Frequently Asked Questions

We know there are many questions when planning an event and while we encourage you to contact to us if there are any specific questions, we do have an extensive list of frequently asked questions answered below. Questions are divided by categories to help guide your thoughts. Please click on each categories to review the questions and answers.

 

VENUE COST, PAYMENTS, & GUIDELINES

WHAT’S THE TOTAL COST OF THE VENUE, AND WHAT’S INCLUDED IN THAT FEE?

The cost of the venue and its inclusions can be found on the PRICING page of the website.

 

ARE THERE DIFFERENT RATES FOR DIFFERENT DAYS OF THE WEEK?

The cost of the venue and its inclusions can be found on the PRICING page of the website.

 

DO YOU HAVE DIFFERENT RATES FOR DIFFERENT SEASONS?

The Refinery does not have off-season or peak season pricing. Pricing remains the same throughout the year except on Holidays. Holiday rates will apply to select dates that fall on holidays, days adjacent to holidays, and days of The Refinery's discretion (ex: Thunder Over Louisville, week of Kentucky Derby, Sunday before Memorial Day, Fourth of July, Sunday before Labor Day, New Year’s Eve, etc.). Please contact the office to obtain holiday pricing. Rental fees will not increase after the execution of a rental agreement.

 

IS THERE A CONTRACT SIGNED TO GUARANTEE MY DATE AND ALL POLICIES?

Yes, The Refinery Rental Agreement and Guidelines must be completed and signed along with the first payment to secure a particular date. All Rental Agreements and Guidelines are sent electronically through Adobe Sign for the Client to review, complete, and sign. To request a Rental Agreement, please contact a The Refinery team member at 812.850.0034 or at info@therefineryevents.com.

 

WHAT ARE YOUR GUIDELINES OR POLICIES?

All guidelines of The Refinery can be found on the GUIDELINES page of the website.

 

HOW MUCH IS REQUIRED TO SECURE THE VENUE?  WHEN IS THE FIRST PAYMENT DUE?

A fifty percent (50%) first payment of the total venue rental cost including sales tax is required to secure a particular event date.

 

The first payment is due within seven (7) days of requesting and receiving a rental agreement from The Refinery. If the payment is not received within seven (7) days or if communication has not been received from the Client, the event date will be released and will be available to be booked by another client.

 

WHAT TYPE OF PAYMENT METHODS ARE ACCEPTED? ARE CREDIT CARDS ACCEPTED?

Visa, MasterCard, Discover, and American Express are the only credit cards accepted. Charges may appear as “The Refinery” or “Fleur de Lis Events & Design.” A convenience fee of four percent (4%) will be applied to all credit card transactions when the cardholder and card are not present at the time of transaction for the card to be swiped; this includes phone orders or transactions processed with the credit card authorization form. Other forms of payment include cash, check, money order, or certified check. All checks should be made out to “The Refinery” and include the event title (or last names of the wedding couple) and the event date.

 

ARE THERE PAYMENT PLANS AVAILABLE?

Payment plans are available upon request and will be structured in the following manner: a twenty-five percent (25%) first payment is required at the time of signing the agreement, monthly payments are then required until fifty percent (50%) of the total venue cost is reached. The final balance is then due thirty (30) days prior to the event.

 

All payments will be due by the dates listed on the Client’s personalized payment plan schedule. If the payments are not received in a timely manner as directed, all payments will be forfeited and the date will be released. The Client will not have the opportunity to use the monies paid for a new event date.

 

WHERE CAN WE SEND PAYMENTS? WHAT IS YOUR MAILING ADDRESS?

All mail can be sent to:

 

The Refinery

500 Missouri Avenue

Jeffersonville, IN 47130

 

Checks should be made payable to “The Refinery” and include the event title (or last names of the wedding couple) and event date on the memo line.

 

IS THE FIRST PAYMENT REFUNDABLE? ARE SUBSEQUENT PAYMENTS REFUNDABLE?

No payments, made at any time, are refundable.

 

WHAT’S YOUR CANCELLATION POLICY?

Should the event be canceled by the Client more than thirty (30) calendar days before the event, the Client will have the opportunity to rebook a future event, applying all monies paid to a new agreement subject to any price and guideline changes, as long as the new event date is booked before the original event date. After the original event date has passed, all monies and opportunity to rebook will be forfeited. The Client will only be able to cancel and rebook one time.

 

If the event is canceled by the Client thirty (30) calendar days or fewer before the event date, the Client is responsible for any remaining balance and will have no option to rebook.

