FAQs
Here are answers to your frequently asked questions. Please contact us with any other questions!
GENERAL INFORMATION
How much does parking cost?
We have 1,200 onsite parking spaces that are free of charge for all attendees & guests.
How do I find out about an event that is booked at the facility?
All public events are listed on the Calendar page. Each event has a link to the individual event page. Please visit each page for more information on each event. The event hours & admission information are also listed on the Tickets page.
How can I find out more about showcasing my product or service at an event?
All events are produced by a different promoter. Please visit the Calendar page and click on the event link for the individual event's website. For a full listing of events we produce in-house, visit our Event Site.
Are there any employment opportunities available?
For information on available full-time & part-time employment, please click here.
What if I get hungry attending a public show, is there a place to purchase food?
Yes, we have a Food Court that offers a wide variety of meals, snacks and drinks for all public events. Menu options include:
Are there any hotels close by?
Yes, there are three hotels directly next to the Expo Center and within walking distance. They are the Hampton Inn & Suites, Hilton Garden Inn & the Homewood Suites.
BOOKING AN EVENT
How long do I have the building for my event?
Room rental prices are for five hour blocks of time. If you need additional time, please contact your event coordinator as per hour rates apply.
Can we bring in our own Audio/Visual equipment?
Yes, you are welcome to bring in your own audio/visual equipment. Just remember that if something malfunctions, we may not be able help because it is not our equipment.
What is the payment schedule?
We require a 50% non-refundable deposit of the room rental at the signing of the contract. The remaining balance plus any additional items ordered is due 30 days prior to the event. The catering final count and balance is due seven business days prior to the event. Please make all checks out to the Fredericksburg Expo & Conference Center. If you need W-9 forms, please contact your event coordinator.
Can we use the coat closet?
Yes, you are welcome to use the coat closet. We would be happy to prop it open for you and let your guests hang their own coats, or you can have a volunteer man the room. We recommend that you bring a double ticket roll. You can hole punch one ticket and put it with the hanger and give the matching ticket to your guest. Or, we would be happy to provide a coatroom attendee for $16.50 per hour.
Are taxes and fees included in your pricing?
No, they are not included in our listed prices. There are additional taxes and fees. There is a 5.3% sales tax on the room rental. There is an 11.3% sales tax and 19% management fee on catering.
CATERING
Can we bring in our own catering or alcohol?
No, we do not allow any outside catering or alcohol of any kind. The facility is the sole provider of food and beverage at the Fredericksburg Expo & Conference Center.
We want something specific for dinner that we don’t see on the menu. Can your chef make it?
We would be happy to accommodate any specific catering requests you may have. We will set up a meeting to discuss different options and to give you pricing for what you are looking for.
I am inviting children to my event. Do you offer a kids’ meal?
Yes, we do offer a children’s meal for guests under 12. It is $12.95 per plate and includes chicken fingers, green beans and French fries. Please tell your event coordinator if you plan on having kids’ meals available and how many you will need.
BANQUET / SPECIAL EVENT DECORATING
What kind of decorations do you supply?
We have small (about 16’ high) gold oil lamps that sit on round mirrors. A lot of clients use our mirrors and place their own centerpieces on them. We also have fichus plants with white holiday lights that you are welcome to use.
Do you supply chair covers?
No, we do not have chair covers in-house. We would be happy to recommend a company to rent them from if you would like chair covers for your reception. We have dark green, padded chairs.
Do you have table numbers and stands?
Yes, we have both table numbers and stands. The table number stands are silver.
Can I bring a fog machine and/or confetti?
No, we do not allow fog machines or confetti in the ballroom. There will be an additional cleaning fee if these rules are not followed.
Do you have any rules regarding additional decorations?
Yes. We do not allow anything hung from the ceiling, or anything that would damage the walls (i.e. tape nails, etc.) You are welcome to use sticky tack that does not leave any marks. Or better yet, use an easel! Also, please make sure that any candles are in a glass container and the flame is 1” below the top of the container.
How many people fit at a banquet table?
