Frequently ASked Questions

We have plenty of event spaces for all your needs! Multiple Ballrooms, meeting rooms, private dining room, and a lawn for your large group or wedding on the river.

Please check out our event space page for all rental options.

Tables, chairs, basic linens, serving ware (china, glassware, flatware, disposables, chafers, sterno, serving utensils, etc) set-up, break-down, basic AV (screen(s), projector(s), tv, microphone(s), music stations by pandora, audio hook ins), chef and back of house staff, front of house staff, event and catering manager/coordinator.

Yes, we offer multiple catering packages to fit your budget and event.

Upon selection of your event/wedding date and event space, a contract will be prepared by our Catering Sales Manager. A non-refundable initial deposit and signed contract are required to confirm your event date.

• First: Deposit + signed contract + initial 30-minute planning meeting scheduled
• 4-6 months prior to event | 45-minute menu planning meeting scheduled
• 2-3 months prior to event | 1 hour tasting scheduled
• 1 month prior to event | Final menu decisions + 50% deposit due
• 2 weeks – 1 month prior to event | Final 30-minute planning meeting scheduled
• 5 business days prior to event | Final guest count guarantee due
• 3 business days prior to event | Final deposit due
• 1 business day post event | Final invoice sent
• 3 business days post event | Final invoice due

We have two event space pricing tiers:  Half Day and Full Day.  You have access to the event venue for up to eight hours for a half day event, including set up and tear down time which varies from event to event (i.e. 2 hours set-up, 4 hours event time, 2 hours break-down).  For full day rentals, you can have access to the event space for a full 24 hours with set-up and break-down teams for 2 hours before and 2 hours after scheduled event times (i.e. 2 hours set-up, 8 hours event time, 2 hours break-down) For events needing extra-long set-up hours or hours without food and beverage consumption additional staffing fees may apply.

All purchases are subject to a 20% taxable gratuity (100% of which goes to the event staff) and current applicable Washington state sales tax.

Facility fees, gratuities, and taxes do not contribute to your food & beverage minimum.  You must meet your food and beverage minimum on food and beverages before taxes and fees. Client agrees to purchase food and beverage services from the hotel equal to or greater than the minimum guarantee. Should Client fail to spend the minimum food and beverage guarantee the difference in food and beverage spend will be applied to the final master bill.

A variety of options are available to secure onsite accommodations for your guests. Please let us know you are interested in a block of rooms and we will put you in contact with our guest room sales team to work out those details with.

You may bring in décor to personalize the venue for your special day. No nails, tape, tacks, or other adhesive that could damage the walls are allowed.  No glitter or confetti is allowed.  Any damage or additional cleaning above and beyond normal wear and tear will be documented and added to the clients final invoice. 

The Ruby River Hotel Catering Team is there to ensure your event goes off without a hitch and to do that, they are unable to assist with any décor above and beyond basic settings unless time allows (i.e specialty lighting, hanging items, etc). Should you have décor you will need help to set, please let us know in advance of the event and we can bring in additional staff to assist you. 

You are allowed to provide candles for your event space. Adhering to fire regulations, all candles must be in a holder or votive glass that extends at least one (1) inch above the flame. Taper candles are not allowed.

We are happy to schedule a tasting for confirmed events with estimated totals of greater than $8,000 and/or wedding receptions. Please speak with your Sales & Events contact for additional information and dates.

Ruby River does not provide wedding cakes. We can recommend local bakeries which can be found on our Preferred Vendor list. Our cake cutting fee is $1.50 per guest. If you are interested in something non-traditional for your wedding dessert, please inquire with your Sales & Events contact, we do offer a beautiful array of dessert options. Please see our dessert menu located on our catering menu.

With plenty of comfortable seating, natural light from windows overlooking the water, and a private bathroom, our suites are perfect as a getting ready room before the big day. Please speak with your Sales & Events contact to discuss availability and applicable rental fees.

Please arrange with your Sales & Events contact to schedule your one ceremony rehearsal for you and your wedding party, to be directed by your wedding planner or day-of coordinator and your officiant. Rehearsals are based on availability. Time and space are confirmed with your reservation.

Your Catering Manager or Sales & Events contact will help plan the details of your wedding as it relates to Ruby River Hotel. Your Catering Sales Manager/Coordinator will contract and secure your event space, collect all payments, coordinate with third party vendors, and prepare a Banquet Event Order (BEO) detailing the timeline, set-up, and menu for the event. 

Ruby River Hotel encourages all onsite weddings to hire a professional coordinator or planner for the rehearsal and day-of coordination. This individual would be responsible for providing rehearsal, ceremony, and reception coordination, designing and setting up items such as place cards, menus, and all decor not provided by the venue, acting as onsite liaison and main point of contact for the venue, and handling all vendor communication.

For outside vendors, a certificate of liability insurance is required, a copy of which needs to be received by Ruby River Hotel no later than 48 business hours before the start of the event.

A credit card is required to be on file as a guarantee.

If the property is advised that this definite booking is to be canceled, both parties agree that a financial loss will be incurred by the property. Cancelation penalties will be based on liquidated damages and are outlined below. The property is under no obligation to rebook the space held, however, should the property have an opportunity to do so any mitigated damages will be credited towards the cancellation penalty.

DATE OF CANCELLATION                       CANCELLATION FEE

2 week prior to arrival                                 100% of anticipated revenue

1 month prior to arrival                               Deposit + 50% of anticipated revenue

2 months prior to arrival                             Deposit + 25% of anticipated revenue

3 months prior to arrival                             Deposit + 10% of anticipated revenue

6 months prior to arrival                             Deposit

Yes and no.

Standard catering and event staff will be included for parties of 25 or more that meet food and beverage minimums. The following are examples of when additional staffing fees will apply:

• For parties under 25, a $40.00 per hour room attendant/server fee will apply. This will include up to 2 hours of set-up, service, and 2 hours of break-down.
• For parties without food and beverages, a $50.00 per hour room attendant/server fee will apply. This will include up to 2 hours of set-up, service, and 2 hours of break-down.
• For parties with alcohol service, a $40.00 per hour bartender fee will apply per bar. This will include up to 2 hours of set-up, service, and 2 hours of break-down.
• A $100.00 Carving Station Attendant fee will apply when services are requested or required.