What is required to book my event?
We require a signed contract and a 25% 1st installment payment to confirm your reservation. Venue rentals are on a first come, first serve basis and dates will only be saved when those are completed.
What is the cancellation policy?
Cancellation requests must be submitted in writing. If you cancel of more than 60 days in advance of the event you are required to pay 25% of total fee due. Cancellation of more than 14 days and less than 60 days in advance requires payment of 75% of total fee due. If you cancel 14 days or less in advance of event, then the you will owe 100% of the total fee due. If any payment is not made when due, the event will be canceled, and the deposit forfeited.
When will my security deposit be returned?
Security deposit will be refunded within 30 days of your event as long as contract terms are observed – we strive to return 100% of all deposits!
Can we bring our own alcohol?
Yes, you may bring your own alcohol, but no self-service is allowed. All alcohol must be served by a RAMP or TIPS licensed bartender. For a cash bar, you must use a licensed seller with a Pennsylvania Liquor Control Board Off-Premises Catering Permit. In addition, food must accompany alcoholic beverages at all events.
Guests are not permitted to bring in outside alcoholic beverages. Those doing so may be asked to leave the event by management or security personal.
How many people will the venue accommodate?
As you plan, please use the following guidelines. Keep in mind there are many factors that can affect the number of guests you can seat (i.e. band, food stations, podium, registration table and more). Please contact us to discuss your plans and a custom layout.
Ceremony/Lecture Style Seating
· Seating for 125 guests in lower level, additional guests overlooking on balcony up to 160 guests total.
· 150 guests for sit down plated or buffet meal (102 on main floor and 48 guests in balcony)
· 120 guests for sit down plated or buffet meal with open dance floor (72 guest on main floor and 48 guests in balcony)
· 220 guests (Cocktail Tables and Chairs) for heavy hors d’oeuvres reception with limited seating
Do we need to set-up and breakdown our own tables and chairs?
No. We will do that for you based on the floorplan you provide us 2 weeks prior to your event. The venue rental agreement includes placement of tables and chairs in the arrangement of your choice at start of event. There is an additional fee charged to rearrange tables and chairs during the event.
Are tablecloths or other linens provided?
All wedding packages include floor length white linen tablecloths. There is an upcharge for other styles and colors of table linens or chair covers. Chair covers, chair sashes, and linen napkins are available to rent. Set-up of all linens provided by us is included in rental fee.
Venue rentals for other event types include 85”x85” square white cotton tablecloths and 120”x72” white cotton rectangular tablecloths. On the round 60” and 48” tables, the 85” tablecloths touch the floor at points. The 120”x72” rectangular tablecloths will show the table legs. The 85” tablecloths may also be used on 6’ and 8’ foot rectangular tables; they will go to the floor but there will be a split in the middle.
Can I use candles?
Yes, candles are permitted as long as there are no open flames and they are not placed on the floor or windowsills. All candles and flames must be completely enclosed in a (non-flammable) holder. No sparklers or torches are permitted
Are there any decorations that are not allowed?
The following items are prohibited in decorating and may NOT be used on the property: nails, screws, tacks, staples, duck tape, glitter, confetti, birdseed, and helium balloon.
We DO allow bubbles, flower petals, fog/bubble machines.
What should I know about parking?
A Carlisle Borough parking lot is located directly behind the building. The lot behind The Carlisle Vault is half metered parking and half permit holders only Monday – Friday 7am-5:00pm. It is available evenings and weekends for free event parking. Several additional borough lots and a parking garage are located within 2 block of The Carlisle Vault.
Parking meters on Hanover St. and Mulberry Avenue are in use Monday-Friday 8am-4:00pm. The cost is $0.50 per hour. Passport Parking App can be used to make credit card payments.
What about clean up?
You will be responsible for removing all items brought to the venue for your event, including any leftover food, and trash. Any spills or stains should be removed or wiped up as well.
All of our wedding rental packages include a trash haul service, you are simply required to place all debris and unwanted items in the provided trash bins.
For all other rental packages, you or your caterer is responsible for removing all trash and placing it in the designated dumpster behind the building.
Is security required?
Security may be required for events with more than 50 guests and any event serving alcohol. The number of security officers required is based on the number of guests and event details. This is at the final discretion of the Venue Manager.
You are responsible for employing the appropriate number of security guards from a licensed and insured security agency to properly serve and protect the public and control the conduct of people invited onto the facility. We recommend INA security at 5235 North Front Street, Harrisburg, PA 17110. Phone 717-599-5505. You may choose to have their officers dressed in business attire or security uniforms.
What is event insurance and why do I need it?
You are responsible for acquiring $1,000,000.00 event and alcohol liability insurance which names The Carlisle Vault as additional insured. An event insurance policy must be obtained, and certificate of insurance provided to The Carlisle Vault 14 days prior to event.
A general liability insurance policy will protect you from unforeseen incidents and accidents such as a guest getting into a drunken fight and throwing a chair into the wall.
Your homeowner or auto insurance may already cover this, or your insurance agent may be able to provide you with a one-day event policy. We will be happy to provide you with the names of insurance companies that specialize in one-day special event insurance.
Do you have a military discount?
Yes, we are proud to offer a 10% discount for active duty and retired servicemen and women. Please provide proof of status when booking.
What should my vendors know about your venue?
All vendors must be insured and show proof of insurance. All vendor must adhere to the terms of our guidelines included in your venue rental agreement.
Do you have a preferred list of vendors?
We can provide you with a list of trusted vendors, however you are free to use any vendors as long as the vendor is certified (if required by law) and has liability and workers’ compensation insurance.
How many bathrooms are available?
We provide one handicap accessible restroom on the main level. There are two large bathrooms located in the basement for guests use. The dressing room suite has one bathroom for use by the wedding party or performers when used as a greenroom.
Are all areas handicapped accessible?
The main floor of the building is handicapped accessible. Not all areas are handicapped accessible, but we strive to be as accommodating as possible. Do not hesitate to ask us about special situations and circumstances.
Will Carlisle Vault staff be on site during the event?
A Venue Manager will be onsite for the duration of your event and is the representative of The Carlisle Vault. They facilitate and control the operation of all aspects of the venue, such as the building, equipment and all services. The primary role of the Venue Manager is to ensure the safety of you, your guests, and vendors and lend assistance to you as needed.
Please note the Venue Manager is representing the venue and does not replace a professional day-of wedding coordinator or event planner.