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May 21st, 2025

5/21/2025

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Don’t Lose Your Damage Deposit: 10 Common Mistakes to Avoid at Your Event

damage-deposit, events, how-much-do-events-cost, east-tennessee-events, knoxville-events, lenoir-city-events, knoxville-event-venue, lenoir-city-event-venue, event-budgeting, event-agreements, venue-rules, the-venue-at-lenoir-city, knoxevents, goloco, lenoir-city, knoxville

Planning an event comes with a lot of moving parts—vendors, decor, catering, guests—but one thing you definitely don’t want to add to your to-do list is losing your damage deposit.

That deposit is there to protect the venue in case something goes wrong. Fortunately, we have experienced very few instances of needing to retain a damage deposit, but it does happen. The good news is, whether or not your damage deposit is returned to you is in your control.

To help you keep your deposit intact, here’s a breakdown of the top things that can cost you.

1. Unapproved Alcohol or Underage Drinking
Clients or guests bringing unapproved alcohol in the facility, setting up “car bars” in the parking lot, or allowing anyone under 21 to drink are surefire ways to lose your deposit—and possibly have your entire event shut down. Most venues – including ours – have strict alcohol policies for the safety of guests and staff, so always follow the rules. Also, be sure to use properly licensed caterers or bartending services approved by your venue.

2. Confetti, Glitter, and Other Banned Decor
Yes, we know confetti looks great in photos—but it’s a nightmare to clean and has a life of its own for many months following its use. Many venues, including outs, also ban items like:
  • Confetti, glitter, and streamers
  • Rice, birdseed, real flower petals
  • Silly string and open flames (unless specifically approved)
  • Un-anchored helium balloons
These seemingly small items can cause big cleanup headaches and considerable damage to floors, walls, gardens, and wildlife.

3. Your Caterer Didn’t Clean the Kitchen
If you're using a caterer, make sure they understand they are responsible for not only the proper use of kitchen equipment, but also the clean-up per any checklist provided by the venue. Failure to wipe down surfaces, take out the trash, or properly shut off appliances can land you with the bill—or at the very least, cost you your deposit. So, make sure your caterer leaves things like they found them…or better.

4. Bodily Fluids = Automatic Charge
Certainly not a pleasant topic, but whether it's a child’s accident or an unfortunate guest mishap, cleaning up any bodily fluids is a task that typically requires professional sanitation—and comes with an automatic fee. Report it immediately but know it will likely impact your deposit.

5. Not Reporting Spills or Stains Immediately
Some spills are harder to clean than others—especially when they’re not addressed right away. For example:
  • Alcohol on carpet (leaves lasting odors);
  • Red/purple fruit, red wine, frosting, gum, or chocolate; or
  • Scuff marks or scratches on hardwood floors.
If any of this happens, let the venue staff know immediately. The faster it’s handled, the better the outcome (and lower the cost).

6. Smoking or Vaping Indoors
Even if your guests try to sneak it in the bathroom or a quiet corner, smoking or vaping inside the facility is a major policy violation. Aside from smoke damage, odors can linger and trigger deep-cleaning requirements. There’s also a risk of setting off sensitive fire alarms or sprinkler systems.
Our venue provides plenty of lovely outdoor areas – including a covered patio safe from the elements - where your guests can enjoy smoking or vaping, so there’s never a need for them to risk your deposit to try to do so indoors.

7. Damaging Property or Equipment
Whether it's chipped furniture, broken garden lights, ripped or stained upholstery, torn wallpaper, or scratched floors from a vendor’s rolling cart, any kind of damage to the venue or its equipment can come straight out of your deposit. Be cautious during vendor load-in/load-out and throughout the event.

8. Drink Rings on Wood Trim
It might sound minor, but water marks from drinks placed on wood windowsills or trim can cause permanent damage. Encourage guests to use tables or coasters—and keep drinks off the woodwork, just like you would at home.

9. Rude or Belligerent Behavior Toward Staff
Treating venue staff with disrespect or aggression isn’t just bad manners—it can cost you. Venues take the safety and well-being of their employees seriously, and any incidents of belligerent treatment may result in withheld deposits.

10. Failing to Supervise Children
Finally, we are always happy when our guests feel comfortable in our facility; however, it makes us uncomfortable when children – especially those under 10 – are unsupervised. In fact, it is against our supervision policy, which is clearly outlined in the event agreement. Children on their own run the risk of sustaining injuries, damaging venue property, vandalism (intentional or otherwise) and heaven forbid, even of going missing.

Children should never be out of the eyesight of a parent or guardian. If a lack of supervision continues after warnings, it could very well cost you part of all of your deposit, since additional burdens are then placed on the staff.

The Bottom Line
Your damage deposit is there to protect the venue—but you can protect your wallet by knowing the rules and communicating them to your guests, vendors, and caterers. A little planning goes a long way when it comes to making sure your event is remembered for all the right reasons.
Got questions about what’s allowed at your venue? Ask them before the big day. Trust us—it’s very literally worth the extra effort!

​#Planning


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