 

All cancellations must be confirmed in writing by the Client/Renter listed on the rental agreement. Once the intent of cancellation has been received by The Refinery, a cancellation document will be sent for acceptance. The date of cancellation will be determined as the date the signed cancellation document is received back from the Client.

 

WHAT HAPPENS IN THE EVENT OF A LOCAL/GLOBAL PANDEMIC?

Should events beyond the reasonable control of The Refinery and the Client make the event commercially impracticable, impracticable to perform, illegal, or impossible to fully perform as the Parties originally agreed to, the affected Party may terminate the rental agreement, without liability, upon written notification. The Client may choose to postpone the event to another available day adhering to the current guidelines and pricing at the time of rebooking. If the client chooses to not rebook within thirty (30) days of the written notice, all monies paid will be forfeited and not made available to be used on a new agreement. Notice under this provision may be given at any time in advance of the event provided that the notifying Party has met the requirements.

 

HOW FAR IN ADVANCE CAN WE RESERVE A DATE?

Dates can typically be reserved up to twenty-four (24) months in advance.

 

VENUE LOGISTICS

 

How many guests can the venue accommodate?

Refinery North can accommodate up to 350 guests seated for a dinner with limited space for other event activities. Depending on the needs for an event, the Mezzanine in this space may need to be used to seat guests.

 

Refinery South can accommodate up to 410 guests seated for a dinner with space for other event activities.

 

The Courtyard can accommodate up to 408 guests in theater-style seating.

 

All spaces can accommodate a larger number of people for standing cocktail reception or events with limited seating opportunities. Please contact The Refinery so that we can discuss your specific needs.

 

Are there separate spaces for the cocktail hour, ceremony, and reception?

While there is no defined use of space within The Refinery and the space is completely flexible based on the desires of the event, depending on the spaces rented there can be spaces for a ceremony, cocktail hour and reception. Below are a few examples depending on the space rented:

- If you choose Refinery North and have 175 or fewer guests, the room can be divided into two areas to create a separate ceremony and reception space.

 

- If you Choose Refinery North and Courtyard, the ceremony can be held in the Courtyard, a cocktail hour can be held in the conference area of Refinery North, and reception in the main space of Refinery North. Larger guest counts can forgo the separate cocktail hour area and use all of Refinery North for the reception.

 

- If you choose Refinery South, the space can be set to accommodate a ceremony and reception with the guests seated at their guests tables; for guests counts under 175 the room can be divided to host the ceremony on one side and reception on the other (draping can be installed for visual separation for an additional cost); the space can also be set according to the anticipated guest count to host a cocktail hour in one portion of the room and the rest of the room for the reception.

 

- If you choose Refinery South and Courtyard, the ceremony can take place in the Courtyard and the reception in Refinery South, depending on the guest count Refinery South can be set for cocktail hour and reception.

 

- If you choose the Entire Facility, you may use Refinery North for the ceremony or cocktail hour, the Courtyard for the ceremony or cocktail hour, and Refinery South for the reception.

 

How many hours are included in the rental?

The standard weekend rental (Friday - Sunday) of Refinery North or Refinery South, with or without the Courtyard, is for five (5) event hours, plus three (3) guaranteed hours for set up and one (1) hour for break down (for a total of nine (9) consecutive hours).

 

The standard weekend rental (Friday - Sunday) of the Entire Facility (Refinery North, Refinery South, and Courtyard) is for six (6) event hours, plus three (3) guaranteed hours for set up and one (1) hour for break down (for a total of ten (10) consecutive hours).

 

The standard weekday rental (Monday - Thursday) of Refinery North or Refinery South, with or without the Courtyard, or the Entire Facility is four (4) event hours, plus two (2) guaranteed hours for set up and one (1) hour for break down (for a total of seven (7) consecutive hours).

 

A Client may choose to add the All-Day Upgrade to any weekend or weekday evening rental for an additional rental fee of $500 which gives access to the rented event space from 10:00AM to 1:00AM for the rented space to be used as desired. This allows for an extended setup and break down time or longer event time with no additional charges per hour.

 

If the Client chooses not to add the All-Day Upgrade, additional event hours can be added for $300 per hour and additional setup or break down time can be added for $150 per hour. These additional hours may be added the day of the event.

 

When does Event Time begin?

The event time begins at the anticipated time guests are expected to arrive at the venue. For example, if a ceremony is at 5:30PM, the event start time would be 5:00PM as this is the time that guests typically begin to arrive at the venue. If the wedding ceremony is off site, the event start time for the cocktail hour/reception would be the anticipated end time of the ceremony plus travel time.

 

Having the event start time at the anticipated guests arrival time allows for all vendors to be set and ready before any guests arrive.

