Berglund Center has played host to many of the country’s leading performing acts and entertainment events since its doors opened in 1971. Over 20 million people have attended events at the Berglund Center in its 1st 37 years.

With 4 facilities, Berglund Center has the flexibility to host national touring events and major professional sporting events and tournaments, as well as hometown entertainment. The technical information below provides details on these facilities.

For additional booking information and date availability’s, please contact 540-853-2241.

In order to hold a date(s), the licensee must indicate the exact name of the act / activity involved. Substitutions of acts / activities for a date(s) voids the hold. Berglund Center Management reserves the right to determine which events are in the best interest of the facility when the same dates and/or similar events are being requested by more than one promoter. Regardless of the hold sequence, the Berglund Center may reject a tentative hold after it has been placed.

Hold

• Requests for tentative dates that are made inside 12 months of the event are held for 2 weeks. If the date is not confirmed, within this time period, the Berglund Center management reserves the right to book another event on the date(s) being held, without notification to the potential licensee. That desiring date(s) to be held more than 2 weeks without an executed license agreement should make a request to the Berglund Center management and with management’s approval, will be granted up to a 2-week extension.
• Requests for dates for events held on an annual basis are held more than 12 months out. However, the same date or time period in future years is not guaranteed and is subject to change or cancellation.
• Potential licensees shall not assign or transfer any right or interest in tentative hold dates, including, without limitation, the right to receive any payment, without Berglund Center management’s approval of such assignment. Any such assignment without the approval of the Berglund Center management shall be null and void.
• When a license agreement is fully executed and an appropriate deposit is received, tentative dates then receive the status of confirmed.

1st Option

• Facilities and dates reserved on the 1st option are held pending execution of a license agreement or the release of hold dates. In the event the hold dates are released, 1st option dates receive hold status upon notification to the 1st option holder.

Challenges

• If a potential lessee makes a request for a tentative date being held by another party, they will be given a second option. If the second option holder wants to challenge the date(s), Berglund Center management will give the 1st option holder written notice of the challenge and the 1st option holder will have 72 hours (3 business days) to make a non-refundable deposit in the amount of the basic facility fee for one event day. Upon payment of the deposit, the holder will be granted the date and will have 14 days from the date of receipt of the deposit to sign and return a license agreement. If the executed license agreement is not received by the Berglund Center within 14 days, the date will then be made available to the 1st option holder. The 1st option holder will have 72 hours from his receipt of written notice of the availability of the date to make a non-refundable deposit in the amount of the basic facility fee for 1 event day and sign a license agreement.

Hold Sequences

• When 2 potential lessees are vying for the same act, the promoter who signs the contract with the act receives the license agreement for the date(s) regardless of the hold sequence.

Confirmation of Dates & Required Materials

• Upon confirmation of date(s), the Berglund Center will prepare the license agreement. The original and one copy indicating the portion of the Berglund Center to be leased, details of the event, and a cover letter detailing instructions will be mailed to the event sponsor. From the date of the cover letter, the Berglund Center will continue holding the date(s) without a properly executed license agreement for 14 days. If the properly executed license agreement is not returned within this time limit, the Berglund Center may contract with other parties for the use of the space on the same date(s) without notification to the potential lessee. The original, as well as the copy, must be signed and returned to the Berglund Center along with the required deposit. The Berglund Center Director will then sign and return the fully executed copy to the licensee.

Time Constraints

• The properly executed license agreement, deposits, and insurance certificate must be in the office of the Berglund Center Director 14 working days prior to the event or the Berglund Center reserves the unqualified right to cancel the events. Persons booking events less than 7 days out must provide the aforementioned materials upon booking the date.

Ticket Sales

• Tickets for events will not go on sale until the license agreement has been properly executed and deposits received at the Berglund Center.

Deposit Amount

Deposits are required for all activities upon execution of the license agreement. The licensee shall pay to city the initial required deposit of 100% of the required basic facility fee for 1 event day with the return of the license agreement. The balance of the rent shall be paid at settlement.

If multiple events are held in 1 year, the licensee may opt to roll over the deposit from the previous event in lieu of making multiple deposits. The licensee also has the option of providing a standing deposit for the year.

Facility and date scheduling commitments for events and activities made more than 12 months in advance are subject to change. Facility and space commitments for 1st priority events and activities may be made as far in advance as is necessary or appropriate and may supersede requests by 2nd priority events and activities scheduled more than 12 months from the event date.

In all cases, the Berglund Center management may use discretion in maintaining a waiting period before and after an existing event that is considered to be competing for the same audience and/or ticket buyers (i.e., concerts, ice shows, sporting events, circuses, boat shows, craft shows, etc.).

Furthermore, the Berglund Center management may limit the number of competing activities presented during a given 12-month period. During the months of October through April (ice season), no more than 1 consumer show of the same type will be permitted in the Coliseum.

For additional booking information and date availability, please contact 540-853-2241.

1st priority for scheduling the Coliseum is to make dates available to national promoters and tour directors and amateur, and professional sports officials to promote top revenue producing events.

2nd priority for scheduling the Coliseum is to make dates available to national, regional, and state conventions which generate significant economic impact for the Berglund Center and City of Roanoke.

3rd priority for scheduling the Coliseum is to make dates available for consumer or public exhibitions, trade shows, corporate meetings, special events, banquets, business meetings, dances, and other activities.

