Customer Rates
Space Monday-Thursday Friday & Sunday Saturday/Holidays Banquet Style Theater Style
Capacity (Wall | Capacity (Wall
to Wall to Wall W/
W/Tables and Chairs Only
Chairs)
Indoor Package $60/hr (2hr min) $90/hr (2hr min) $120/hr (2hr min) 110 130
(Multipurpose
Room and
Atrium/Lobby)
Outdoor Package $90/hr (2hr min) $135/hr (2hr min) $180/hr (2hr min) N/A N/A
(Lawn Area,
Pergola, and
Porch/Deck)
Lawn Area 50/hr (2hr min) 75/hr (2hr min) 100/hr (2hr min) N/A N/A
Pergola 25/hr (hr min) 40/hr (hr min) 50/br (hr min) N/A N/A
Porch/Deck 25/hr (hr min) 40/hr (1hr min) 50/hr (hr min) N/A N/A
Kitch 50 (one-time charge) 50 (one-time charge) 50 (one-time charge) 10 10
Business/Non-Profit Rates
Space Monday-Thursday 7:00 | Friday after 3:00 Banquet Style Theater Style
a.m. — 11:00 p.m. + p.m.-Sunday and Capacity (Wall to Capacity (Wall to
Friday 7:00 a.m. - 3:00 | Holidays Wall W/Tables and Wall W/ Chairs
pm. Chairs) Only)
Multipurpose Room $50/hr (1hr min) N/A 80 90
Kitet $50 (one time charge) N/A 10 10
Security Deposits
Space Monday-Thursday Friday and Sunday Saturday and Holidays
Indoor Package (Multipurpose Room and $200 $200 $200
Atrium/Lobby)
Lawn Area $200 $200 $200
Outdoor Package (Lawn Area, Pergola, and | $200 $200 $200
Porch/Deck)
Rental Hours
Any Rental
Hours and Discounts
Tue-Sat
3:00 p.m. — 11:00 p.m.
Sun-Mon
7:00 a.m. — 11:00 p.m.
* Rentals may begin at 7:00 a.m. Monday-Friday for business functions only and depending on room availability.
q Sun-Mon/Government Holidays
Museum Hours
Entire Facility
Discounts
at
10:00a.m. — 3:00 p.m. (Tour at 1 p.m.)
Closed
Approved Civic Associations, City Service Groups, City Boards and Commissions - Approved City civic
associations, service groups and boards and commissions, as referenced in the Cost Recovery Report of 2011,
receive a 20% discount off the hourly rental of the Indoor Package and/or Outdoor Package. Reservations can be
made up to two years in advance.
City Resident and City Business — Receive a 10% discount off the hourly rental of the Indoor Package and/or
Outdoor Package (discount only applicable when paying standard customer rate).
*See procedures and restrictions (City Resident and City Business)
Seasonal - Rentals of the Indoor Package and/or Outdoor Package on Fridays, Saturdays, or Sundays in January and
February will receive a 10% discount off the hourly rental rate.