 

Do you host more than one event on the same day?

Multiple events can be held on the same day, but not in the same event space. If a Client only chooses one of the event spaces, the other event spaces will be available to be rented by another client.

 

How are events on the same day kept separate?

It is imperative for the Client to let guests know which event space their event will be occurring in if the Client has not rented the entire facility. If you have selected Refinery North, we ask that you use the address of 500 Missouri Avenue, Jeffersonville, IN 47130. If you have selected Refinery South, we ask that you use the address of 450 Missouri Avenue, Jeffersonville, IN 47130. Furthermore, signage will be in place on the day of the event directing guests to the proper event.

 

If the Client has not rented the Courtyard, the doors to the Courtyard will be locked. Visual blocks such as draping or boxwood hedges may be installed to help provide more separation between two parties.

 

Who will be our main contact at the venue on the day of?

On the event day, a member of the venue staff will be present throughout the event from setup to breakdown. This person may change throughout the day and this may be someone that you have not met in the planning process. The venue staff will tend to all venue related needs as well as make sure all vendors are set in the proper place with The Refinery provided equipment determined prior to the event day. The staff member can be reached via phone call or text at 812.850.0034 if they are not immediately seen during the event.

 

Will you provide signs to direct guests to our reception?

Signage will be placed at the main entrances to direct guests to the proper location. Additional freestanding signage may also be provided as needed.

 

Do you provide a coat check service?

Refinery North and Refinery South do have coat closets available for use at no additional cost. The coat closets available are unmanned (open for guests to store items on their own.) Each closet does have a key code lock so that it can be secured. The code will be given to the day of contact on the event day and they will be responsible for distributing that code to the appropriate people.

 

Coat check attendants can be provided by The Refinery for an additional cost of $25 per hour. Adding thirty minutes prior to the event start time and thirty minutes after the end time will determine the amount of time needed for the coat check attendant. The Client may also choose to provide their own coat check attendant.

 

Do you offer an on-site wedding coordinator?

The Refinery does not provide or offer an on-site wedding coordinator. The Refinery can provide recommendations upon request.

 

The Refinery does provide limited pre-event planning which includes vendor recommendations upon request, event space diagramming, and specific communication with the caterer, bar service, and entertainment (band or DJ) prior to the event. Additional services such as decor, floral, and rentals can also be provided by The Refinery for an additional cost.

 

How much parking is available at the venue, and will guests need to pay for parking?

Parking is included with all rentals at The Refinery. Parking is based on a first-come, first-served basis and parking spaces can not be reserved. There are approximately 1,032 parking spaces available within Water Tower Square (the property on which The Refinery resides). All parkers must abide by all posted placards. The Refinery is not responsible for any incidents that may occur in or because of parking at The Refinery/ Water Tower Square. Parking will be limited for Thunder Over Louisville; please contact the office for further information.

 

Are cabs/ride-share (Uber, Lyft, etc.) easily accessible from the venue?

Cabs are not readily available at The Refinery but can be called for pickup. The venue is easy for ride-share apps to locate.

 

Do you offer valet?

The Refinery does not provide or offer valet service. The Refinery can provide recommendations upon request.

 

What are the nearest hotels to the venue?

The nearest hotels to The Refinery are:

Sheraton Louisville Riverside Hotel - 700 W Riverside Dr, Jeffersonville, IN 47130

Fairfield Inn & Suites by Marriott Louisville North - 619 N Shore Dr, Jeffersonville, IN 47130

TownePlace Suites by Marriott Louisville North - 301 W Maple St, Jeffersonville, IN 47130

Hawthorn Suites by Wyndham Louisville North - 703 N Shore Dr, Jeffersonville, IN 47130

Radisson Hotel Louisville North - 505 Marriott Dr, Clarksville, IN 47129

 

REHEARSAL

Can ceremony rehearsal happen here?

Rehearsals for ceremonies may be scheduled based on the availability of the venue. There is a $100 rehearsal fee. The Client will be guaranteed one (1) hour of rehearsal time in the space being used for the ceremony. Rehearsal inquiries may be made at any time after the execution of a rental agreement, but will be subject to availability until thirty (30) days prior to the event date. If a rehearsal inquiry is made, the Client will be notified as soon as possible should the event space book by another Client on the requested rehearsal date prior to the official confirmation.

 

Can we have our rehearsal dinner here?

The space may be rented for a rehearsal dinner in accordance to the standard rental policies and guidelines. This rental would be a separate rental and is not in conjunction with the primary rental.

