Frequently Asked Questions - Facility Rental

There are many details to consider when planning your event. Our Events Manager has collected the most frequently asked questions and provided answers to assist you with your planning.

Cultural Arts Center FAQ’s

Can I tour The Center?  Yes!  The Events Manager is normally available on weekdays during regular business hours, but with some flexibility.  Call for an appointment at 804.261.6211

How do rentals work at The Center?  When you rent space at The Center you choose the space you want, and the time.  For most spaces (*see special information about Garden rental) setup and breakdown time is added to your event.  Tables and chairs are included, as is setup.  For food and beverage you make arrangements with one of our excellent caterers

How can I reserve space at The Center?  Call or email The Events Manager for answers to your questions or to arrange a tour!  804.261.6211 or rentals@artsglenallen.com   We would be happy to check availability for your date and help you consider the possibilities for a beautiful event at The Center.  Once you decide on a space and time, we will issue a contract and reserve it for you.  From that date we can hold it for 14 days to leave time for you to execute the contract and make payment.

*How much time will be allotted for my event? 

Weekday meetings are usually a full business day. 

- With one space rented, evening and weekend events are 2 hours setup/4 hours event time/1 hour breakdown.  (total 7)

- With two or more spaces rented, evening and weekend events are 3 hours setup/5 hours event time/1 hour breakdown.  (total 9)

- Rental of The Weinstein Sculpture Garden is for 2 hours.

- Additional time may be added to rentals at the rate of $200/hour.

Who can cater events at The Center?  We have a list of 14 excellent caterers that represent a wide variety of styles, ethnic groups and price range.  We require that the food for events comes through one of these caterers

What is required to serve alcohol at the Center?  Alcohol may be served at The Cultural Arts Center in compliance with the ABC laws of The Commonwealth of Virginia. This can be accomplished in one of two ways:

1. Renters may have alcohol provided by one of the caterers on the approved caterer list that holds an off-site ABC license. In this case all arrangements and payments will be between the renter and the caterer. The caterer’s insurance will cover the alcohol at the event. (Note: Q Barbeque and Noorani Kabab do not have off-site ABC licenses.)

2. Renters may also acquire an ABC banquet license through the state website https://www.abc.virginia.gov/licenses/get-a-license/banquet-licenses In that case the renter assumes responsibility for the purchase and transport, and all else having to do with the alcohol.

INSURANCE REQUIREMENT: The caterer’s insurance will not cover the alcohol if it is licensed by the renter. In that case the renter must have a policy in which the Cultural Arts Center and the County of Henrico are named as additional insured for the day of the event. (Perhaps a business or home owner’s policy)

Some insurance companies will issue a certificate of Insurance for this purpose without extra charge – others will have an extra charge, and still others will require a whole other policy. In that case, renters should consider the cost of event insurance before deciding to get their own license. If you have questions about these requirements please call the Events Manager at 804.261.6211.

What comes (or doesn’t come) with my rental?  We provide the space, the tables and chairs, and the setup. (We have a few things available that come with extra charge, for example, white chairs, moving the dance floor in the Cardinal Ballroom, audio visual equipment.)   

Linens and other decorative items can be rented, either through your caterer or other rental companies.  We have some information available about vendors, DJ’s, hotels, bakeries, florists, etc., for your convenience.  Other than our list of approved caterers, we do not require you to use any particular vendors.  (Wedding cakes do not have to come through the caterer.)

When is payment due?  Half of the rental fee is due with the contract in order to hold the space.  The other half is due 90 days before your event, along with a $250 refundable security deposit. 

Do you offer anything special for weddings?  We offer a free rehearsal (which must be scheduled around other events on the rehearsal day), a room for the bride to get ready, and 10% off of the rental fee for a rehearsal dinner when you book your wedding with us.

What kinds of decorations are allowed at the Center?  Décor must be freestanding.  Hanging, taping or nailing on the ceiling or walls is not allowed.  (An exception can be made for items hung with blue painter’s tape.)   Glitter and confetti are not permitted.

What is permitted for the Bride and Groom’s departure?   These are permitted outdoors:  Bubbles, bird seed, fresh flower petals.  Not permitted:  rice, fake flower petals, fireworks and sparklers.

Can we have Music?  Yes!  You can have a DJ or Band or bring your own music.  If your event is outside, be aware that Henrico County has a noise ordinance after 11pm.  Copies of the ordinance are available – ask the Events Manager.

Do you have free parking?   We have lots of free parking!  364 spaces, plus bus parking.

What kind of security do you require?   Henrico Security patrols the Center as part of their regular duties; additional security is not required for weddings or most private events.  Festivals and some other special events may require additional security.  The Center can help arrange for off-duty Henrico Police.

Is smoking allowed at The Center?  Smoking is not allowed inside any of the Center buildings. 

What are we required to do when our event is over?  Whatever you bring in, you take out.  Your caterer will know their requirements which include taking out trash and removing all food debris.  We will take care of the tables, chairs and reasonable cleanup.

Please contact The Center’s Events Manager
rentals@artsglenallen.com or 804-261-6211
with any other questions or clarification.

Receive alerts for upcoming performances, classes and more!

Join the Cultural Arts Club!