Date requests for 3rd priority events will not be confirmed and contracts will not be issues more than 6 months in advance of the date(s) of the event.

1st priority for scheduling the BPAT is to make dates available to national promoters and tour directors to promote top revenue-producing events and to make dates available to national, regional, and state conventions which generate significant economic impact for the City of Roanoke, and to performance dates for the Roanoke Symphony Orchestra.

2nd priority for scheduling the BPAT is to make dates available for meetings, special events, banquets, local, and all other activities.

3rd priority for scheduling the BPAT is to make dates available for rehearsals on non-performance days. Facility and date scheduling commitments for rehearsals made more than 6 months in advance are subject to change to accommodate 1st and 2nd priority events.

License agreements for 3rd priority events will not be issued more than six (6) months in advance of the event.

1st priority for scheduling Berglund Hall and the Berglund Special Events Center is to make dates available to national, regional, and state conventions which generate significant economic impact for the City of Roanoke.

2nd priority for scheduling Berglund Hall and the Berglund Special Events Center is to make dates available for catered food service events and multiple-day consumer or public exhibitions and tradeshows.

3rd priority for scheduling Berglund Hall and the Berglund Special Events Center is to make dates available for single day events that do not include catered food service. Date requests for 3rd priority events will not be confirmed and contracts will not be issued more than six (6) months in advance of the date(s) of the event.

Food and beverage must be served by Encore Catering, the official in-house caterer for the Berglund Center. No outside food or beverage is permitted.

“Everything’s Fresh”

Welcome to Food Services, the premier and exclusive caterer for Berglund Center. This section is designed to assist you in planning your event.

Our menus have been carefully crafted by our expert chef and can be tailored and customized to fit your needs.

When planning any event, selecting the perfect site is critical. To be truly successful, all social or business gatherings require great food. That’s where we come in. Our on-site catering staff is second to none at providing extraordinary meals while keeping an eye on the bottom line. We’ll treat your guests to something really special with imaginative menus as well as traditional favorites that taste even better than homemade. From a small breakfast meeting to an elegant banquet for 2,500, let us know how our quality and service can provide you with a successful event - at an excellent price.

Food Services offers full service catering which includes china, service accessories, and personnel. All prices are subject to a 20% catering supplemental fee and 12% sales tax. If your group is tax exempt, that information must be provided in writing prior to the signing of the final contract. Floral arrangements and linens are available at an additional charge. Depending on the nature of event set-up, catering supplemental fees may be greater than 20%.

Berglund Center has space for any event from small corporate meetings to plated dinners for 2,500. Room rental rates vary depending on the event and food and beverage needs. Please contact Cathy Ring at 540-853-6860 for space availability and quotes.

You may choose to have a full-service event, purchase from our a la carte and party menus, or pick up orders. A 20% service charge and 10% sales tax applies for all full-service events. Floral arrangements and linens are available at an additional charge.

All contracts and menus must be signed and returned at least 2 weeks prior to your event. Food service requests made less than 2 business days in advance are subject to a 30% service charge. A guaranteed number of guests must be provided 5 days before your event and Encore Catering will be prepared to serve no more than 5% above that number. Customers are responsible for 100% of the guaranteed number, plus any additional portions served.

Additions, deletions, or changes must be made at least 3 business days prior to the event. An additional service charge of 10% totaling 30% will be incurred when such changes do not meet these time requirements. Cancellations that are made with less than 2 days notice prior to the scheduled event time will require payment of any costs of goods or services incurred by Encore Catering. When cancellations are made within 2 business days of the scheduled event, you may be charged the full price of the goods and services contracted.

Menus available upon request.

Rules & Regulations

The Berglund Center requests your compliance with the following rules and regulations:

1. Arrangements and approval of decorator move-in dates and times must be made with the Berglund Center in advance of the event day.
2. All exhibitor booths and tents must be set in compliance with fire codes. No passageways, doorways, or elevator entryways may be blocked. A distance of no less than 4 feet must be maintained allowing access to areas of entry or exit. This also includes entryways to the kitchen, other inside doorways, and exits. Please contact the Berglund Center for further information and assistance when planning your event.
3. It is imperative that our facility receives your exhibitor booth floor plan and all electrical requests no less than ten working days prior to the move-in of the event. This will allow our electricians time to prepare and obtain all cords and equipment needed to accommodate your requests.
4. The Berglund Center shall not be responsible for the load-in of freight from Exhibit/Trade Show events. A representative of the company designated by the promoter to handle this must be on hand upon move-in to accept freight deliveries. Freight deliveries made prior to move-in day must be held at an alternate location arranged by the promoter or representative of the decorating company until the load-in day.
5. Forklifts may be rented from the Berglund Center or from an outside source. Advanced notice of forklift rentals is required to ensure availability. Forklifts are operated by certified union personnel at prevailing I.A.T.S.E. labor rates.

Delivery Policy

Any shipments or freight scheduled for delivery to the Berglund Center should be scheduled in advance with the Event Services Staff. Unscheduled deliveries cannot be guaranteed for safe keeping and may not be accepted. It is preferred that deliveries be scheduled while a lessee is present to accept them. All deliveries must be labeled with the event name and facility contact.

Firewatch Personnel

Firewatch personnel must be present during all seated events and events where pyrotechnics, fog, haze, or smoke of any kind are created. All staffing must be provided by the licensor.

Admissions Tax

An Admissions Tax of 9% will be levied on all events charging an admission in any form.