 

SET UP AND BREAK DOWN

Who is in charge of the setup and breakdown of the event?

The Refinery will be responsible for setting up and breaking down all equipment provided by The Refinery. This includes tables, chairs, and included linens. A floor plan is approved at the final meeting approximately thirty (30) days prior to the events and the room will be set in that manner prior to the guaranteed set up time. All other items are to be setup and broken down by the party providing the items within the allotted time.

 

How long do we get for setup and breakdown?

For standard weekend rentals (Friday - Sunday), there are three (3) guaranteed hours for set up and one (1) hour for break down.

 

For standard weekday rentals (Monday - Thursday), there are two (2) guaranteed hours for set up and one (1) hour for break down.

 

What time can my vendors begin setting up?

Vendors may gain access to the event space at the determined setup time which is either two (2) or three (3) hours prior to the event start time; unless, the All-Day Upgrade is added in which case vendors may access the space as early as 10:00AM on the event day.

 

What am I responsible for removing the night of the event?

Any items not provided by The Refinery are to be removed immediately following the event. All trash must be placed in the on-site dumpers at the conclusion of the event. While 32 gallon trash cans on wheel are provided, trash bags are not provided and typically provided by the caterer or bar service, but if they do not provide them the responsibility will fall to the Client.

 

Exceptions will be made for certain rental items as long as it is requested and the pick up date is scheduled prior to the event date, if the items are properly handled at the conclusion of the event (properly packed away/collected), and if the items do not impede with the space being cleaned post event.

 

Is there a damage deposit?

While there is no damage deposit, all Clients are required to place a credit card on file at the final meeting approximately thirty (30) days prior to the event. This card is only used if communication stops after the event and if there is an outstanding invoice. If damages occur, it will be documented and invoiced for; additional charges can also be for excessive cleaning, the use of confetti or anything of the type, disregard for the sparkler guidelines, or additions added on by the Client or their representatives. If the Client does not indicate an alternative form of payment within one week of the invoice date, the card on file will be charged accordingly.

 

Is there a cleaning fee?

Standard cleaning services are included with the rental of the space. Additional charges may be incurred for cleaning that is deemed excessive. Excessive cleaning can include but is not limited to trash not properly disposed of, the use of glitter or confetti, presence of vomit or other bodily fluids, excessive gum, etc.

 

Can we throw confetti or use sparklers?

The use of glitter, confetti, birdseed, rice, or anything of that nature is strictly prohibited.

 

The use of sparklers outside the buildings are permitted with the acceptance of the Sparkler Guidelines, available upon request. Should the sparkler guidelines not be signed and filed with The Refinery prior to the event date, the use of sparklers is strictly prohibited and a fee of at least $300 will be incurred.

 

DECOR

Are the facilities decorated?

The event spaces are not decorated and serve as a blank canvas for any additions that the Client wishes to provide.

 

Do you have decorations available to rent?

The Refinery can provide a full range of decorations and rental items to enhance your event. The Refinery boasts an extensive inventory of decor items as well as accredited team members to design and create unique items for your event. Whether that be florals or linens, lighting or staging, The Refinery can take your vision and bring it to life with our years of experience and attention to detail. While we do not have a complete inventory list we do list several items as well as their starting pricing on our website under the FLORAL & DECOR tab at the top of the home page. To better understand your needs and wants we can schedule a decor consultation with one of our Design Team members or we can communicate through e-mail to determine your needs and craft a custom proposal for your event.

 

Are there any restrictions on decorations that we should know about?

The Refinery will be responsible for any and all hanging items in the event spaces. Client provided items to hang must be approved by The Refinery prior to the event date. Charges will be applied for all hanging items.

 

No items may be permanently adhered to any surface. The use of temporary adhesives must be approved by the venue staff either before or on the event date. Any damage will be billed to the Client post-event.

 

The use of glitter, confetti, birdseed, rice, or anything of that nature is strictly prohibited.

 

Can we use candles in our decorations?

Candles are allowed, but all flames must be enclosed (the container holding the candles must be taller than the flame) and clean burning.

 

How early can we start decorating?

The Client  may gain access to the event space at the determined setup time which is either two (2) or three (3) hours prior to the event start time; unless, the All-Day Upgrade is added in which case the Client may access the space as early as 10:00AM on the event day.

 

Can we go in the day before the wedding to decorate or store items?

Setup the day prior may be allowed for an additional cost of $750 which will give the Client access to the rented event space(s) from 10:00AM to 5:00PM. This additional setup time will only be guaranteed thirty (30) days prior to the event and with full payment.

