Frequently Asked Questions - Facility Rental

The Events Manager is normally available
on weekdays during regular business hours, but with some flexibility.  Call for an appointment at 804.261.6211

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.

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.

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)
  
• The Weinstein Sculpture Garden may be rented for a full event, or for just 2 hours for a wedding ceremony when rented with either the Cardinal or James River Ballroom. (see both kinds of rentals on our pricing sheet.)
  
• Additional time may be added to rentals at the rate of $200/hour.
  

We have a list of 16 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.

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.
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 obtain a policy (for coverage of $1,000,000) in which the Cultural Arts Center and the County of Henrico are named as additional insured for the day of the event.  Details and suggested insurance options will be provided.

We provide the space, the tables and chairs, and the setup.

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).

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.

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.

Décor must be freestanding. Hanging, taping or nailing on the ceiling or walls is not allowed. Glitter and confetti are not permitted.

These are permitted outdoors: Bubbles, bird seed, fresh flower petals.
Not permitted: rice, fake flower petals, fireworks and sparklers.

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.

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

The Cultural Arts Center reserves the right to evaluate functions and events on an individual basis to determine if Security will be required. The cost of additional security will be passed along to The Renter if deemed necessary by The Center.

In determining the need for security, The Center will consider the following factors:

• If alcohol is served and the party goes beyond 10pm, security will be required.
• Number of guests attending the event.
  
• Public versus private event.
  
• Invitation-only versus an open invitation guest list.
  
• Age of attendees.
  
• Number of chaperones for underage parties.
  
• Event activities.
  
• Other factors deemed as a security risk.
  

Smoking is not allowed inside any of The Center buildings.

Designated smoking areas are provided outside the buildings.

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.