Rental Guidelines

Villa Victoria Center for the Arts a program of IBA – Inquilinos Boricuas en Acción

85 W Newton Street, Boston, MA 02118

RENTAL GUIDELINES

Dear Renter, Thank you for your interest in Villa Victoria Center for the Arts. We are committed to making your event a great success! When you rent our spaces, not only will you receive customized service, but also you are investing in the arts, our programs and in our community! The information in this guidelines packet is designed to describe the spaces available for rental, and to provide fee information and services that we can offer to make your event a vibrant one. We suggest that you come in for a tour of the facility, as many of the questions about the center can be easily answered by looking at the space and reading through this rental guidelines packet. Please read this document carefully before applying for a space at Villa Victoria Center for the Arts. Once you have decided to rent the space, please follow the procedure checklist at the last page of this guidelines packet, and begin by filling out the Rental Application form. If you have any questions please feel free to contact us. We look forward to serving you. Warmest Regards, Alex Saavedra Assistant General Manager Villa Victoria Center for the Arts

Villa Victoria Center for the Arts, a program of IBA – Inquilinos Boricuas en Acción RENTAL GUIDELINES

TABLE OF CONTENTS

1. RESERVATION PROCEDURE

2. FACILITY INFORMATION

Available Rental Spaces

Floor Plans

Audio and Lighting Systems

Tables and Chairs

Food warming facilities

3. ADDITIONAL INFORMATION

Additional Fees

Cancellations

Emergencies

Prohibited Items & Activities

Lost and Found

Preferred Vendors and Web Resources

Parking and Directions

Marketing guidelines

4. RENTAL PROCEDURE CHECKLIST


1. RESERVATION PROCEDURE

Determining Available Dates

In order to determine if a space is available for an event, you must contact the General Manager at (617) 927-1735 or [email protected]. When requesting dates, please keep in mind the total amount of time required for your event, including set-up and clean-up, and that if your event falls on a state, federal or IBA designated holiday additional charges will apply.

Rental Estimates A rental estimate will be given after the initial date determination and upon receipt of a completed application. We try to keep our estimates as close to actual costs as possible. Costs may change according to any adjustments made to your rental.

Request for Reservation in Writing

After your event date has been cleared by the General Manager, a Rental Application form must be completed and sent to: By mail: 405 Shawmut Avenue. Boston, MA 02118 By Fax: (617) 236-7375 By Email: [email protected]

Confirmation of Hold Upon receipt and review of your Rental Application, you will receive an estimate with the total cost of the rental. As soon as you okay accept the invoice we will put your day on a “soft hold”. Your date will be locked down when we receive a deposit.

Locking in a Date / Security Deposit

If the event date is more than 21 business days from the date the application is received, the renting party may “lock in” a date by sending in a security deposit of $500 or 20% of the total rental cost, whichever is greatest. If the event date is within 21 days, full payment of security deposit and rental fee is due in order to lock the date. If a security deposit is not received and another request is made for the date, the 1st renting party will have 2 business days to pay the required deposit for the rental, otherwise, the date will be released and the challenging party will have to make an immediate deposit in order to secure the reservation. If they event is less than 2 weeks from the date the application is received there is a chance the rental cannot happen as planned. Security deposit will be refunded as deemed by Villa Victoria Center for the Arts by no more than 21 business days after the event date.

Rental Payment Full payment for your rental is due 21 business days or more before the event date. Payment can be made in the form of personal check (if payment is received more than 30 days before the event date), certified check, money order, credit card or cash. Payments that are not received on time will result in the cancellation of your event and/or forfeit of your Security Deposit.

Finalizing an Agreement

The agreement will be finalized after you sign and return one copy of the contract and one copy of the invoice with your initials to the General Manager with the appropriate payment. Please keep one copy of the signed contract and invoice for your own records. Payment in the form of a personal check*, certified check, or money order should be made out to IBA and mailed or hand delivered to: Accounts Receivable 405 Shawmut Avenue. Boston MA 02118 Payment by Credit Card can be made in person or by calling (617) 927-1735 *Personal or Business checks are only accepted if payment is made more than


30 days before the scheduled event date. If a check is returned, a $40.00 fee will be applied to the invoice and payment must be made by certified bank check within 3 business days of written notification.

2. FACILITY INFORMATION 2.1 Available Rental Spaces There are 4 spaces available for rent at Villa Victoria Center for the Arts, located at 85 W Newton Street in Boston’s South End: The Main Hall, LA GALERÍA, a Visual Arts Studio, and a Movement and Dance Studio.