 

If possible, a drop off time of one (1) hour will be allowed the day prior to the event for items to be dropped off in the event space at no additional charge. This time will be discussed at the final meeting approximately thirty (30) days prior to the event.

 

EQUIPMENT

What types of tables are available?

Standard single space rentals include 35: 60” round tables, 1: 48” round table, and 20: 72”x30” rectangular tables. If you choose the entire facility all quantities are doubled.

 

Additional tables such as cocktail tables (30” round by 42” tall), bistro tables (30” round by 30” tall), king’s tables (96”x48” rectangular tables), farm/harvest tables (96”x42” rectangular table), additional 48” round tables, and 60” half round tables are available for an additional charge.

 

Will you provide tables, linens, plates, glassware, and utensils, or will we need to bring in our own?

Included with the rental of the event space(s) at The Refinery are 60” round tables, 48” round tables, and 72”x30” inch rectangular tables. The amount of equipment is determined by the amount of space rented and included on the Client’s specific rental agreement. Also included are 85”x85” linens in either black, white, or ivory for the 60” round tables only. Floor length linens or additional linens are available through The Refinery if the Client chooses to add those items.

 

Plates, glassware, and utensils are not included with the rental of the facility and are typically provided by the caterer. These items can be provided by The Refinery as rentals, if desired. Please contact The Refinery for pricing and options.

 

What size should the table linens be?

While The Refinery has a myriad of linen options available to upgrade your event, you can choose to provide your own linens. Floor length size for 60” round tables should be 120” round, floor length linens for the 72”x30” rectangular tables should be 90”x132” linens, and floor length linens for the 48” round tables should be 108” round.

 

How many people can be seated at a 60” round table?

Up to ten (10) guests can be seated at a 60” round table. Eight (8) per table is most comfortable but is not necessary unless charger plates are being used with full place settings. If you are having assigned tables, each table will be set for the correct number of guests. We do ask for a guest count per table the week of the event.

 

THE COURTYARD

If the wedding is outdoors, what’s the backup plan if it rains?

If the ceremony is to take place in the Courtyard and rain is anticipated, the ceremony can be moved into the rented indoor space. This may mean that guests will need to be seated at their reception tables or, depending on the guests count, the indoor space may be separated. Alternative plans will be determined and finalized at the final meeting so that a plan can easily and seamlessly put into place if needed. If the Client has only rented one indoor event space and the other indoor space is available, the client can add the available space at the price difference of renting the entire facility less the amount paid.

 

Tents may also be another option for a rain plan. Tents are permitted in the Courtyard but can only be contracted through The Refinery. Should the Client want a tent, a quote will be provided for the Client to review; a deposit must be received for a tent to be held for the Client. Tents are subject to availability and must be confirmed at least one (1) week prior to the event. The Refinery will secure the needed tenting permits and will oversee the installation and removal of the tent. In the event a tent is installed and lightning is present within one (1) mile, the tent must be evacuated until the impending weather has passed. The venue staff on duty will have final say as to when evacuation and/or re-entry can occur.

 

Do you provide heaters and/or umbrellas for the outdoor space?

Heaters and umbrellas area available for rent for an additional charge. Heaters are currently available for $125 each and umbrellas (9’ diameter) are available for $50 each. Prices are subject to change.

 

Is smoking allowed?

Smoking is not allowed inside any indoor facility and not allowed within eight (8) feet of any exterior door in accordance with Indiana state law. Smoking in the Courtyard is permitted as long as all butts are properly disposed in the provided smoker’s receptacles. Should a Client choose for the Courtyard to be smoke-free, the Client must inform The Refinery at the final meeting so that the smoker’s receptacles can be removed and signage installed. Smoking inside any tent is strictly prohibited.

 

CATERING

Do you have a list of preferred vendors?

The Refinery does not have a list of preferred vendors for any category. All Clients are able to use any vendor they wish, we do ask that the vendor have the proper insurance and licenses in place. Vendor recommendations are available upon request.

 

Do you provide in-house catering? Or, do you have a list of preferred caterers?

The Refinery does not provide any type of food or caterer services. It is the responsibility of the Client to hire a caterer that is properly licensed and insured. There are no catering fees or venue fees charged by The Refinery. Recommendations for catering services are available upon request.

 

Do you have a food and beverage minimum?

The Refinery does not provide any type of food or caterer services. It is the responsibility of the Client to hire a caterer that is properly licensed and insured. There are no catering fees or venue fees charged by The Refinery. Recommendations for catering and bar services are available upon request.

 

What kitchen amenities are available?