Page 2 of 8
City of Fairfax, Virginia
1
PARKS AND RECREATION
10455 Armstrong Street * Room 123 + Fairfax, VA 22030-3630
P 703.385.7858 * F 703.246.6321 * www.fairfaxva.gov * irfaxva.gov
Historic Blenheim Reservation Agreement
[ Applicant’sName:
(W)
Michael E. Stone 5a office@vadp.org
| Address (Sireet, City, State, Zip):
Virginians for Alternatives to the Death Penalty (VADP), P.O. Box 12222, Richmond, VA 23241
| Telephone #:
(804) 402-0552 (H) (434) 960-7779 (C)
am Kristina Leslie ae
Phone: (540) 319-0820 Phone: Phone:
Email:
Email: kristina.d.leslie@gmail.con Email:
Nonprofit group fundraising reception Friday evening, October 19, 2018
From: 6:00 PM | (10:10:00 PM ti‘CsCSd
| Outdoor Package: PM PM
| Lawn Area Hours of Use: From ==SPM~—sti“‘ésTO!!OU|€©€[€UCPMOOUUOO!O!”!”!CCCd
| Pergola Hours of Use: From PM | To PM |
| Porch/Deck Hours of Use: Fo: PM 10 PM |
| Kitchenette Hours of Use: From: 6:00 PM 10:10:00 PMti—<CsCd
| Multipurpose Room: PM PM
*Applicants must include any time they may need to setup or cleanup in their reservation hours. Applicants and their
guests will not be Branted access to rented areas until the start time on the contract. Vendors may include caterers, event
hot
Caterer’s Name: Caterer’s Telephone #:
TBD
Page 3 of 8
City of Fairfax, Virginia
PARKS AND RECREATION
10455 Armstrong Street * Room 123 « Fairfax, VA 22030-3630
P 703.385.7858 * F 703.246.6321 * www. fairfaxva.gov * parksrec@fairfaxva.gov
Even if alcohol is not being served, if you answered yes to number 2 AND 3, then you will need to apply for a business license from
the City of Fairfax: http://www.fairfaxva.gow/government/commissioner-of-the-revenue/business-license-tax
If alcohol will be served AND you answered yes to number 2, 3, 4, or 5 then you will need to apply for a banquet license from the
State of Virginia: http://www.abe.virginia.gov/enforce/forms/banquet.pdf
If you are erecting a tent AND you answered yes to number | or 2, then you will need to apply for a tent permit from the City of
Fairfax’s fire department (application may be faxed to 703-385-9265 or submitted in person at City Hall):
ee a ee
Make checks payable to “City of Fairfax.” Or if paying by credit card, complete the following:
Credit Card #: 4036 2303 0343 5435 Expiration Date: 10/19 Security Code: 332
mstone811@gmail.com
Address of Card Holder:
2507 Semmes Ave, Richmond, VA 23225 Signature of Card Holder:
| Phone Number of Card Holder:
Michael E. Stone
(804) 402-0552
Page 4 of 8
A La Carte Menu
PLEASE INDICATE THE AMOUNT THAT IS NEEDED IN THE LEFT HAND COLUMN. IF YOU DO
NOT WISH TO USE ANY OF THESE ITEMS/SERVICES, PLEASE CHECK AND INITIAL THE
WAIVER AT THE BOTTOM
Complimentary Equipment #Available | Cost
4 | 3’ Diameter Round Cocktail Tables 4 N/A
0 __| 3’ Diameter Round Table (Seats up to 4) 1 N/A
4 _| 5’ Diameter Round Tables (Seats up to 10) 9 N/A
5 __| 6’ x 2’6” Rectangular Tables (seats 3 on each side, 1 on each end) 10 N/A
40 | Chairs Banquet (blue) 89 N/A
0 | Easels 3 N/A
ALa Carte Equipment #Avyailable | Cost
70” Sharp HD TV Monitor 1 $100
*See procedures and restrictions (TV Monitor)
Amplified Podium 1 $50
Coffee Urn (Makes up to 55 Cups) 1 $20 each
Early Drop Off/ Storage/ Pickup N/A $50
*See procedures and restrictions (Early Drop Off/Storage/Pickup)
Laptop 1 $25
Portable Projection Screen 1 $25
Portable Projector 1 $75
Samson Expedition Express Indoor/Outdoor Speaker 1 $50
Tablecloths 90” x 132” Rectangular (Ivory) (Floor Length) Plenty $16 each
Tablecloths 60” x 104” Rectangular (Patterned Gold) Plenty $12 each
Tablecloths 60” x 104” Rectangular Tablecloth (White) Plenty $12 each
Tablecloths 120” Diameter Round (Ivory) (Floor Length) Plenty $16 each
Tablecloths 90” Diameter Round Tablecloth (Patterned Gold) Plenty $12 each
Tablecloths 90” Diameter Round (White) Plenty $12 each
Waiver Initials
I do not wish to use any of these items/services
Tours: Interpretive Center Gallery tours must be requested a minimum of 6 weeks in advance.
