Venue Rental FAQs

How do I reserve a space at Bainbridge Performing Arts (BPA)?

To reserve a space, you’ll submit a completed rental agreement, and after speaking with our Rental Coordinator and confirming details, you’ll pay the rental fee, and provide any additional requested materials. Reservations are not confirmed until these steps are completed.

Who can sign the rental agreement?

The rental agreement must be signed by someone who is at least 18 years old and will act as the primary contact for the rental.

What is the policy for cancellations and refunds?

• Cancellations made 30+ days before the rental date will receive a full refund.

• Cancellations made 8-29 days before will receive a 50% refund.

• Cancellations made within 7 days or less before the event will not receive a refund.

Do I need liability insurance to rent a space?

Yes, renters are required to provide general liability insurance with coverage of at least $1,000,000 per occurrence and $2,000,000 aggregate. Bainbridge Performing Arts must be listed as an additional insured on the certificate, which must be submitted at least one week before the event. We recommend theeventhelper.com.

What does the rental fee include?

Rental fees cover the use of the space, basic lighting (if applicable), and a BPA staff member to assist during the event. Additional fees may apply for technical support, extended hours, and equipment usage.

Are there additional costs if the event runs over the agreed rental time?

Yes, any time that exceeds the rental agreement will incur an extra charge of twice the regular hourly rate.

What technical equipment is available for use?

BPA offers lighting, sound, and AV equipment for use in both Hodges Hall and the Sears Studio. The use of technical equipment must be pre-approved, and additional fees apply for full access to equipment and technicians.

Can we serve alcohol at our event?

Yes, you have two options:

• Obtain a banquet license and provide MAST-certified servers (with no alcohol sales or donations allowed).

• BPA can provide a cash bar or open bar with MAST-certified servers. For an open bar, the renter will be billed for drinks used after the event.

Is there a deposit required?

Yes, a 50% deposit is required one month before the event to secure the rental date.

Can BPA’s box office handle ticket sales for our event?

Yes, BPA can manage your ticket sales for $2 per ticket, plus $40 per hour for box office staff. We will handle all transactions, both online and by phone, and provide ticket sales accounting after the event.

What are the policies for decorations and alterations to the space?

No alterations or permanent fixtures (nails, hooks, screws, etc.) may be made to the space. Temporary decorations are allowed but must be removed at the end of the event. Any damage caused during the rental period will be charged to the renter.

What are the cleanup responsibilities?

Renters are responsible for cleaning up and restoring all areas used during the event. Failure to properly clean or any damage incurred will result in additional janitorial or repair fees.

Can I bring in outside vendors like caterers or DJs?

Yes, outside vendors are allowed, but they must adhere to the rental agreement guidelines. All equipment and vendor services must be scheduled within your rental times.

Is there an option for BPA to provide promotional assistance for my event?

Yes, rentals include basic promotional support such as press releases and inclusion on our event calendar for public events. Additional marketing support may be available upon request.

What is the maximum seating capacity?

• Hodges Hall seats 219.

• Sears Studio seats up to 90 with flexible seating arrangements.

Is there flexibility in booking dates if our event schedule changes?

Changes to booking dates can be made, but they are subject to availability. Any adjustments should be discussed with BPA staff as early as possible.

Do we need permits or licenses for certain events?

Yes, it is the renter’s responsibility to secure any necessary permits or licenses for the event, including for public performances, food services, or alcohol sales.