Refinery North and Refinery South each have a prep space (not a kitchen) that is typically utilized by the caterers and bar service to stage and prep for the event. Each prep space has a three compartment sink, hand sink, outlets, ice machine, work counters, assortment of brooms and mops, and 32 gallon trash cans on wheels.

 

Cooking and/or heating equipment, refrigerators, and freezers are not available on site. It is the caterer and bar service’s responsibility to provide trash bags for the event, in the instance the caterer or bar service does not supply the trash bags the responsibility does fall to the client. There is a large dumpster on site that all trash should be placed in at the end of the event.

 

Are there refrigerators or freezers on site?

There are no refrigerators or freezers available on site. Most caterers do not need on site refrigeration and come prepared with coolers for items that need to be kept cold prior to the event. It is recommended that alcohol not arrive chilled to the venue unless arrangements are made to keep it cold until the event. It only takes eight minutes to chill a can of beer in ice.

 

Can my caterer cook on site?

No cooking may occur inside The Refinery events spaces. Any cooking on site must be outside and at least 20’ away from any building. Should you wish for your caterer to cook on site, please reach out to the venue staff so that they can advise you of the proper locations and safety precautions required.

 

Is there ice on site?

There are ice machines located in each indoor facility. There is a 350 pound ice machine in Refinery North and a 500 pound ice machine for Refinery South. Both ice machines continually fill and should be sufficient for most events.

 

Can we bring in a cake from an outside baker? Is there a fee for bringing in our own cake?

The Refinery does not provide any type of food service. Cakes and desserts may be brought in to The Refinery, but we do ask that the food provider be licensed and insured. Cake and desserts may be provided by individuals or family members as long it is agreeable to the selected caterer as the caterer, in most cases, would be responsible for displaying, serving, and/or cleaning up from cake service or other desserts. There is no additional fee charged by The Refinery for bringing in such items.

BAR SERVICE

Is the bar staffed, or do we need to hire a bartender?

The Refinery does not provide any type of beverage or bar service. It is the responsibility of the client to hire a bar service that is properly licensed and insured. The Client may choose to provide their own product, but the product must be served by a licensed and insured bar service. There are no catering/bar fees or venue fees charged by The Refinery. Recommendations for bar services are available upon request.

 

Are you licensed to provide alcohol? Can we bring in our own alcohol? If so, is there a corkage fee?

The Refinery does not provide any type of beverage or bar service. It is the responsibility of the client to hire a bar service that is properly licensed and insured. The Client may choose to provide their own product, but the product must be served by an Indiana licensed and insured bar service. There are no corkage fees or venue fees charged by The Refinery. Recommendations for bar services are available upon request.

 

Can there be wine on the dinner tables? Can alcoholic drinks be self-served?

Under no circumstances can any alcoholic beverages be self-served. All alcoholic beverages must be served by a licensed and insured bar service. This includes wine service with dinner; the wine must be poured by the bartender or caterer if the caterer is also providing the bar service.

 

BANDS & DJS

Can we bring in a band or DJ?

Bands and DJs are allowed at events. We do ask that the vendor is insured, and we will request a copy of the vendor's insurance after the final meeting. Please note that staging, should it be required by the band, is not included with the rental of the space but may be added for an additional charge.

 

What time can the DJ or band start setting up?

All vendors may gain access to the event space at the determined setup time which is either two (2) or three (3) hours prior to the event start time; unless, the All-Day Upgrade is added in which case vendors may access the space as early as 10:00AM on the event day.

 

Is there a designated area for entertainment, or can we place them as we see fit?

There are no designed areas for entertainment, but there are places that are better suited than others to fulfill any power requirements from a band or DJ. The venue staff will work with the client to determine a floor plan that is appropriate for the event.

 

Is there a time that we have to stop playing music? Are there any noise restrictions?

Since The Refinery is a set of independent buildings there are no restrictions on when music must end. Please note that the venue staff does have final say on noise levels should they become excessive. We do ask that all events end by 2:00AM.

 

What’s your electricity like? Are there a lot of outlets for vendors to use?

There are outlet’s throughout the event spaces, but they are not overly abundant. It is recommended that a twenty-five foot extension cord is provided by any one that may need to use an outlet. All extension cords are required to be secured with gaffer’s tape.

 

What’s your sound system like?

The Refinery does not have a built-in, in-house sound system.  Sound systems are typically provided by bands or DJ services. The Client may bring in their own sound system if they prefer. The Refinery does offer a public address system for an additional charge.

 

INSURANCE

What are the insurance requirements for me and my vendors?

All Clients are required to furnish a certificate of liability in the amount of at least $300,000 unless all requested vendors are able to provide the necessary coverage. Please know the Client is responsible for all actions of their guests and vendors. Any damages caused by guests or vendors will be the responsibility of the Client.