Tours will be confirmed or declined 6 weeks prior to reservation date. Tours can only be
accommodated depending on the availability of the Historic Resources staff. Interpretive Center
Gallery tours do not include the historic house. Tours cost $50 per hour per docent. To
schedule a tour during your rental, contact Andrea Loewenwarter at 703-591-6728 or
andrea.loewenwarter@fairfaxva.gov.
Page 5 of 8
Policies, Procedures, and Restrictions
PLEASE INITIAL EACH POLICY INDICATING THAT YOU HAVE READ IT AND AGREE TO THE
TERMS.
Age: Applicant must submit their government issued photo ID at the time of submittal of the contract. A copy of the ID will then be
made to be kept on file. Applicant must be at least 25 years of age to rent with the City of Fairfax. Accepted types of ID include
Drivers’ License, Walkers’ ID and Passport.
Additional Rental Spaces: These areas are only chargeable when: 1) Equipment is set up in these areas (tables, chairs, etc.) 2)
i are set up in these areas or 3) Food or beverage is served in these areas.
Alcohol: There is a $150 charge to serve alcohol during your event. A banquet license must be obtained and posted at the bar
throughout the event if: 1) The event is not private. Private means invitations are sent out to a specific group of people and a guest list
is available. 2) There is a cost to attend the event, there is a cost for food, there is a cost for alcohol, or donations are suggested. 3) The
event is a fundraiser. 4) Alcohol will be taken or d outside. http://www.abe. virginia. gov/enforce/forms/banquet.pdf
Appointments: If you wish to view this facility for a potential rental please call or e-mail: Operations Manager, Brianne Baglini- 703-
385-1703, Brianne. baglini@fairfaxva.gov or Facilities Coordi: , Kaveh Tajalli- 703-293-7119, Kaveh.tajalli@fairfaxva.gov
Arrival at the Hall: Facility management must be informed of the arrival time of the first guest/vendor. Allow enough time for
vendors to set up and clean up when establishing rental time. Your contracted time is the time you will be allowed access to the
space(s) you have rented. Caterers and others must be instructed not to arrive before the contracted rental time. Deliveries of rental
equipment, cakes, flowers, etc., must be made during the rental period unless Early Drop Off/Storage/Pickup has been paid for and
Art Work: The art work remains up during ALL events.
Authorization: All applicants and authorized persons must be able to perform a walkthrough after their event has ended.
Business/Non-Profit Rate: Businesses must provide a copy of their business license. Non-profits must provide evidence of their non-
profit status. This rate is only applicable to eligible groups Monday-Thursday and Friday until 3:00 p.m. To receive the business/non-
profit rate, ONLY the Multipurpose Room may be used.
Cancellations: 1) If request for cancellation is sent in writing (e-mail is acceptable) 60+ days prior to the event date, applicant will
receive a full refund minus a $100 processing fee. 2) Full payment is due 60 days prior to the event date. If the request for cancellation
is sent in writing (e-mail is acceptable) between 31 and 59 days prior to the event date, applicant will be refunded the security deposit
only. Or, the applicant may choose to switch their date with no penalty. 3) Full payment is due 60 days prior to the event date. If the
request for cancellation is sent in writing (e-mail is acceptable) 30 days or less prior to the event date, applicant will be refunded the
security deposit only. Or, the applicant may choose to switch their date for a processing fee of an additional 10% of all rental charges
(calculated from the bottom line, not including the security deposit).
City Resident and City Business: To qualify as City Resident 1) Bride, groom, mother, father, or legal guardian of either bride or
groom must reside within the City at the time of the signing of the reservation agreement and at the time of the event. 2) Person whose
name is on application resides within the City at the time of signing the reservation agreement and at the time of the event. City
businesses must provide a copy of their business license to be eligible for the reduced rate.
