RENTALS FAQ

EVENT RENTAL BASICS

HOW DO I RESERVE A DATE AND SPACE FOR MY EVENT?
To reserve a date and space for your event, you must provide a signed contract to the Workhouse along with a deposit equal to 30% of your total event rental cost. The remaining balance is due 30 days prior to your event.

WHAT IS INCLUDED IN MY RENTAL FEE?
Your rental fee includes access to the space, tables, chairs and an on-site event coordinator the day of your event.

ARE THERE ANY SET UP/CLEAN UP FEES?
Most event spaces on campus have space-specific setup and cleanup fees. Generally, these fees include: setup and teardown of any tables and chairs provided by the Workhouse for that space, as well as post-event space cleaning to reset the space.

ARE PERMITS REQUIRED FOR MY EVENT?
All events must obtain all appropriate local, state, and federal permits for their event and provide them to the Workhouse no later than 7 days before the event. Our staff can provide assistance with permitting for an additional fee.

 

FOOD + BEVERAGE

CAN I SERVE ALCOHOL AT MY EVENT?
Yes. In compliance with the WAF ABC license all alcohol must be purchased from the Workhouse. No outside alcohol can be brought to the Workhouse and no alcohol can be removed from the Workhouse. Certified bartenders will be provided by the Workhouse at an hourly rate.

CAN I BRING MY OWN ALCOHOL?
Unfortunately, per the terms of our ABC license we manage all bar and alcohol requests. We have several bar options for you to choose from, and provide the bartender and all barware.

CAN I BRING IN OUTSIDE CATERING?
Yes! We welcome any caterers or vendors for your event. For caterers, we need a Certificate of Insurance 30 days prior to the event. Please note: caterers cannot bring any alcohol beverages into the premises as we manage all ABC needs internally.

 

SETUP + CLEANUP

ARE THERE ANY SET UP/CLEAN UP FEES?
Most event spaces on campus have space-specific setup and cleanup fees. Generally, these fees include: setup and teardown of any tables and chairs provided by the Workhouse for that space, as well as post-event space cleaning to reset the space.

CAN I HAVE THINGS DELIVERED TO THE WORKHOUSE FOR MY EVENT?
Deliveries for an event (e.g., chairs, tables, etc.) can occur no earlier than 24 hours prior to an event. Deliveries can also be on the day of an event, no earlier than 10a and no later than 3 hours before the event begins, whichever is earlier. The Workhouse must be aware of any such deliveries and agree to receive them on behalf of the client. The Workhouse will accept these deliveries as a courtesy to the client by is not responsible for any items dropped off without client or client representative present.

WHEN CAN I START SETTING UP FOR MY EVENT? WHEN MUST I VACATE THE SPACE?
Event schedules (including times for load-in, load out, and the event itself) are indicated in the contract. Client agrees to ensure their event and any guests, vendors, contractors, etc., will adhere to these times and schedules as they are key to ensuring a smooth event experience.

Clients are provided fixed amounts of time before events for setup and after events for cleanup (e.g., removal of temporary decor, catering, and personal belongings) as a courtesy with their space reservation, as noted in this contract. Any additional time for setup or teardown will incur additional charges.

ARE THERE ANY RESTRICTIONS ON FURNITURE OR OTHER EQUIPMENT?
Furniture, including chairs, and equipment must be 4 feet from the gallery walls, pedestals and pillars. Items must not be placed on or behind stanchions and on AV boxes (including wires).

DO I HAVE TO SET UP TABLES AND CHAIRS FOR MY EVENT?
The setup fee for some spaces includes the use and setup of tables and chairs for your event. This includes the use of some combination of 80 black Chiavari chairs and/or 40 brown Chiavari chairs and/or 200 white folding chairs, as well as up to 12 5-foot round tables and/or 8 6-foot banquet tables and/or 15 cocktail tables. Any tables and chairs required beyond these will incur an additional fee.

Please note that the basic setup only includes tables and chairs provided by the Workhouse for your event. Unloading, movement, setup, or teardown of food, serving items, décor, or any other rented or other items is not covered by the setup fee and must be arranged by client.

CAN I DRIVE MY (OR GUESTS/VENDORS) VEHICLE ONTO THE QUAD?
No vehicles are allowed on the Quad at any time.

ARE THERE ANY RESTRICTIONS ON SIGNS/DECORATIONS/OTHER OBJECTS?
All items including decorations and signs must be placed within the 4-foot guidelines of the gallery walls. A Workhouse Arts Center staff member must be present to supervise event set-up. No items, under any circumstance, may be attached to the walls, pedestals or pillars. Items which are not permitted include:
• Balloons
• Glitter and/or confetti
• Open flames or candles (with the exception of sterno-style flames for catering)

 

DURING THE EVENT

CAN I DRIVE MY (OR GUESTS/VENDORS) VEHICLE ONTO THE QUAD?
No vehicles are allowed on the Quad at any time.

CAN I STAKE FLAGS, TENTS, OR OTHER ITEMS INTO THE QUAD GRASS?
Nothing may be placed on the Quad turf that penetrates the grass. This might include signs, feather flags, stakes to secure tents, etc. Anything that needs to be weighted must use temporary concrete or water-filled containers. Clients are responsible for any damage to the turf, irrigation system, or other Quad facilities/systems that result from any actions by clients, guests, contractors/vendors not adhering to this requirement.

DO MY GUESTS NEED TO SHOW ID TO PURCHASE ALCOHOLIC BEVERAGES?
The Workhouse is a 100% POSITIVE ID CHECK site for alcohol for all public and private events. No guests will be served who do not present valid identification showing that they are 21+. It is entirely up to the bartender and Workhouse staff to accept or reject any ID. Guests may not provide alcoholic beverages to anyone under 21 or intoxicated.

CAN WE MOVE/REMOVE/COVER ART FOR MY EVENT?
The Workhouse is a 55-acre visual and performing arts facility with many galleries, studios, and exhibits of art both indoors and outdoors. We cannot guarantee the content of any exhibition on campus and cannot relocate, cover, or otherwise alter exhibits. Prior to or during your event, if you notice a piece of artwork is in danger of falling or being damaged, or has been damaged, please inform the Events Staff immediately so that they make take corrective action.

CAN I BRING ANIMALS TO MY EVENT?
Only service animal dogs are permitted. For more information:
http://www.fairfaxcounty.gov/dfs/disabilities/service-animals.htm

Still have questions? We’re happy to help! Please contact the Workhouse Events department at 703-584-2900.

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