 

All requested vendors are required to furnish a Certificate of Liability Insurance naming “Fleur de Lis Events and Design LLC d/b/a The Refinery, and all its members, agents, servants and employees as additional insureds on a primary and noncontributory basis.” The certificate of liability should be in the amount of at least $300,000. All bar service providers must provide a certificate of liability with host liquor liability, if the bar service is unable to provide this, it is required that the Client purchase an insurance policy with host liquor liability. Please use the following address/e-mail and send all certificates to: The Refinery, 500 Missouri Avenue, Jeffersonville, IN 47130; info@therefineryevents.com.

 

Copies of insurance documentation must be on file at least fourteen (14) calendar days prior to the event date. Failure to provide necessary documentation will result in the vendor operating at the risk of the Client; therefore, all damages and incidents will be placed on the Client. Should the proper liquor liability insurance not be provided, no alcohol of any kind may be served at the event. The Refinery and Fleur de Lis Events and Design LLC may not be held liable for damages or incidents caused by the Client, guests of the Client, or the Client’s contracted/non-contracted vendors before, during, or after the event.

 

What if a vendor I want to use does not have insurance?

If a requested vendors does not have or can provide acquit insurance cover, it is the responsibility of the Client to provide a certificate of liability in the amount of at least $300,000. If the bar service does not provide the proper insurance, the Client must have a policy with “host liquor liability.”

 

Clients may seek an insurance provider on their own, reach out to their current insurance provider for policy and pricing options, or check The Event Helper, an on-line resource for event insurance.

 

Do you have liability insurance?

The Refinery does carry a $2,000,000 liability policy.

 

GENERAL  QUESTIONS

Is the event space handicap accessible?

The Refinery is mostly handicap accessible. The only portion of the property that is not accessible is the second floor of Refinery North which includes the Mezzanine and North Bridal Party Lounge.

 

How many restrooms do you have?

There are two women’s restrooms with three stalls each and one men’s restroom with four stalls in Refinery North. There is one women’s restroom with four stalls and one men’s restroom with five stalls in Refinery South.

 

How many people can the dance floor accommodate?

There is no prefixed dance floor in any space of The Refinery and the flooring is uniform throughout the spaces; this means the dance floor area can be placed anywhere and be any size that best fits the event. The venue staff will work with the client to determine a floor plan that is appropriate for the event and anticipated guest count.

 

Will we have access to the air conditioning or heating controls?

Refinery North and Refinery South do have air conditioning and heating. The temperature will be set according to the season and anticipated guests count. Should the temperature need to be adjusted throughout the event, we do ask that you reach out to the venue staff at 812.850.0034 to make the needed adjustment.

 

Is the lighting dimmable?

Most of the lights throughout The Refinery and all lighting in the event spaces are dimmable and can be adjusted throughout the event.

 

Additional lighting options are also available for an additional cost such as, market lighting strung across the ceiling or in the Courtyard, oversized crystal chandeliers hung from the ceiling beams, LED uplighting placed around the perimeter of the space, or pin spot lighting (focused lighting) to highlight florals or focal points throughout the event to enhance the event space. All these additional lighting options are dimmable to provide the perfect atmosphere.

 

Do you have pictures of recent weddings held in the same space?

The most current pictures of The Refinery can be found on Facebook or Instagram

 

What are your guidelines or policies?

There are multiple Bridal Party Lounges available at The Refinery. The use of the North Bridal Party Lounge is included with the rental of Refinery North and is located on the second floor (only accessible by steps). Should the conference area of Refinery North not be needed for the actual event, this space can be set as an additional bridal party lounge to create two separate spaces in Refinery North.

 

The South Bridal Party Lounge is available to clients that rent Refinery South for an additional charge of $300 and is located in the 400 Building, directly adjacent to the main entrance of Refinery South. Within the 400 Building is another space, The 400 Building Conference Room, that can be used as a secondary space for $200 more.

 

Access to the Bridal Party Lounge will begin at 10:00AM the event day and run throughout the event. The Bridal Party Lounges can also be used as Green Rooms should they be required by a Band.

 

What is included in the Bridal Party Lounge?

Each Bridal Party Lounge is outfitted with sofas, tables and chairs, hanging hooks or garment racks, outlets, and mirrors. The South Bridal Party lounge has an in-suite restroom with full shower and the North Lounge has a large three stall restroom with oversized mirrors and vanities directly across the hall. Each bridal suite can be locked to secure items throughout the event. Key code locks secure each suite; codes will be given to the day of contact on the event day and they will be responsible for distributing the codes to the appropriate people.