Damages: Applicant is responsible for all damages to the property and equipment incurred by the applicant, their guests, and their
vendors. Damages will be deducted from the security deposit. If costs for damages exceed the security deposit, the applicant will be
billed.
Decorations: No decorations or other items may be tacked, taped, nailed, or affixed in any way to the walls or any other surface of the
building inside or out. No birdseed, rice, glitter, confetti, real flower petals on the floors, silly string, sparklers/fireworks, etc., may be
used inside or outside of the building. No bubbles are allowed inside the building. No fog machines of any sort or dry ice allowed
inside the building. Balloons are not be allowed to float to the ceiling. Failure to abide by these regulations will result in partial or full
loss of security deposit.
DJs, Bands, and Amplified Music: DJs and Bands are permitted indoors ONLY. DJs, bands, amplified music are not permitted.
outside. The only exception would be reserving and paying for the Samson Expedition Express speaker (must be kept at 50% volume
or less). There will be no for-profit events permitted that feature DJs, bands or live entertainment.
Doors: Doors leading to the outside may NOT be propped open.
Early Drop Off/Storage/Pickup: Drop off must be scheduled for the day before the event or the morning of the event (dependent on
venue’s rental schedule). Drop off must be scheduled through Brianne Baglini or Kaveh Tajalli one month prior to the reservation date.
Drop off items must fit in the Kitchenette with the exception of a vendor delivery. Drop off may not last more than one hour. No setup
may be done during drop off. Only vendor deliveries (tents, tables, chairs, etc.) may be stored overnight. All other property must be
removed within the reserved hours. Any such items left behind will be considered disposable. Pickup for vendor deliveries must be
scheduled through Brianne Baglini or Kaveh Tajalli. Pickups will need to be done and completed between 6:00 a.m. and 10:00 a.m. the
day after the reservation. Any items needing to be picked up must be left outside
Electricity/Utilities: Electricity is provided for outdoor tented events via exterior outlets at Interpretive Center; user must coordinate
electrical needs during ication process
Equipment: Round table measurements are listed by diameter. The City of Fairfax’s equipment must remain inside (we allow the 3’
Round Cocktail Tables to be used outside). Any tables, chairs, etc. needed for outside must be rented through an ind dent vendor.
Failure to Comply: Failure to comply with these policies and conditions will result in immediate termination of the event and
forfeiture of fee and security deposit.
Page 6 of 8
Fire Code: Failure to comply with the fire code capacity for each space will result in immediate termination of the event and forfeiture
of fee and security deposit.
lowicall
Ground Disturbances: The Blenheim property is sensitive. Subsurface ground disturbances (other than tent stakes)
are not permitted; tent location will be approved during the application process.
Holidays: The venues in the City of Fairfax are not available for reservations on Christmas, Thanksgiving, and Independence Day. The
holiday rate will be charged on New Year’s Eve, New Year’s Day, Memorial Day, and Labor Day.
Inclement Weather/Conditions: The City of Fairfax will do everything within its power, within reason, to accommodate events
it L weather and unfc 1 Certain instances may arise in which it is unsafe for City staff to travel to
the venue in question to open for the rental. In these instances, applicants will be afforded the opportunity to reschedule their event
(subject to availability) or cancel with no penalties rendered.
Kitchenette: The Kitchenette is equipped with a refrigerator, freezer, microwave, sink, warming oven, and prep space. The Kitchenette
is solely for warming and preparing dishes. No cooking is permitted.
Liability/Injuries: Applicant is responsible for all injuries to guests. Upon evaluation of the nature of the rental, the City may require
the User to furnish a “Certificate of Insurance for Public Liability Insurance” in the limit of $500,000. The applicant will save harmless
the City of Fairfax, the lessor and the City’s and lessor’s officers, employees, and agents on any and all claims whatsoever arising out
of the use of Historic Blenheim, including any liability for death, personal injury or property damage, where incurred by the lessor,
lessee (or member if lessee is an organization or group) or any and all third parties. www.onebeaconentertainment.com
Minimal Rental: All rentals must include either the Indoor Package, Outdoor Package, or the Lawn Area. Other areas cannot be rented
unless in conj with the rental of the Indoor Package or the Lawn Area.
