RENTAL POLICIES
NCFA will tentatively reserve space on our calendar for up to 3 days while plans are solidified. After that, a nonrefundable $100 deposit is required to confirm the reservation. If the entire cost of your rental is less than $100, the entire amount is due to confirm the reservation. A quick and easy way to pay your deposit is by using PayPal.
The remainder of the rental fee is due no later than one month after you receive your contract via email. If your event is less than a month away, the entire amount is due upon receipt.
If rental fees aren’t fully paid by the due date, one courtesy email reminder will be sent, and after 3 days, the reservation will be cancelled for credit less the $100 non-refundable deposit.
For events with rental fees of up to $500, we require two weeks’ notice in order to cancel your rental reservation and give you a credit for your rental fee (less the non-refundable deposit). *
For events with rental fees of $500+, we require six weeks’ notice in order to cancel your rental reservation and give you a credit for your rental fee (less the non-refundable deposit). *
There is a mandatory $50 cleaning fee when food or drink (other than water) is consumed in the space you are renting. If your event doesn’t include food or drink, there is no mandatory cleaning fee. However, NCFA reserves the right to charge a $50 cleaning fee after the rental if the room is left unexpectedly dirty.
We offer the option of risers in our Flex Space. There is a $75 fee to set up, move, or take down the risers. We charge this fee any time a renter has a requirement that the risers be set up, moved, or removed from the room. Charging this risers fee is necessary to schedule staff to do this labor and isn’t negotiable.
Renters must provide their riser preference with a minimum of two weeks’ notice.
If any of the following applies, at least one NCFA staff member must be onsite during your rental, and you will be charged for staffing:
If your event is open to the public
If you plan to leave the outside doors unlocked for any amount of time during your rental
If you plan on using any of our tech systems in the Flex space (i.e professional sound system, projector, theatrical lighting)
More than one staff member may be required for larger or more complex events.
If your rental is not staffed by an NCFA staff member, you must be sure that all exterior doors are locked during your rental and when you exit the building after your rental. Failure to adhere to this policy will result in a $50 fine.
Your rental must start and end at the agreed-upon times in your contract. Leaving later than the agreed-upon time in your contract will result in a retroactive charge for the additional time, plus a $50 fine. We do not offer any credits or refunds for unused rental time.
If you use the lockbox to access 33 Hawley, the key you use to let yourself into the building must be immediately returned to the lockbox. You must be sure the door is locked behind you and the key has been returned to the lockbox during your rental. This is necessary because other renters may need to use the key during your rental time. Failure to adhere to this policy will result in a $50 fine.
Please note that since an important part of NCFA’s mission is to serve a wide variety of artists, educators, and community groups in our area, there is a limit on how much rental time we can offer any given renter. Our guideline is to rent no more than 15% of “prime” hours (evenings and weekends) available in any of the spaces we manage per year to any renter, whether an individual or organization.
*We don’t offer refunds but we do offer credits for rentals canceled with enough notice.