Our banquet tables are 5’ in diameter and seat eight people comfortably. We have a limited amount of 6’ tables that seat ten people. Ask your event coordinator if you need to use any.
How big is the dance floor?
The largest dance floor we have is 29’ x 30’. Please ask your event coordinator what size dance floor works best for your space.
What color are the table linens and napkins?
We have only white table linens in house. You are welcome to rent outside linens. Please make sure they are delivered to the Expo Center three days before your event. We have white, red, yellow, green and blue napkins available. If you are interested in any color other than white, please notify your event coordinator at least three weeks prior to the event.
When can we have access to the room for setup and decorations?
Please consult your event coordinator for specific times. We work hard to make sure you have access before your event to setup and decorate.
WEDDINGS
How long will my wedding reception last?
We allot one hour for cocktail hour and four hours for the reception. If you have your ceremony onsite, we add an additional hour. If you would like to add additional time, the rate is $250.00 per hour. Please consult your event coordinator.
Can we have our ceremony onsite?
Yes, you can have your ceremony onsite, as long as you have 200 guests or less. Additional charges do apply. Please see the wedding package for details.
Is day of coordination available?
Yes, there will be an event coordinator onsite the day of your wedding. We will be able to set out escort cards, favors, guest books, champagne flutes, cake knives, cocktail napkins and whatever additional items you bring for your reception.
Can we bring our own wedding cake?
Yes, you may, as we do not provide wedding cakes. We allow cakes from fully-insured bakeries. Cake-cutting is included in the wedding package and is not an additional fee.
When can my vendors setup on the day of my reception?
Please have your vendors contact the event coordinator directly. We will work with your vendors to confirm setup times.
I want to have my wedding on a holiday or holiday weekend. Are there any additional fees?
Yes, we charge an additional $500.00 room rental fee for holidays or holiday weekends. Additional catering fees also apply.
How much does parking cost?
We have 1,200 onsite parking spaces that are free of charge for all attendees & guests.
How do I find out about an event that is booked at the facility?
All public events are listed on the Calendar page. Each event has a link to the individual event page. Please visit each page for more information on each event. The event hours & admission information are also listed on the Tickets page.
How can I find out more about showcasing my product or service at an event?
All events are produced by a different promoter. Please visit the Calendar page and click on the event link for the individual event's website. For a full listing of events we produce in-house, visit our Event Site.
Are there any employment opportunities available?
For information on available full-time & part-time employment, please click here.
What if I get hungry attending a public show, is there a place to purchase food?
Yes, we have a Food Court that offers a wide variety of meals, snacks and drinks for all public events. Menu options include:
- Beverages: Sodas, Juices, Energy Drinks, Coffee, Tea, Water
- Chef & House Salads
- Cold Deli Sandwiches, Wraps & Subs
- Hot Sandwiches & Subs, Pizza, Chicken Tenders
- Hamburgers, Cheeseburgers, Hot Dogs, Grilled Chicken Sandwiches
- Sides & Snacks: Fries, Nachos, Chips, Hummus & Pretzels, Yogurt, Fresh Fruit, Soft Pretzels, Candy
Are there any hotels close by?
Yes, there are three hotels directly next to the Expo Center and within walking distance. They are the Hampton Inn & Suites, Hilton Garden Inn & the Homewood Suites.
BOOKING AN EVENT
How long do I have the building for my event?
Room rental prices are for five hour blocks of time. If you need additional time, please contact your event coordinator as per hour rates apply.
Can we bring in our own Audio/Visual equipment?
Yes, you are welcome to bring in your own audio/visual equipment. Just remember that if something malfunctions, we may not be able help because it is not our equipment.
What is the payment schedule?
We require a 50% non-refundable deposit of the room rental at the signing of the contract. The remaining balance plus any additional items ordered is due 30 days prior to the event. The catering final count and balance is due seven business days prior to the event. Please make all checks out to the Fredericksburg Expo & Conference Center. If you need W-9 forms, please contact your event coordinator.
Can we use the coat closet?