Modification: City reserves the right to modify procedures, restrictions, and related guidelines as circumstances dictate.
Moon b Moon bounces are not permitted at Historic Blenk
Open Flames: Any flames rising higher than their container are not permitted. Sparklers and other types of fireworks are not permitted
inside or outside the building.
Outdoor Cooking Equipment: Outdoor cooking equipment must be approved by Operations Manager, Brianne Baglini, or Facilities
Coordinator, Kaveh Tajalli. If approved, the equipment must be kept 30 feet away from the building (staff will direct you to the
appropriate spot). Equipment owner must list the City of Fairfax as additionally insured on their i policy and this policy must
be d to staff prior to event date. A fire extinguisher must be kept with the cooking at all times.
Parking: There are 34 paved parking spots and the capacity for 16 overflow parking spots in the Lawn Area.
Permit Modification: Customers must fill out a permit modification form in order to amend permits in any way. All charges are due
upon changes. http://www. fairfaxva.gov/home/showdocument?id=11329
Personnel: The City will provide staff to monitor the City’s building during rentals.
Rehearsals: A one hour rehearsal (for weddings only) may be scheduled on a date prior to your reservation (based on availability)
starting any time between the hours of 3:00 p.m. and 5:00 p.m. The space must be used as is and there is a $100 charge for this use.
Rental Restrictions: The City will not permit the following events to take place:
1. Non-City residents hosting events open to the public unless they are classified as a non-profit, business or government entity.
2. Rentals that are open to the public with live entertainment and require a fee (i.e. cover charges, pre-sale tickets)
Repeat Renter Discounts: After 3 rentals of Historic Blenheim Monday-Thursday, every additional rental of Historic Blenheim
Monday-Thursday after that within the calendar year receives a 20% discount from the hourly rate of the Indoor Package, Lawn Area,
Pergola, Porch/Deck and Outdoor Package (does not include security deposit). After 2 rentals of Historic Blenheim Friday-Sunday,
every additional rental of Historic Blenheim Friday-Sunday after that within the calendar year receives a 20% discount from the hourly
rate of the Indoor Package, Lawn Area, Pergola, Porch/Deck and Outdoor Package (does not include security deposit). Discount is
applicable for customer rate and business/non-profit rate only. Discounts are offered in sequential order (i.e. if customer rents
August 4th, August 11th, August 18th, and August 25th, discount would apply to August 25th only). Repeat renter discount cannot be
combined with any other discount. Payment is due on the first of each month for that month (i.e. on June Ist, payment for the month of
June is due). Cancellations will be refunded in full unless cancellation is made 7 days or less prior to the reservation date in which case
there will be no refund.
Reservations: Applications for reservations will be accepted on a first-come, first-served basis. The City reserves the right to cancel
reservations if agreement circumstances change or for a reasonable cause. All fees are due 60 days prior to the event date. Applicant
must be at least 25 years of age and accepts responsibility for supervision throughout the period covered by the agreement. Proof of age
is required. Rentals are taken up to 2 years in advance. Name(s) of person(s) who will be on the scene and in charge during the rental
must be identified to the Facility Management individual present. Only those parties specified by applicant, in addition to the applicant,
will be permitted to make additions or changes to the signed agreement. Any unused time within the reserved hours will not be
refunded.
Restroom Facilities: Historic Blenheim provides ADA Li
Security Deposit: Security Deposit is due at the time of reservation and will be reimbursed upon satisfactory completion of the
agreement. Charges for damages, lack of required cleaning, or violation of the agreement, will be deducted from the deposit.