 

If the conference area of Refinery North is used a bridal party gathering area the room will be set with 60” round tables, mahogany chiavari chairs, 72”x30” rectangular tables, a rolling garment rack, a full length mirror, and vanity mirrors with lights if makeup will be done in the space.

 

The 400 Building Conference Room is outfitted with a large boardroom-style table with rolling chairs, a large television, a rolling garment rack, and full length mirror.

 

Is there a secure space to keep our gifts?

Each space has a coat closet that can be used as a secure space for the gifts. The venue staff will assist with moving gifts into the coat closet during the event. Each coat closet is outfitted with a key code lock so that it can be secured. The code will be given to the day of contact on the event day and they will be responsible for distributing that code to the appropriate people.

 

Are children allowed? are there changing tables?

Children are allowed at The Refinery and must be supervised at all times. There are changing tables in the restrooms.

 

Does the venue have a separate room for childcare? Does the venue provide a babysitter?

The Bridal Party Lounges may be used as rooms for childcare. If you have rented Refinery North, the North Bridal Party Lounge is included with the rental. If you have rented Refinery South, you may add the South Bridal Party Lounge for $300. The venue does not provide an on-site babysitter, but does require that all children be supervised at all times. Please note that any damages, including but not limited to, stains on furniture or carpeting, broken furniture, and drawing on walls will result in a cleaning or replacement fee post-event.

 

Do you have high chairs?

The Refinery has a limited number of high chairs available on site. They rent for $15 each. If the number exceeds the number available on site, a quote can be provided for additional high chairs.

 

Are pets allowed at your facilities?

Yes. Pets are allowed at the facility. We do ask that they remain under supervision at all times. We do find it best if they are only at the venue during the time they need to be there such as in pictures and for ceremonies.

 

What suggestions are there for locations for photography?

There are many photo opportunities surrounding The Refinery throughout Water Tower Square where various backdrops can be found. The Refinery is also located within minutes of Ashland Park, a popular photography location with the Louisville skyline in the background. Directly across the Second Street Bridge is downtown Louisville where there are numerous photography locations and hotels to use for pictures.

 

The Courtyard at The Refinery may only be used for photographs if the space is rented by the Client. If the Client is unable to rent the Courtyard, it may be feasible to allow only the bride, groom, and photographer into the Courtyard for fifteen minutes or less on the event day for a few pictures as long as it does not interfere with the other Client’s rental. Should the renting Client be in the Courtyard or come into the Courtyard during that time, the other Client must immediately leave.

 

It is recommended that the photographer do a site visit of the area to select a few predetermined locations. The photographer can reach out if they would like to schedule a walk throughout the event space.

 

Can alcohol/wine be given as a party favor?

Alcohol may only be given out as a party favor if the items are only made available as guests exit the venue. If there are guests under 21 years of age in attendance, the distribution table must be monitored to make sure only those of legal age take the favors.

 

What is the typical schedule for a ceremony and reception?

A sample timeline based on a six hour event for a ceremony, cocktail hour, and reception is:

2:00PM Vendor Arrival

5:00PM - Guest Arrival

5:30PM - Ceremony

6:00PM - Cocktail Hour

7:00PM - Reception Begins: Bridal Party Introductions, First Dance, Welcome, Blessing

7:30PM - Dinner

8:10PM - Toasts and Cake Cutting

8:30PM -  Bouquet Toss, Garter Toss, Open Dancing

10:30PM - Bar Closes

10:55PM - Last Song

11:00PM - Guest Leave; Breakdown Begins

12:00AM - Breakdown Ends

 

I sent an email on Sunday and there has been no response 24 hours later?

The Refinery’s office is open Tuesday through Saturday 9:00AM to 5:00PM pending our event schedule. Please allow at least 24 hours for any responses within the standard business hours and if you send any message when we are out of the office, please know that we will respond as soon as we return.

 

How do I schedule a site visit? Can I take a tour of the venue?

The Refinery’s staff are typically available for tours and site visits Tuesday through Saturday 9:00AM to 5:00PM by appointment, pending our event schedule. To schedule a tour, please email (info@therefineryevents.com) or call (812.850.0034) to let us know the best date and time for you to visit. Please note the earliest appointment is at 9:00AM and the latest appointment for a standard tour can begin at 4:30PM. The latest appointment for final meetings and decor consultations is 4:00PM. Earlier or later appointments may be available based on our event schedule, also note that late afternoon appointments on Fridays and Saturdays are limited due to events taking place.