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The Arts Center
Athens Area Council for the Arts
RENTAL POLICY
1. RESERVING A DATE:
As we have many requests, The Arts Center is first come, first served. In order to reserve a date, please call (423) 745-8781 to inquire about available dates. If you have not visited The Arts Center, we invite you to come view the facility, Sue E Trotter Theater, Exhibit Room and Classroom and see how we can help make your event a wonderful experience.
The
Short notice reservations may be available at the discretion of the executive director.
2. CONTRACT:
Reservations will only be secured upon receipt of a signed contract and full payment of the 25% security deposit and 50% rental deposit. The balance of the Rental fees will be payable two (2) weeks before the event. The security deposit will be refunded upon favorable inspection of the site following the event. If extra cleaning costs are needed to get the building in as found condition then part of your security deposit will be used for this service. For events larger than 100 guests, or where alcohol is served, additional security officers may be required. The renter will be charged the cost of security.
It is the policy of The Arts Center to rent its physical facilities to various civic and professional groups and individuals whose activities are compatible with the mission and goals of The Arts Center. The
3. SPECIAL REQUIREMENTS:
Smoking is not permitted within The Arts Center structure. Smoking is permitted outside wherever proper receptacles are placed; however, all smoking materials must be extinguished in the proper receptacles before entering the building.
Alcohol may be served or sold on the premises only by a licensed caterer for consumption on the premises only. The licensed caterer must present proof of insurance to the Executive Director of The Arts Center prior to the event.
The throwing of rice or confetti will not be permitted either inside or outside The Arts Center. Decorations using glitter will not be allowed. Proper receptacles must be used under all candles to keep wax from melting on tables and the floor. D.J. s and musical groups are allowed to perform with prior approval from The Arts Center. No smoke machines or pyrotechnic shows are allowed.
Rentals for high school functions must be officially sanctioned by the high school with signatures approving the activity from the principal and a faculty sponsor. One (1) chaperone for every 25 students will be required. Extra security may be required.
4. SAFETY:
Rental user is required to notify The Arts Center staff or security of any defective condition of the facility that the rental user noted while using the facility. The Renter must immediately clean or report all spills. Renter/user may not block or lock any fire exits. Renter/User may not use extension cords or equipment that has not been approved by the director.
5. RENTAL BOOKING REQUIREMENTS:
Reservations are encouraged at least sixty (60) days in advance. Reservations from out of state renters must be made using Master Card or VISA. Changes that involve set up and staff time should be made 48 hours in advance. Upon cancellation of the event, the deposits will be refunded in full if cancellation is at least thirty (30) days before the event. After such time, the rental deposit will not be refunded but your security deposit will be refunded.
6. CATERING:
The name of the caterer must be submitted and approved by the director. References may be required. A surcharge of $75.00 will be required from the caterer. Caterer must follow all of The Arts Center guidelines for kitchen clean up including sweeping and mopping. Trash must be removed from the building.
7. SET-UP AND TAKE-DOWN OF EQUIPMENT:
Deliveries and pick-ups must be scheduled during the occupied rental period on the day of the event. Storage space is not available. The
Removal is required of all catering equipment, flowers, trash and any other items that were brought in for the event. Complete cleanup of the kitchen is required before leaving the facilities, which includes washing of all The Arts Center items and returning them to the proper cabinets, making sure the microwave, stove and counter top are clean and sweeping the kitchen and removing all trash. 8. STAFFING:
Depending on the number of spaces requested, number of guests and hours open, staff will be provided at the discretion of The Arts Center Executive Director. The
If an event is planned which will host more than 100 guests, or where alcohol is served, additional security officers will be required. The renter may be charged the cost of security.
9. PARKING:
Parking is available at The Arts Center at no additional cost.
The
10. FUND RAISERS:
Fund raising events by organizations/individuals other than The Arts Center must be approved by the Executive Director. Invitations to any fund raising event that is approved, must state “Benefits of this event are NOT designated for The Arts Center.” A penalty of $1000 will be levied if prior consent is not given by the Executive Director.
11. EVENT SIZE: The number of guests permitted in The Arts Center for any event must be approved by the Executive Director. For a complete sit down dinner the maximum number the Sue E Trotter Theater can accommodate is 150 and the Exhibit Room is 50. For theater seating the Sue E Trotter Theater can accommodate 175, the Exhibit Room can accommodate 75 and the Crafts Classroom can accommodate 20. The maximum occupancy for the building is 291. Rates are subject to change. Athens Arts Center
Rental Rates
Business Hours 10:00 am-5:00 pm Monday-Friday
After Hours: Saturday or Sunday 10:00 am-12:00 pm and M-F Evenings 5:00 pm -12:00 pm
Total building occupancy:
291 Quarter Day
(2 hrs.) Half Day
(4 hrs.) Full Day or
Evenings to midnight
(7 hrs.) Extended Day
10:00 am-midnight
(14 hrs.) Non-profit or
Community Organizations
Quarter Day
(2 hrs.) Non-profit or
Community Organizations
Half Day
(4 hrs.) Non-profit or
Community Organizations
Full Day or
Evenings to midnight
(7 hrs.) Non-profit or
Community Organizations
Extended Day
10:00 am-midnight
(14 hrs.)
bus.hrs./after hrs
bus.hrs./after hrs
bus.hrs./after hrs
Exhibit Room
or Classroom $40
$60
$75
$200
$0 /$32
$0/$48
$0/$60
$160
Black Box
N/A
$250
$400
$500
N/A
$200
$320
$400
Kitchen Usage
$15
$15
$15
$15
$15
$15
$15
$15
Entire Building
N/A
$350
$450
$600
N/A
$280
$360
$480
Half Building
(Black Box and one other room) N/A
$300
$380
$510
N/A
$240
$310
$410
Half Building
(Building w/o Black Box) $70
$100
$125
$340
$0/$55
$0/$80
$100
$270
Equipment and Technician
$30/hr.
$30/hr.
$30/hr.
$30/hr.
$30/hr.
$30/hr.
$30/hr.
$30/hr.
Equipment and technician fee is for Black Box usage.
Exhibit Room
Capacity: app. 40 seated at tables
app. 75 theatre seating
app. 560 sq. ft.
Uses: meetings, dinners, receptions
Black Box
Capacity: app. 100-150 seated at tables
app. 175 theatre seating
app. 1,920 sq. ft.(not including 16'x 24' stage)
Uses: meetings, dinners, receptions, performances
Crafts Classroom
Capacity: app. 20
app. 476sq. ft.
Uses: classes for adults or children