Applicants exceeding their reserved time will be charged the applicable hourly rate. Any charges in excess of the deposit will be billed
to the applicant. The security deposit is refunded to the individual/organization that made payment. If the deposit has been paid for by
cash or check, the check reimbursement will take 4-6 weeks and will be sent to the payer’s address on the agreement. Credit cards used
to pay for the security deposit will be automatically charged for full payment 60 days prior to the event unless the applicant specifies
that they wish to pay by a different form. The same card used to pay for the deposit will be refunded after the event assuming that there
are no damages and all policies are followed.
Page 7 of 8
Setup & Clean-up: The diagram of your setup MUST be turned in 5 business days prior to your rental. All A/V and sound
requirements must be established at this point also - NO EXCEPTIONS. Last minute additions may not be able to be accommodated.
City staff will set up tables and chairs prior to event and will assist in setting up A/V upon arrival. If your event requires a transition in
the layout (i.e. switching from ceremony setup to reception setup) one City staff member will be available to help. Thus, applicant
should have multiple people designated to help if they would like the switchover to happen in an efficient manner. Applicant must
include any time they may need to set up or clean up in their reservation hours. Applicants and their guests/vendors will not be granted
access to rented areas until the start time on the contract. Vendors may include caterers, event planners, photographers, etc. Applicant
or applicant’s caterer will be responsible for setup that ensures minimizing the chance of damage to the building, grounds, driveway,
and walkways. Protective covering or bar mat must be put on the floor at points where beverages or ice containers are located. All
liquids and/or ice must be contained in watertight containers (not trash bags). Applicant or applicant’s caterer must remove all food,
equipment, and property during the reserved hours. All trash and decorations must be cleaned up and placed in designated trash
receptacles. The City will provide trash receptacles and bags. Building must be left in same condition it was found in (including
hallways, restrooms, and Kitchenette). All guests must vacate by the end of the reserved hours. Setups will be completed by 3:30 p.m.
at the earliest Tuesday-Saturday. Any unused time within the reserved hours will not be refunded.
Smoking: Smoking is not permitted inside the building, but is permitted outside the building and on the grounds. Smokers must use
ash urns provided on site. Ash urns are located at the front entrance and on the Porch/Deck.
Tents: Applicants will be assigned a 3.5 hour timeframe to erect their tent the morning of their event. The timeframe will be either 6:30
a.m. — 10:00 a.m. or 11:30 a.m. — 3:00 p.m. (based on venue’s schedule). Applicants will also be assigned a 3.5 hour timeframe to
break down their tent the morning after their event. The timeframe will be either 6:30 a.m. — 10:00 a.m. or 11:30 a.m. ~ 3:00 p.m.
(based on venue’s schedule). Ti will be assigned as soon as permit is processed
TV Monitor: The TV monitor is HDMI ible. Applicant must provide a converter if device does not have an HDMI output.
Violation of Law: Violation of any laws prevailing in the City of Fairfax by any person while in attendance will be sufficient grounds
for termination of the event, with forfeiture of fee and security deposit.
The applicant will use the premises exclusively for the use stipulated above, and will assume complete responsibility for all activities
connected to the use of the center. The applicant will comply fully with all federal, state, and local laws and regulations governing the
premises and conduct of the lessee and its guests.
COURT ENFORCEMENT
The applicant will save the City of Fairfax, the lessor and the City of Fairfax’s lessor’s officers, employees, and agents completely harmless
on any and all claims whatsoever arising out of the use of the Stacy C. Sherwood Community Center including any liability of death,
personal injury or property damage, whether injured by the lessor, lessee (or member if lessee is an organization or group) or by any and all
third parties.
PAYMENT AND RESERVATION
This agreement, accompanied by fee, must be signed by the applicant (who must be 25 years or older) and approved by the City of Fairfax
before the reservation can be confirmed. Full payment is due 60 days prior to the rental date. At this time, the credit card used to pay for the
security deposit will be automatically charged unless instructed otherwise by renters. I have read this agreement and agree to abide by the
terms.
SIGNATURE: DATE:
September 12, 2018
How did you find out about us?
From a board member who lives in Fairfax County
Page 8 of 8