Yes, you are welcome to use the coat closet. We would be happy to prop it open for you and let your guests hang their own coats, or you can have a volunteer man the room. We recommend that you bring a double ticket roll. You can hole punch one ticket and put it with the hanger and give the matching ticket to your guest. Or, we would be happy to provide a coatroom attendee for $16.50 per hour.
Are taxes and fees included in your pricing?
No, they are not included in our listed prices. There are additional taxes and fees. There is a 5.3% sales tax on the room rental. There is an 11.3% sales tax and 19% management fee on catering.
CATERING
Can we bring in our own catering or alcohol?
No, we do not allow any outside catering or alcohol of any kind. The facility is the sole provider of food and beverage at the Fredericksburg Expo & Conference Center.
We want something specific for dinner that we don’t see on the menu. Can your chef make it?
We would be happy to accommodate any specific catering requests you may have. We will set up a meeting to discuss different options and to give you pricing for what you are looking for.
I am inviting children to my event. Do you offer a kids’ meal?
Yes, we do offer a children’s meal for guests under 12. It is $12.95 per plate and includes chicken fingers, green beans and French fries. Please tell your event coordinator if you plan on having kids’ meals available and how many you will need.
BANQUET / SPECIAL EVENT DECORATING
What kind of decorations do you supply?
We have small (about 16’ high) gold oil lamps that sit on round mirrors. A lot of clients use our mirrors and place their own centerpieces on them. We also have fichus plants with white holiday lights that you are welcome to use.
Do you supply chair covers?
No, we do not have chair covers in-house. We would be happy to recommend a company to rent them from if you would like chair covers for your reception. We have dark green, padded chairs.
Do you have table numbers and stands?
Yes, we have both table numbers and stands. The table number stands are silver.
Can I bring a fog machine and/or confetti?
No, we do not allow fog machines or confetti in the ballroom. There will be an additional cleaning fee if these rules are not followed.
Do you have any rules regarding additional decorations?
Yes. We do not allow anything hung from the ceiling, or anything that would damage the walls (i.e. tape nails, etc.) You are welcome to use sticky tack that does not leave any marks. Or better yet, use an easel! Also, please make sure that any candles are in a glass container and the flame is 1” below the top of the container.
How many people fit at a banquet table?
Our banquet tables are 5’ in diameter and seat eight people comfortably. We have a limited amount of 6’ tables that seat ten people. Ask your event coordinator if you need to use any.
How big is the dance floor?
The largest dance floor we have is 29’ x 30’. Please ask your event coordinator what size dance floor works best for your space.
What color are the table linens and napkins?
We have only white table linens in house. You are welcome to rent outside linens. Please make sure they are delivered to the Expo Center three days before your event. We have white, red, yellow, green and blue napkins available. If you are interested in any color other than white, please notify your event coordinator at least three weeks prior to the event.
When can we have access to the room for setup and decorations?
Please consult your event coordinator for specific times. We work hard to make sure you have access before your event to setup and decorate.
WEDDINGS
How long will my wedding reception last?
We allot one hour for cocktail hour and four hours for the reception. If you have your ceremony onsite, we add an additional hour. If you would like to add additional time, the rate is $250.00 per hour. Please consult your event coordinator.
Can we have our ceremony onsite?
Yes, you can have your ceremony onsite, as long as you have 200 guests or less. Additional charges do apply. Please see the wedding package for details.
Is day of coordination available?
Yes, there will be an event coordinator onsite the day of your wedding. We will be able to set out escort cards, favors, guest books, champagne flutes, cake knives, cocktail napkins and whatever additional items you bring for your reception.
Can we bring our own wedding cake?
Yes, you may, as we do not provide wedding cakes. We allow cakes from fully-insured bakeries. Cake-cutting is included in the wedding package and is not an additional fee.
When can my vendors setup on the day of my reception?
Please have your vendors contact the event coordinator directly. We will work with your vendors to confirm setup times.
I want to have my wedding on a holiday or holiday weekend. Are there any additional fees?
Yes, we charge an additional $500.00 room rental fee for holidays or holiday weekends. Additional catering fees also apply.
