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 Alcohol
The College requires that any user dispensing alcoholic beverages comply
with the regulations of the Virginia Alcoholic Beverages Control Board.
A form requesting permission to serve alcoholic beverages must be
submitted to the College. Once approved, the user must obtain a permit
to dispense alcoholic beverages from the ABC Board. The user must show
the permit to serve alcoholic beverages to the Cultural Center Coordinator
before the event.
A copy of the permit will be kept in the organization's file. Any
event where alcohol is served requires a police officer present during
the entire event. The charge for the police officer is $50.00 per hour
per security person and will be included in the total rental charge.
Arrival Time
When establishing a rental time table, allow enough time for set up
and clean up. Caterers and others should be instructed not to arrive
before the contracted rental time. Deliveries of rental equipment, cakes,
flowers, etc., must be made during the rental period.
Cancellation Policy
The Cultural Center has a ninety-day cancellation policy. In order
to receive a refund of the deposit, we must be notified of the cancellation
at least ninety days prior to the event. Deposits are non-refundable
after this time. If you have booked your event less than ninety days
prior to the event date, the cancellation must be made at least thirty
days prior to the event in order to receive a refund. The cancellation
can be written, e-mailed, or verbal. A cancellation left on voice mail
or an answering machine is not acceptable. The $27.50 application fee is
always nonrefundable.
Catering
Caterers will be provided access to a set-up kitchen, which includes
hot and cold running water, ice dispenser, cold storage areas (no freezers),
convection ovens, warming ovens, and stainless steel worktables. Caterers
are required to bring all supplies and equipment for presentation and
clean up, including table skirts. No trays for warming ovens or refrigerators
will be provided. The interior dimensions of this equipment are 12"
x 26". Materials must be removed immediately following the event
and the kitchen must be left clean. It is the user's responsibility
to ensure the caterer has cleaned up and turned off all of the ovens.
Additional fees will be charged if the kitchen has not been cleaned
or the equipment has not been removed.
Effective January 1, 2002, caterers must have a one (1) million dollar
liability certificate of insurance in order to serve any food at the
Ernst Community Cultural Center. A copy of this certificate of insurance
must be presented to the cultural center staff prior to the event. If
you are simply serving cookies and sodas, you will not need this liability
certificate.
Damages
The user is responsible for all damage to property and equipment. The
building and grounds will be reviewed prior to and after use by the
on-site designee and the technician on duty to determine conditions
and any potential damage charges.
Emergency Procedures
The NVCC Administrative Services Procedures Manual, Section 31: Use
of College Facilities requires that in rooms such as theaters, auditoriums,
and other places of public assembly, an audible announcement shall be
made not more than ten minutes prior to the start of each program to
notify participants of the location of the exits to be used in the case
of fire or any other emergency.
Event Publicity
No promotion, publicity, or advertising (printed or otherwise) may
state, imply, or allude to any sponsorship by or affiliation with Northern
Virginia Community College. Any mention of Northern Virginia Community
College in print is restricted to the type point size of the remainder
of the address, which must be described as follows:
Richard J Ernst Community Cultural Center at
Northern Virginia Community College
8333 Little River Turnpike
Annandale, VA 22003
No other mention of the college name is permitted. Please include your
own telephone number for information. College phone numbers may not
be used.
Exhibiting in the Galleries
All art exhibits must be approved through Duncan Tebow. He may be reached
at (703) 323-3042. After receiving approval, the art exhibit is booked
with the Cultural Center. The gallery hours are Monday - Friday, 9:00
AM to 5:00 PM. The gallery, which is locked at all other times, also
serves as the theater lobby, and thus is open without supervision during
theater performances. There is limited storage space for the gallery;
therefore all work must be removed from the gallery promptly at the
end of each exhibition. Artwork designed to be exhibited on the wall
must be capable of being hung from a hanging rail. Nothing may be affixed
directly to, on, or through the wall. If needed, the exhibitor must
furnish pedestals and plinths for three-dimensional work.
Loading & Unloading
Clients should use the loading docks providing access to the gymnasium,
the theater backstage area, the galleries, and the kitchen. The loading
docks are located along the sides of the Cultural Center. The doors
are kept locked, so a user delivering materials should advise the Cultural
Center Coordinator of an expected arrival time. Motor vehicles are not
permitted on the upper level plaza. If these procedures are not followed,
the campus police will give out tickets. At no time is it acceptable
for vehicles to be parked in the fire lanes in front of the building
or left at the loading docks after unloading.
Non-Profit Organizations
In order to receive non-profit rates, we must have a copy of the organization's
501-C letter from the IRS stating that organization is a non-profit
organization. Until we receive the copy, the event will be priced at
for-profit organizational rates.
Outdoor Facility Use
The only maintenance provided by the college is scheduled mowing and
seasonal maintenance. All lining of the athletic field, setup and removal
of equipment, and post-activity clean up will be the responsibility
of the user. No consumption of alcoholic beverages will be permitted
on this site.
Parking
If you are coming to campus to attend an event in the Cultural Center
you should check with your sponsoring organization to see if arrangements
have been made for pre-paid parking. You may call (703) 323-3131 for
further details. If parking fees have been prepaid you will be directed
to the appropriate lot for free parking.
The Cultural Center will not be responsible for parking
tickets received as a result of parking in the inappropriate area.
Payment Information
A deposit is required ten days after the user receives a contract.
The deposit for non-profit organizations is 1/3 of the total charge,
and for profit organizations, the deposit is 1/2 of the total. The balance
will be billed after the event, subject to adjustments for any changes
in the requested service. The final balance is due within thirty days
after the end of the event. Make checks payable to Northern Virginia
Community College. Payment in full is accepted at any time. Charges
for damages, excessive cleaning or violation of the contract will be
added to the final bill. Users exceeding their reserved time will be
charged the applicable hourly rate.
Responsibility
Contracts will be approved for adults who are at least 21 years of
age and who accept responsibility for supervision throughout the period
covered by the contract. Name(s) of person(s) who will be on the site
and in charge at the Cultural Center throughout the course of the event
must be given to the Cultural Center Coordinator prior to the event.
Only those persons specified by the applicant will be permitted to make
additions or changes to the signed contract.
Signage
The location of all activities in the Cultural Center are posted daily
in the atrium. Signs may not be affixed to any permanent campus buildings
or equipment. No decorations or other items may be tacked, taped or
affixed in any way to the walls, pillars, or any other surface of the
building inside or out. Temporary directional signs on their own supports
may be in place the day of the event, but must be approved by the Cultural
Center Coordinator and must be removed immediately after the event.
No signs are permitted along Rte. 236 in front of the College. Posters
or fliers announcing the event may be displayed in the Cultural Center's
display cases at the discretion of the Cultural Center Coordinator.
Additional fees will be charged for unauthorized display of advertising
materials or directional signs, and for any signs not removed after
the event. For groups that meet the College's requirements, announcement
of events is sometimes permitted on the marquee located on Rte. 236.
Smoking
Smoking is prohibited throughout the entire building.
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