GUIDELINES AND POLICIES FOR THE ARLINGTON ARTS CENTER GALLERY SPACE RENTAL

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We invite you and your guests to the Arlington Arts Center. The following provides a detail of the guidelines and policies governing the use of our site. Questions related to our guidelines and policies may be directed to the Special Events Department by contacting info@arlingtonartscenter.org.

GUIDELINES AND POLICIES FOR RENTAL

Capacity Requirements
The Fire Code Capacity in the Tiffany Gallery is 71 for seated dinners and 150 for standing receptions. The capacity for the Meyer Gallery is 87 for seated dinners and 225 for standing receptions. Strict adherence to the maximum capacity is enforced in compliance with fire regulations.
A copy of the guest list must be submitted to the Special Events Department 48 hours prior to the event.

Damage Deposit
The damage deposit for a standard reception is $400.00 (due 30 days prior to the event). This deposit is 100% refundable within 30 days after the event provided that no damage took place to the gallery or artwork, nothing is missing, and no (at the Art Center's discretion) abnormal or excessive cleaning of gallery space is required.

Set-up and Clean-up
Items may not be fastened to doors, walls, floors, glass or any other part of the building.
The throwing of rice, confetti, or birdseed is not permitted. Red wine is not permitted.
Adequate trash cans must be provided by the caterer. All trash must be removed from the building at the conclusion of the event.
Renters are responsible for clean-up and assurance that the Arlington Arts Center is left in its original condition at the conclusion of the event (including cleaning the floors).  Failure to comply may result in a deduction from the damage deposit. 

Deliveries and Pick-ups
All deliveries and pick-ups must be scheduled with the Special Events Department at least 72 hours prior to the event. Deliveries may be made only on the day of the event. All deliveries and pick-ups must be to be made only to the East Side Entrance of the building.  No equipment may be left overnight at the Arlington Arts Center.

Event Hours and Overtime
Event time commences when the first guest arrives and ends when the last guest departs. The renter, caterer, and vendors will have access to the building one hour before the event is scheduled to begin and one hour following the conclusion of the event. Additional time for set-up or breakdown will be billed at an hourly rate.  Unscheduled event overtime will be billed at $200 per hour, or any fraction thereof.

Staff Charge
A staff charge will apply to cover direct costs related to staffing the event if required, or interpreting the Arlington Arts Center exhibits, in the amount of $50 per person/per hour beyond the basic space use costs.

Technician Charge
$100 per technician/per hour. (For setup/breakdown or operation of A/V equipment.)

 
Walk-Through/ Logistics
A logistics walk-through with the Special Events Department must take place within the 30 days prior to the event. All arrangements for the event, including the placement of tables, set-up equipment, and scheduling of installations should be approved at this time.

Handicap Access
Access for individuals with disabilities is available at the west entrance. In addition, there is an elevator and one handicap accessible restroom on the lower level.

Insurance
The renter or catering company and all vendors must carry liability insurance in the amount of one million dollars for each occurrence (product, personal, and property damage) and include the Arlington Arts Center as additional insured. The renter agrees to assume all responsibility for any injury to persons attending the event or loss of their property and agrees to assume responsibility for damage or theft to the Arlington Arts Center of contents by anyone attending the said renter's event, to the extent that any such occurrence is not caused by the negligence, recklessness or willful conduct of Arlington Arts Center staff. A copy of the insurance certificate must be received by the Special Events Department 30 days prior to the event.

Cancellation
In case of cancellation by the renter, any related costs incurred in preparation for the event are the responsibility of the renter. With a 90-day cancellation notice, the Arlington Arts Center will provide a 100% refund; with a 60-day notice, a 50% refund. Deposits are nonrefundable 30 days or less prior to the event. Should the Arlington Arts Center become unavailable on the date of the event due to fire, casualty, acts of God, strikes, national emergencies, or any other cause beyond the control of the Arlington Arts Center, the event may be terminated without penalty or other liability, despite the lack of notice, and the Arlington Arts Center shall waive any unpaid fees used to reserve the space. If all required certification and deposits are not filed 30 days prior to the event, the event may be cancelled by the Arlington Arts Center without refund and without penalty or liability to the Arlington Arts Center.

Miscellaneous
A NO SMOKING policy is in effect throughout the building at all times. We ask that guests who smoke outside discard their cigarette butts in appropriate receptacles.

Red Wine is not permitted.
Events shall end no later than midnight.
The Arlington Arts Center does not provide public telephone service, use of fax machines, photocopiers, or computers.
The Arlington Arts Center reserves the right to disallow future access to the building to any member, caterer, or vendor who has violated these rules.

CATERING GUIDELINES

Liability Insurance
All caterers working in the Arlington Arts Center must have a current insurance certificate on file with the Special Events Department that lists the Arlington Arts Center as an Additional Insured for use of the facilities and meets the following insurance limits:
Commercial General Liability: $1,000,000 per occurrence, including coverage for products liability.
Liquor liability: $1,000,000
Evidence of coverage must be received at least 30 days prior to the event.

Liquor
Cash bars are not permitted. All liquor must be removed from the Arlington Arts Center immediately following the event. Plastic floor covering must be placed under bartending work areas. No alcohol may be served within one-half hour of the end time of your event.  Red wine is not permitted

Food Information Including Deliveries and Pick-Ups
Deliveries must be scheduled with the Special Events Department at least 72 hours prior to the event.
Deliveries may be made only on the day of the event.
Deliveries must be made only to the East Side Entrance of the building.
Catering equipment and supplies must be picked up at the conclusion of the event.
Food must be prepared offsite. Only warming of food is permitted.

Set-Up and Decorations
The catering supervisor must make himself/herself known to the AAC staff member working the event.
The Arlington Arts Center staff has the authority to make corrective suggestions and to oversee supervision of the catering operations. Arlington Arts Center staff decisions are final.
Arlington Arts Center containers or furniture may not be moved without approval.
Items may not be fastened to doors, walls, floors, glass or any other surface or structure within the building.
Works of art, exhibits, artifacts, signage and any other materials accessible to the sponsors, guests, caterers, or other service personnel associated with the event may not be moved or otherwise disturbed.

After the Event
At the conclusion of the event, the Arlington Arts Center must be cleaned thoroughly (including the floors). All stains should be treated and removed. The caterer is responsible for cleaning supplies and cleaning agents.
All trash cans must be emptied and all trash must be removed from the building grounds.
At the end of the event, the catering supervisor must conduct a walk-through with AAC staff of all areas used by the guests to ensure the building is in acceptable condition.

Miscellaneous
The rules contained herein are subject to change, without prior notification, at the discretion of the Special Events Department and/or Arts Center staff.

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