Members of the Great Bend City Council Monday night understood the need to make the city-owned Events Center profitable and operated more like a business, but stopped short of approving a proposal to 10% catering fee on gross receipts or, in lieu of that, some form of tiered flat fee system for all events at the facility. Instead, they tabled until Dec. 5 action on the matter. 

They also delayed action on authorizing charging full rental fees for room use and implementing fees for setup and cleanup days until the same meeting. In addition, the room rate structure will be up for its annual review at that time as well.

The issue was brought up by Convention and Visitors Bureau-Community Coordinator Christina Hayes. In her CVB role, she oversees the building.

“We are still not making enough money on this building to even pay for a full time maintenance person,” she said, adding a Parks Department employee is filling this position. ”This building still needs to make enough money to pay for several big improvements and staff.”

Several years ago, city staff, the CVB Advisory Board and the mayor decided that the city should charge caterers 10% of their total food and alcohol receipts for all events, she said. 

“This would enable us to maintain a list of approved caterers,” she said. “It also helped ensure people bringing in food had less liability issues and that they had a food license and insurance.“

This practice was not well enforced. However, three years ago, she notified both caterers and vendors they were going start charging that 10% on all events for food and alcohol sales. “This is the duty of the caterers to collect and pay to us,” she said, noting they do have a few vendors/caterers that pay religiously. 

The Events Center receives revenue in two ways: Room rental fees which everyone, including city departments, pay; and a 1% of transient guest tax, which is generated by overnight stays in hotels. 

“We do not offer a special rate for non-profits organizations because most non-profit events do not generate overnight stays,” she said. 

“The Event Center needs to be self-sufficient, and correct rental fees are a key component,” Hayes said. “We again notified everyone that beginning in 2023, we would strictly enforce the 10% rule.”

Letters have been sent to all the approved caters and it will be up to the caters to pay this fee

They have received the 10% fee from around 26 events this year (this includes mostly private functions). 

However, the idea of the 10% was not well received by some on the council.

“I hate the 10%,” said Ward 1 Councilman Alan Moeder, who does catering on the side. “There is nothing fair about it to me.”

There were concerns about people bringing in their own food and alcohol, and the liability this puts on the city. That is why Hayes said it is important to have a list of approved caterers.

And, Hayes and the council both wanted to make sure they system would be fair to groups of all sizes, and for private events (such as weddings or meetings) as well as non-profit fundraisers.

“We still have to look at this from an operational standpoint as a business,” said Ward 2 Councilman Kevyn Soupiset, agreeing the Hayes. “We can’t lose money on it.”

But, he didn’t like the percentage fee either. Instead he proposed a flat fee that could be tiered to accommodate different event sizes.

This met with nods from others on the council.

Since the CVB Board meets next week, Hayes said she’d take the issue to them and present a plan when the council meets Dec. 5.

What about the rooms?

As for room use, the city charges similar or less than comparable  organizations. It charge $1,000 a day for the big ballroom, $750  for the half, $250 for the new back rooms and $100 for the front small room. 

Here are some comparable of options: 

• Camp Aldrich $1,100 per day Friday-Sunday, $450 per day Monday through Thursday (300 people max). 

• Hays Convention Center (no outside food and is only the size of our west side ballroom), $2,500 for wedding type events, additional $200 per hour for setup-cleanup, and $800 for meetings plus $200 per hour for setup/clean up. 

• The Strand Event Venue in Hays (2,000 square feet), $1,500 or $100 per hour Sunday through Thursday, $150 per hour Friday, and $200 per hour on Saturdays. 

• St. Patrick’s Parish Gym, $1,509 plus $700 refundable deposit, add $100 for using the kitchen 

• The Page Back Room (must use their catering), $400 per day up to 150 people.

Soupiset said, and the council agreed, that the city under values the center. “I think your rates are going have to be a lot more than what they are.”

Since the CVB Board meets next week, Hayes said she’d take the issue to them and present a plan when the council meets Dec. 5.