Frequently Asked Questions (FAQs)

Zera Coffee & Events

📅 How do I book an event at Zera Coffee & Events?

Simply fill out our online inquiry form and our event manager will contact you within 2–5 business days to discuss availability, event details, and any specific needs you may have. We aim to provide a tailored experience that aligns with your vision and budget.

⏳ How far in advance should I book my event?

To ensure the best availability and service:

• Large Events (50+ people, catering, AV, or setup services): Please book at least 1 month in advance.

• Smaller Events (under 50 people with minimal services): We can often accommodate bookings made 1 week in advance, based on availability.

Early booking helps secure your preferred date and gives our team ample time to prepare a flawless event.

💳 What is your cancellation policy?

Cancellations must be made in writing (email or phone) to qualify for a refund:

• 7+ days before the event: 50% of your deposit is refundable.

• Within 7 days of the event: 25% of your deposit will be refunded.
  

💸 Do you require a deposit to hold a date?

Yes. A 50% deposit is required to secure your event date. Dates are not guaranteed until the deposit is received and your contract is signed.

🤝 Do you offer any discounts for nonprofits or frequent bookings?

Yes!

• Nonprofit Discount: We offer a 10% discount for qualifying nonprofits booking events over $500. If you are a 501(c)(3) organization and can provide a tax-exempt certification, we will also deduct tax from your total.

• Frequent Bookers: Weekly or monthly recurring events may qualify for a custom discount. Please contact us for more details.

🪑 What is your venue capacity and seating flexibility?

Our venue includes multiple rooms to accommodate various group sizes:

• Back Room: Up to 45 guests (theater style) or 40 (Banquet Style)

• Main Hall: Up to 150 guests (theater style) or 100 (Banquet Style)

• Entire Venue: Up to 200 guests comfortably (Banquet Style) and ~300 guests (theater style)

We offer flexible seating arrangements including banquet, theater, meeting room styles as well as custom visions. Let your event planner know your vision, and we’ll configure the room accordingly.

💃 Do you offer a dance floor?

Yes. While we don’t have a permanent dance floor, we can arrange open floor space by adjusting table layouts. If desired, clients are welcome to rent a professional dance floor through a third-party vendor for weddings or formal events.

💍 Can I host a wedding ceremony at Zera?

At this time, we do not host wedding ceremonies. However, we would love to host your wedding reception or celebration party and help make it unforgettable!

🎉 What’s included in the rental fee?

Your venue rental includes:

• Basic Tables and chairs

• Basic tablecloths

• Free Wi-Fi

• On-site parking (60+ spaces)

Additional services like upgraded linens, AV equipment, decor setup, and breakdown services are available for an added fee.

🍽️ Can I bring my own food or catering service?

We offer in-house catering packages to simplify your planning and maintain quality service.

Outside food vendors are not allowed, with the exception of wedding cakes or specialty desserts. Let us know if you have dietary needs—we're happy to accommodate.

🔊 Do you offer audio/visual equipment and technical support?

Yes for an additional hourly fee! We provide professional audio and visual equipment rentals, including microphones, speakers, projectors, and screens. Our on-site AV technicians will manage the equipment during your event to ensure a seamless experience.

🚗 Is parking available for guests?

Yes. We offer over 60 free on-site parking spaces on a first-come, first-served basis. Additional free public parking is available within walking distance.

♿ Is the venue wheelchair accessible?

Absolutely. Zera Coffee & Events is fully ADA compliant and equipped with accessible entrances, restrooms, and facilities to ensure all guests feel welcome and comfortable.

💼 Are there any service or additional fees I should know about?

Yes, here’s what to expect:

• 18% service fee on all transactions

• Labor fees, taxes, and other possible charges depending on your event size and needs
  We’re transparent with our estimates and will go over all costs before confirming your booking.

🚫 Are there any items or activities not permitted?

For the safety and enjoyment of all guests, the following are not allowed anywhere on the property:

• Alcohol

• Drugs

• Weapons

• Smoking or vaping
  
  
  
  

  🕯️ Can I use candles or open flames?

  Yes, contained candles are allowed—but with safety in mind! All flames must be enclosed in glass holders (like votives or hurricanes), and the flame should sit at least 2 inches below the top of the container. Open flames, fire pits, or torches are not permitted inside the venue.

  🎨 Are there any décor restrictions?

  We love creativity, but there are a few guidelines to protect the space:

  • You may only use painter’s tape or mounting putty to hang items on walls.

  • Draping or hanging décor from the wood and steel beams is allowed with prior approval.

  • Please avoid: glitter, confetti, stickers, or silly string anywhere on the property.

  • Items like rose petals, birdseed, rice, and sparklers can be used outdoors only and must be fully cleaned up by your team after the event.

  🪑 Do you provide tables and chairs?

  Yes! We offer a variety of options to help you get set up with ease:

  • Round guest tables and chairs to seat up to 175 guests

  • A few 6-foot rectangular tables for food displays, gifts, or registration

  • Limited cocktail tables and stools for casual or social setups

  For large events (175+ guests), we recommend renting chairs if you prefer a uniform look, as our in-house chairs are a charming mix of styles. You’re also welcome to rent specialty furniture to match your theme.

⏰ What time must my event end?

All events must conclude by 10:00 PM. Extended hours may be available for an additional fee, depending on your event type. Please consult your event planner for details.

🛡️ Is security required?

Security is optional and available for hire depending on your event type, guest count, or event duration. Your event planner will guide you through whether security is recommended or required.

📑 Do I need event insurance?

We highly recommend purchasing general event liability insurance for your protection. It’s a small cost that covers unforeseen incidents and gives you peace of mind.

🔧 What’s your vendor policy?

We’re happy to partner with the vendors you trust! Zera Events is an open vendor venue, meaning you’re welcome to bring in your own professionals—except for food and beverages, which must be provided through our in-house catering or pre-approved vendors. All outside vendors are required to submit a Certificate of Insurance prior to your event to ensure a safe and seamless experience.

Still Have Questions?

We're here to help.
📧 zeraevents@dentonfreedomhouse.org
📞 940-202-9040
🌐 www.zeraevents.com