Frequently Asked Questions
What is the role of the Event Manager who will be assigned to my event?
Once you sign your license agreement, an Event Manager will be assigned to you. The Event Manager will contact you before the event, be with you for your event and follow up with you at the conclusion of the event. The primary responsibility of your Event Manager is to gather and communicate your event details and information to our various in-house departments, to make sure your event is in compliance with the rules and regulations of the Center and to ensure your event runs smoothly. The Event Manager is your primary source of venue information and is available to assist in making your event successful.
What additional costs can I expect to incur other than the license fee?
Prior to your event, the Event Manager will provide you with an itemized estimate based on your event’s specific needs and requests. Based on that, some of the following charges may apply: food & beverage, electrical, table rental, staging, cleaning services, security, linens, fire marshal inspection fees, etc.
What is included in a meeting room license fee?
A one-time set up in Classroom, Theater, Banquet, rounds of 8, U-Shape, Hollow Square or Conference style is included with your space rental. In addition, your fee also includes (1) 8’ x 30” head table with linen, skirt, and up to four chairs. Additional amenities such as pads, pens and room layout changes are not included in your fee. To make arrangements or secure pricing for these types of services, please contact your Event Manager.
Can I ship product/material to the Center?
The Waterloo Convention Center does not accept materials or freight more than 24 hours before your first licensed day. Due to limited space, all freight and packages shipped in advance must be coordinated with your event manager. A nominal fee may apply for this service. Any outbound shipping must be picked up within 24 hours of your last licensed day.
Can I use your lobby areas along with my licensed space?
All lobby areas at the Center are considered public and shared spaces. You maybe able to use them in addition to your licensed space provided they are available and you are following the rules and regulations of the Center. Contact your Sales Manager or Event Manager for further details.
Where can I load-in items during set up?
The Waterloo Convention Center has two loading docks: one on the north and one on the south side of the building. We also have several loading zones on street level for your use during load-in and load-out. Please keep in mind, vehicles cannot be left in these areas for extended periods of time and must be moved once your items are unloaded/loaded. Your Event Manager will let you know which area will work best for your load-in/out.
Who is the food and beverage provider at the Center? Can I bring in outside food or beverage?
Waterloo Convention Center is the exclusive in-house provider of all food and beverage in the Waterloo Convention Center or Sullivan Brothers Plaza. We do NOT permit any outside food or beverage without express written consent from the Waterloo Convention Center. Please contact your Event Manager for additional details.
Can I bring in alcohol for my event?
The Waterloo Convention Center cannot permit outside alcohol to be brought into an event. However, we do have various types of alcohol and bars that can be made available for your event. Please contact your Event Manager for further details and pricing.
Can you provide specialty meals for attendees with specific dietary needs?
Yes. The Chef at the Waterloo Convention Center can work with your Event Manager to provide meals for attendees with special dietary needs. Some of these meals include: vegetarian, vegan and gluten free.
Can the Center provide concessions?
The Waterloo Convention Center offers food service at The CONWAY in the lobby for select events. Consult with your Event Manager to determine options regarding this.
Who is the audio-visual provider at the Center?
The Waterloo Convention Center is equipped to handle most audio-visual needs. Your Event Manager can assist with determining your needs and providing you a quote.
Who handles electrical, plumbing and utilities at the Center?
In some instances the Waterloo Convention Center will be accepting exhibitor service orders online, and at other times show management will accept this responsibility and provide order information to the Center. Your Event Manager can assist in determining the best method for these orders.
Limited power is available in all meeting rooms through the use of convenience outlets and is included in your space license fee. Additional power may be placed in all spaces for an additional fee.
Can I hang banners and signs on the walls?
Banners and signs may be hung, but need to be done in accordance with the rules and regulations of the Center. Please contact your Event Manager prior to hanging any banners or signs.
Only painters (blue) tape, gaffers tape, or 3M Command Adhesives may be used to affix anything to the floors or walls. Ceilings must use an appropriate clip. At no time may nails, screws, or anything else that penetrates a surface be used.
Can I use candles as centerpieces?
Yes, you may use approved candle centerpieces. Our Food and Beverage Department has some approved options available. Generally candle flames must have the entire candle and flames covered on the sides by a glass vessel. Votives, or other candles, floating in water are the preferred method.
Will the Center secure my room and any items I leave in my licensed space? Can I leave items in my space and pick them up the following day?
The Waterloo Convention Center at Sullivan Brothers Plaza is not liable for any items that may go missing or become damaged during your licensed dates/times. You must clear out all of your items from your rented space at the conclusion of your license agreement. Any items left in the space may become property of the Waterloo Convention Center or disposed of.
Is there onsite parking available at the Center?
There are numerous public parking garages and/or lots available throughout the area surrounding the Center. Parking fees will vary. Please refer to the posted parking fees at each garage or lot. For more information regarding off site parking, please visit the City of Waterloo Parking
Do you offer Wi-Fi?
If your event requires secured or dedicated Wi-Fi and or high speed internet services inside your rented spaces, please contact your Event Manager for pricing and availability.
Can you create meeting room diagrams for me to view?
Your Event Manager can create a diagram to show you the layout of your room once your license agreement is complete and your initial deposit is paid.
Can I decorate or come in to drop off items the night before my event?
Decorating or item drop off can only be done during the time frame listed in your license agreement. Please discuss arrangements with your Event Manager if extra time is needed.
Does the Center provide complimentary directional signage and meeting room signage?
The Waterloo Convention Center at Sullivan Brothers Plaza has information display monitors strategically placed throughout the facility. These monitors will scroll the major events taking place at the center each day. In addition, we also have digital signs at each meetingroom and ballroom that will display the events for the day in that space. Your Event Manager will coordinate the signage and will also ensure that the monitors are scrolling information about your event. Please contact your Event Manager regarding signage.
Are any hotels within close proximity to the Center?
The Waterloo Convention Center at Sullivan Brothers Plaza is centrally located in Downtown Waterloo. There are a variety of hotels in close proximity including, but not limited to: Best Western Plus, Executive Stay, and Courtyard By Marriott Hotel. For more information please visit Experience Waterloo.
How far is it to the airport from the Center?
The Waterloo Regional Airport is located 6 miles from the Center.