Terms and Conditions of Space Rental for
The Visual Arts Center of Richmond
Scheduling:
All inquiries should be directed to Karen Miller, 353-0094 x 227, or by e-mail, kmiller@visarts.org. Clients interested in booking the facility for a rehearsal dinner, wedding and/or wedding reception will be referred to an event planner.
Cancellations or postponement of dates that occur less than 60 days prior to the event will forfeit the deposit and any other paid fees. Cancellations received 61 days prior to the scheduled event will receive 50% of the paid deposit and fees.
Postponing a scheduled event is possible if VisArts is notified no less than 90 days prior to the scheduled event date, and that the event is rescheduled within one year of the originally schedule date. A new Application for Use letter must be issued and signed. Additional fees and revised terms as dictated by VisArts will also apply to the new event date. Payments received prior to the postponement will be retained by VisArts and applied to the new event fees.
Methods of Payment – Personal or company checks, Visa, Mastercard, and American Express are all accepted. All checks should be made out to the Visual Arts Center of Richmond. There is a $30 service charge for returned checks.
Specific Conditions and Uses:
Insurance and Indemnification (Required for events of more than 20 people) –
Required for a corporate rental – A certificate of liability naming the Visual Arts Center as an additional insured in the amount of $1,000,000 per occurrence must be provided at least 30 days prior to your event.
Required for personal rental - Lessee may be able to obtain coverage by (1) purchasing a special events policy, (2) extending Lessee’s homeowner’s policy to cover the event, or (3) adding a $1,000,000 umbrellas to Lessee existing policy. The lessee shall further indemnify and hold harmless the Visual Arts Center and its officers, directors, agents and employees from and against all losses, damages, claims, costs and expenses arising from injury or death of any person(s), or damage to property resulting from any act or omission of Lessee or its employees, agents, representatives, guests, invitees, or the general public to the extent that such losses, damages, claims, costs and expenses arise in connection with or related to this Contract and Lessee’s use of the premises. The Visual Arts Center requires written proof of this coverage no less than 30 days prior to your event.
The User agrees that the VisArts facility and property will be treated with care and respect. User is responsible for any and all damage to the property, the facility or its contents caused by user’s vendors or guests. The charges for damages will be deducted from the Security/Damage deposit. If charges for damages exceed this amount, the User will be billed for the excess.
The conduct of the guests while on VisArts property is the responsibility of the User. The staff on duty has complete authority as to the suitability of the conduct of those attending the event. VisArts reserves the right to ask disorderly guests to leave and/or contact City authorities for assistance in handling the same.
Use of the premises may be terminated at any time if the terms of the contract are violated or if the conduct of the group is deemed inappropriate or dangerous to the facility, its studios, exhibitions and courtyard. The decision to terminate the event is at the discretion of VisArts staff. Should such termination become necessary, all paid fees are forfeited.
No smoking is allowed in the building or courtyard.
Alcohol may only be served by approved caterers with a copy of their current liquor license and certificate of liability insurance on file. The Visual Arts Center does not carry an ABC license.
VisArts will not tolerate the use of illegal substance on its property. VisArts reserves the right to terminate an event and/or call in the proper legal authorities if any guests or vendors are found to be participating in illegal or dangerous behaviors.
Amplified music is not allowed outside of the building at any time, or inside during working hours.
Catering – the Visual Arts Center does not provide catering services. All arrangements for food or drink in the facility must be made through a VisArts-approved caterer. The lessee must select and retain a caterer from the current approved list. The User’s caterer is required to remove all food and beverage trash from the facility, broom sweep and damp mop all food preparation areas, clean any food residue from the tables, and comply with the Caterer’s Guidelines in their Preferred Catering Agreement. The caterer is responsible to secure the appropriate ABC license for the event and display it during event hours.
Deliveries – ALL deliveries MUST be accepted by the Caterer for use and storage – if available – and coordinated with the VisArts representative. VisArts is not responsible for accepting unanticipated deliveries or providing storage and security for any rented or purchased event property. Any deliveries received for third party vendors arriving prior to the contracted event period will be billed at the rate of $100 per hour or part thereof.
The Visual Arts Center is a teaching facility – It is not our policy to cancel classes to accommodate a special event rental. Please be advised if you are considering a Friday evening event, that ceramic raku firing normally occurs in the Courtyard area at that time. In our mission to engage the community in the creative process, we hope that you will embrace the active teaching and learning that might occur simultaneously to your event as part of the experience of renting our space.
Extended use of the facility – The user will be subject to additional charges of $100 per hour or part thereof if User, vendors, or guests arrive earlier than, or have not left the facility by the conclusion of the contracted event time. Guests must depart the premises one hour prior to the conclusion of the event time to allow for the required clean-up and break-down. All setup and breakdown time of the caterer or other contracted vendor is considered part of the contracted event time and is noted in the Contract/Application for Use letter with accompanies these terms. Hourly overages may be deducted from the Security/damage deposit.
VisArts staff representative(s) will remain on the premises during an event. The function of the staff is to insure the safe use of the facility and compliance by the user with all conditions of use. VisArts staff is not retained to serve food, provide childcare, assist with set-up or breakdown, or clean up.
Trash must be removed from the facility and placed in the dumpsters in the rear of the courtyard. A Housekeeping Fee of $100 will apply to all rentals of the Dominion Community Room and/or the Commons & Courtyard.
Tables and chairs are to be supplied by the User. Use of the VisArts chairs and tables are by permission only and will be billed as appropriate for the duration and nature of the event.
Decorations – Only votive candles in appropriate containers are allowed in the building and courtyard. Birdseed, rice, glitter, and confetti are not permitted in the building or courtyard. Flowers will be inspected for any signs of pests or mold infestation. Any questionable plant material will not be allowed in the building or courtyard. The User is not allowed to affix decorations to any interior or exterior surface without written permission noted in the Application for Use.
Parking – Street parking in the neighborhood, as well as access to 8 spaces in the front of the building and 35 spaces in the VisArts back parking lot are available on a first come, first served basis. Parking for your guests cannot be guaranteed by the Visual Arts Center.
