Conference Room in Alexandria

- All guests must provide a point of contact for the day of the event. If different than the individual booking the space, include a cell phone number for this individual. - Parking in close proximity to the property is not guaranteed. The Venue is not liable for parking tickets or fines incurred by the Renter or any of its agents, employees, representatives, volunteers, guests, invitees, or other participants for any failure to adhere to local laws and ordinances. - All indoor and outdoor activity (including cleaning and packing up by subcontractors like caterers) must be completely finished no later than 10:00 PM. - The Renter agrees that the Venue may not be occupied by the Renter, guests, other outside services, or vendors except during the contracted hours. The Venue retains the right to apply the full security deposit, or any portion thereof, towards a fee for early arrivals or late departures. This includes not only the defined areas, but the property itself. - The Venue will not accommodate storage before or after the rental period. These hours may be adjusted but may not go beyond the designated curfew of 10:00 PM. - The areas to be occupied by the Renter are defined as per the contract. All other areas are restricted for authorized staff use. Use of an area outside of the contract is at an additional cost. If your guests will need more space (for example, the library for a sitting area) then additional areas must be added and included in this contract. The first floor entry/reception and center passage/hallway and bathrooms are open to other Renters and staff use. The first floor entry/reception area must be included in the contract if it is used beyond walking in and out of the building. - The Venue will be available for the contracted hours of the rental period only. All decorating, deliveries, set-up, and clean-up must be within the rental period. Deliveries and pickups must be within the rental period. The Venue does not supply a storage room. The Venue is not responsible for any outside property or rental equipment brought in for your event. The Venue will not be responsible for personal property lost, stolen, or left on the premises. - Any gifts brought to the event are the responsibility of the Renter and should be stored in the same room that is being rented. You can rent another room to use for gifts. The Venue assumes no liability for missing or lost gifts. - All equipment brought onto the property must be approved in advance by the Venue or the Venue’s designated representative in writing. Equipment is defined as anything above and beyond personal items such as a small backpack, briefcase, purse, diaper bag. - This historic property is in the CD zone which is a mix of residential and commercial properties including a senior living community and is subject to the City of Alexandria noise ordinance control. Therefore, outdoor music must be no louder than sixty (60) decibels. Absolutely no amplified music or microphone announcements are allowed in the building or garden. No DJ’s or singers with microphones are allowed. This includes stereos, electric pianos, or any other instruments or equipment which requires a microphone, speaker, batteries, or are plugged into an electrical source without special permission. We have a list of professional acoustical musicians that have performed at our property we can provide. We do permit small Bluetooth speakers (e.g. Beats Pill). Please submit your music program for review and approval prior to the event. The Venue reserves the right to deny music requests that are not appropriate for the area. The Venue reserves the right to intervene during an event on behalf of neighboring properties or upon external complaint to reduce the level of noise. The Renter will be subject to any and all fees by the City of Alexandria in violation of the noise code. - Smoking (including cigars, chewing and pipe tobacco, vaporizers, and e-cigarettes) is prohibited in any space, indoor or outdoor, within property lines of the Venue. - No illegal drugs or illicit substances are allowed on the property. Nudity is not permitted. - Sitting on tables is not permitted. - All decorations and signage must be approved in advance by the Venue or the Venue’s designated representative. Decorations and signage is not allowed on the painted walls, windows, floors, ceilings, wood bannisters, or furniture. Nothing is to be hung from the ceilings or lights. The use of tape, duct tape, tacks, glue, hooks, nails or other wall-inserted devices to attach decorations is prohibited. If any of these items are used your security deposit could be forfeited. The use of clear tape may be used on the outside external walls of the building (not on the painted walls or windows) to post signs. All decorations must be removed and the property surrendered in the same order and condition as it was received. The Renter is responsible for any damage which may be more than your security deposit. - No signage, objects, computers, furniture or outdoor decorations belonging to the Venue may be moved or used without the approval of the Venue or the Venue’s designated representative. The board room conference table and piano must not be moved by the Renter. Additional charges may apply if a request is approved. The Renter is responsible for seeing that all participants at the event do not move or use any objects or furniture belonging to the Venue. - Pergola: The pergola, or canopy over the garden stage, is for decorative purposes only, and is not meant to be load-bearing. Leaning on the pergola is prohibited, as well as the use of any tape or adhesive, or hangings, excluding light weight decorations such as lace or cloth frills. - All trash and other materials must be removed and the property surrendered in the same order and condition as it was received. The Venue has designated trash cans that can be used to store trash but the Renter must provide their own trash bags and then it must be removed from the property after the event. The Renter is responsible for any trash and other materials left on the property and your security deposit could be forfeited. - The Renter may bring their own or have delivered food and nonalcoholic beverages but only with the prior written approval of the Venue or the Venue’s Representative. Kitchen access is not included but may be arranged at an additional cost. Food and drinks are not to be set on any finished wooden surface within the Venue without proper protection, i.e. coasters, tablecloths. In the instance food is delivered, the Renter must make sure the delivery person does not enter the building, and must ensure that the entry doors are secured after the delivery is received. - The caterer and/or bartender must provide a certificate of insurance at least sixty (60) days prior to the event for the amounts of liability specified by the Venue. The certificate must name The Rectory on Princess Street, Blue Heart Travel, Inc. dba Classical Movements, Neeta Helms and Johannes van Zyl as additionally insured. All food must be prepared off site except for beverages, but food can be warmed on site with prior Venue approval. No cooking over a gas flame or with hot oil is permitted. Renters who plan to serve alcoholic beverages must use a licensed and insured caterer or bartender to provide and serve all alcoholic beverages. Renters who plan to have a cash bar or to charge admission are responsible for obtaining any necessary permits and licenses. All ABC regulations must be complied with (caterer or bartender license or temporary alcohol license). A copy of your final catering and/or bartender contracts may be requested by Venue to have on file. - The event organizer or their caterer supplies serving utensils, table service, linens, napkins, coffee urns, cups, plates and all other materials needed for the event. - The use of hay, straw, cornstalks, dry tinder, or any highly flammable material is not permitted. Glitter, rice, bird seed, real flower petals, silk flower petals, and confetti are prohibited. Messy activities (such as pumpkin carving, painting, etc.) are only permitted proper floor covering with pre-approved by the Venue or the Venue’s Representative. Only natural bubbles and sugar confetti (dissolvable) may be used outside. The release of balloons is prohibited. - Chairs and people are prohibited in the garden beds. - Hoverboards, bicycles, skateboards, scooters, roller skates, and other self-propelled vehicles (other than devices required for medical use such as motorized wheelchairs) are not to be used on the property of the Venue. - No animals (other than service animals) are allowed on the property. - Firearms and fireworks of any kind are prohibited. Open flames (including candles and incense) are prohibited without the express prior written consent of the Venue or the Venue’s Representative. Electronic devices (such as electric candles) may be used to mimic the appearance of candles. Cost for damage due to candle use will be assessed to the Renter. - Indoor hallways are to be kept clear and unobstructed to allow for free and flowing access. - Food tables are to be kept no fewer than three feet from any walls. WHY CROSSED OFF? - Additional lighting (including electric string lights) are not to be used without prior written consent of the Venue or the Venue’s Representative. - We will make a reasonable effort to make our WIFI services available during each event but the WIFI’s functionality is not guaranteed. Simultaneous use by multiple devices, livestreaming and other high bandwidth activities may affect the efficacy and speed of the WIFI network. - During regular weekday business hours, the Renter must be mindful of several adjacent offices when planning activities in surrounding common spaces.