reception. We supported a cocktail-style flow with bar setup rental, lounge furniture, and a clear service path for catering. Load-in used a timed schedule so multiple vendors could share the dock without blocking each other.
Wedding ceremony and dinner. We mapped a ceremony-to-dinner flip with tables, chairs, and basic lighting, then ran setup and strike labor to keep the changeover tight. The couple had one point of contact for timing and venue rules.
“Load-in was smooth, sound was solid, and nothing surprised us on the day.”
Event producer, a single-night program
Venue hire time
Hourly, half-day, or full-day blocks, with access time defined in the agreement so your run-of-show matches the hours you have the room.
GREEN ROOM ACCESS
Dedicated back-of-house space for speakers, couple, or key staff, with a clear handoff time so it is ready before doors or ceremony.
SETUP AND STRIKE LABOR
On-site labor for room reset, furniture placement, and end-of-night strike, scheduled to the same load-in and load-out windows your vendors are using.
Tables, chairs, lounge
Rental of tables, chairs, and lounge furniture as selected for your layout, staged for setup so the room can be built quickly and consistently.
AV PACKAGE
PA, microphones, projector, and basic lighting, with an on-site check before doors so you know what the room sounds and looks like before guests arrive.
BAR SETUP RENTAL
Portable bar, glassware, and ice tubs available for hosted bar service, staged where your catering team can work without crossing key guest paths.
What it costs
Pick the package that matches your event length and how much you want us to handle on-site. We’ll confirm the final total after the site walk and layout.
Priced items
Next steps
If the date and the outline here match what you’re planning, we can hold the day and start locking the vendor schedule.
1. Sign the agreement to place the date on hold. 2. Pay the 50% retainer so the hold becomes a booking. 3. Send your COI and vendor list so we can set load-in times.
WHAT’S THE REAL SEATED AND STANDING CAPACITY FOR THIS LAYOUT?
We confirm capacity by layout, not by a single headline number. At the site walk we’ll mark usable floor area, aisles, and exits, then give you a seated count and a standing count for the layout you are choosing.
WHEN CAN VENDORS LOAD IN, AND WHERE DO TRUCKS PARK?
We set load-in and load-out windows around your event timing, then assign an access route and a staging spot for each vendor. Truck and van parking depends on the day and time, so we confirm the plan in writing once the date is held.
Signature
Fee summary
What’s included versus what do we have to rent in?
Venue hire and rentals can include the room, furniture, AV, bar setup, green room space, and our setup and strike labor. If you need items outside our inventory, we’ll list what you are bringing in so nothing is assumed.
HOW STRICT ARE YOUR NOISE RULES AND END TIME?
We enforce the end time and noise limits written into the agreement, because that is what keeps the building usable for everyone. We’ll tell you what the limits are before you sign, and we plan the schedule so you can end cleanly.
Retainer and booking
We book the date once the agreement is signed and the 50% retainer is paid. Until then, we can place a hold, but we cannot guarantee availability.
Balance and final numbers. The remaining 50% is due before the event, based on final numbers, by a date we set. We’ll confirm your final-numbers deadline in writing during planning.
Invoices. Invoices are payable within 14 days of the invoice date. If an invoice is issued close to the event date, we may require payment before load-in so the schedule stays clean.
Changes after signing. If your plan changes after signing, we’ll update the scope and price in writing before we proceed. This includes changes to hours, layout, guest count, rentals, and labor needs.
Cancellation or rescheduling. If you cancel or move the date, we keep the retainer and apply any additional charges based on how close we are to the event. We’ll confirm the schedule we use when you book.
Site walk and capacity sign-off
We confirm capacity by layout at the site walk. Once we sign off on a layout and count, that is the maximum for the event. Changes to the layout can change capacity and staffing.
Load-in and access. We’ll set load-in and load-out windows and confirm the access route and vendor staging plan in writing once the date is held. Vendors must arrive and clear out within those windows.
End time and noise. The event end time and noise limits in the agreement are the rules we run the night by. If programming runs late, we may need to cut audio or begin strike to meet the building requirements.
COI and outside vendors. We collect COIs before load-in when a vendor’s work requires it. If you’re bringing in items outside our inventory, we’ll list them in writing so nothing is assumed on the day.
