Gather Venue – Day-of Event Reminder Sheet
To help your event run smoothly, please take a moment to review the following important reminders. These policies are in place to ensure safety, smooth coordination, and a great experience for everyone!
1. Clients With the Bar Package
You are responsible for bringing in all of your beverages, mixers, liquors, garnishes, etc.
We recommended two custom cocktails, plus additional beer and wine options for your bar menu.
Your Bar Package includes all ice and glassware.
If you place an order at Total Wine one week prior to your event, Gather will pick it up and ensure it is chilled and ready for your event. Let us know!
2. Clients Without the Bar Package
If your order does not include our bar package, no alcohol is allowed on the premises.
You are responsible for bringing your own ice, cups, and non-alcoholic beverages.
You will have access to the bar top and the fridge next to the bar.
The area behind the bar is off-limits and cannot be accessed during your event.
Self-service of alcohol is strictly prohibited.
Any alcohol must be served only by our licensed bartender. If you changed your mind, and would like to add on bar service for your event, do not hesitate to reach out!
If guests are found consuming alcohol not served by our bartender, we will unfortunately be required to end your event immediately.
3. Decorations
No tape on the walls and no glitter is allowed. If needed, you can use tape on our provided wall hooks.
Our wall hooks and acrylic display shelves are available to you at no additional cost. These can be used to hang decor along the walls or put up any posters or photos.
If you plan to hang items on the green wall, ensure you bring your own zip ties or ornament hooks. Gather will be available to assist with hanging your items.
If you need to install decorations at a height, please inform the event manager on site. They will provide a ladder and assist you. If you prefer to use the ladder on your own, you must sign a liability waiver. For safety reasons, clients are not permitted to stand on the green wall, chairs, or any other furniture.
5. Fire & Smoking Policy
No open flames (including candles) are permitted onsite.
Smoking is prohibited, both inside the venue and throughout Downtown Walnut Creek, which is a designated smoke-free area.
Sterno heaters for chafing dishes are OKAY.
6. Access To Back Room
The back room is reserved for Gather staff only. If you or your vendor need access to the sink or back area during the event, a $150 utility fee will apply.
We're happy to store extra food or beverages in our back fridge, based on available space—just inform the event manager when you'd like them brought out and we will happily do so.
7. Access Time & Schedule
You will be allowed into the venue only at your scheduled access time.
If you arrive 15–30 minutes early, you will not be allowed in early, as the venue will be getting ready to ensure the space is prepared for your event.
If you would like to increase your access time, please let us know at least 1 week in advance.
When your access time ends, all guests and materials must be out of the venue. If no event is scheduled after yours, we’re happy to extend your time at the hourly rate.
All events must end at 11pm.
8. Tips & Reminders
If you anticipate extra food, we recommend bringing your own to-go containers so guests can take leftovers home.
If you or an outside caterer is providing food, please ensure that you or your caterer bring all necessary serving utensils, napkins, plates and utensils.
For easier unloading, please pull your car up next to our back door. Enter through the Chevron entrance at the corner of Mt. Diablo Blvd. and California Blvd., then drive to the back right parking lot. The entrance to Gather is the door on the left.
We're excited to host you and are here to help if you have any questions before the big day!
Thank you,
The Gather Team