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 $80.00 per hour per security person and will be included in the total rental charge.
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.
The Cultural Center has a one hundred and eighty (180) days cancellation policy. In order to receive a refund of the deposit, we must be notified of the cancellation at least one hundred and eighty days prior to the event. Deposits are non-refundable after this time. If you have booked your event less than one hundred and eighty days prior to the event date, there will be no refunds. The cancellation must be in writing or via e-mail. A cancellation left on voice mail or an answering machine is not acceptable. The 3% administrative fee is always nonrefundable.
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.
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.
The NOVA 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.
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.
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 a.m. to 5:00 p.m. 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.
Effective November 1, 2011, all groups/individuals booking space at the Ernst Community Cultural Center, must present a Certificate of Insurance showing a minimum of $1,000,000 in liability insurance. The Certificate will state that the User indemnifies and holds NOVA harmless from and against any loss, damage, cost or expense arising out of or in any way related to the User’s occupancy of the premises. Such insurance must be written with an insurance company recognized as an authorized carrier in Virginia and in form and content acceptable to NOVA. It shall be stated on the Insurance Certificate that this coverage is primary to all other coverage that NOVA may possess. A copy of this Certificate of Insurance must be provided to the cultural center staff at least ten (10) days prior to the event.
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.
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.
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.
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.
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 final balance is due 10 days prior to 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.
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.
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 is prohibited throughout the entire building.