MAIN HALL: The Main Hall is a 445 standing person capacity performance venue. Grandiose and historic, the hall features a large stage, a mezzanine/balcony, 2 stationary bars, 1 dressing room and warming kitchen. With over 1,700 square feet of floor space and the optional sitting on the balcony area, the hall offers the flexibility to host large gatherings from concerts and theater performances to smaller affairs like weddings and private dinners.

LA GALERÍA: Our newly renovated exhibit space makes an ideal spot for meetings, receptions or cocktail parties. LA GALERÍA is contiguous to our main hall and has a private entrance. Beautifully decorated year round with over 6 featured exhibits, LA GALERÍA will provide the most beautiful back drop to your gathering.


VISUAL ARTS STUDIO: With over 500 square feet of art space, our visual arts studio is a room equipped with movable tables and a sink/wash area. The room has excellent natural and artificial lighting and great ventilation. This space is perfect for arts and crafts, art workshops, even as a music space.

MOVEMENT AND DANCE STUDIO: The movement and dance studio is a large room with one mirrored wall and Marley flooring. With over 540 square feet of open space, our movement and dance studio provides the perfect space for dance, yoga, martial arts classes or meditation circles. Cozy and vivacious, it also offers versatility serving in many occasions as a music space.


2.2 Floor Plans

MAIN HALL

LA GALERÍA


2.3 Audio and Lighting Systems For specifics and pricing please contact us at 617.927.1735 or [email protected]. 2.4 Tables and Chairs 150 black cushioned chairs, six 60’’ round tables, six 36’’ round tables, fifteen 24’’ round tables, five 6 foot banquets, and one 8 foot banquet are available for use at no additional cost. You can supply/bring your own tables or chairs at your cost. 2.5 Food warming facilities A small prep kitchen is available only for warming up food. No cooking may occur in this prep-kitchen. 3. ADDITIONAL INFORMATION 3.1 Additional Fees Security Security requirements are determined by event. Security officers will

secure entrance and exit to the building, monitor events, maintain security of the premises, preserve order and protect property. Security guards arrive 30 minutes before the event begins and end their shift 30 minutes after the event has finished.

Sound Technician Required for events that require use of house sound and lighting equipment. Please provide us with a technical rider to determine sound and lights needs.

Entertainment License An entertainment license is required for every event. The entertainment license application must be signed by renter and received by the General Manager at least 21 days prior to the event. A copy of this application can be provided to you.

Liquor Licensing Beer and Wine / Full Liquor

Required for any event in which alcohol will be served *When alcohol is served at an event, it MUST be a 21+ event unless a complete guest list is provided 2 weeks in advance and the event is NOT open to the public.

Table Cloths Priced by tablecloth. Must be requested in advance. You can supply your own tablecloths at your cost.

3.2 Cancellations Within 20 days of the Event Date

The renting party will be billed for 80% of the total rental fee plus any other costs associated with the reservation incurred to date such as licenses.

21+ Days Before The Event Date

The renting party will lose their security deposit plus any other costs associated with the reservation incurred to date

Failure to pay balance as agreed may also lead to the cancellation of the event with no refund of the security deposit and/or other fees. Please note that any outstanding balances will prohibit the renting client from renting again.


3.3 Emergencies Building Emergencies

Any representative of the managing staff of Villa Victoria Center for the Arts may make the decision to close the building for safety or other major reasons. Every effort will be made to reschedule any event canceled due to an emergency.

Weather Related The staff of Villa Victoria Center for the Arts may cancel events under the following circumstances: • If it is impossible for all the necessary staff, or viable substitutes, to be present

for the event due to dangerous driving or walking conditions. • If a local, state, or national emergency is declared. • If the General Manager, or in his absence the Event Manager, judges it unsafe

to open for an event.

If a Villa Victoria Center for the Arts representative cancels an event due to the reasons explained above, all rent and associated costs paid to Villa Victoria Center for the Arts will either be applied to another date or refunded in full to the renting client. If an event is canceled by the renting party, all rental and incidental costs associated with the event apply (see 3.2 Cancellations).

3.4 Prohibited Items & Activities Candles, open flames, cooking in prohibited areas, pyrotechnics, confetti, illegal drugs of any kind, and underage consumption of alcohol is not allowed. There shall be no defacing Villa Victoria Center for the Arts. The use of curtains and/or fabrics for decoration has to be cleared by the Boston Fire Department and appropriate paper work MUST be provided to the General Manager at least 5 business days prior to your event. If balloons are used during your event and they end up on the ceiling, you are responsible for any expense associated with the costs of removing the balloons or the cost of any damage to the ceiling fans. Should any of these be violated by the renter or guests, additional fees will apply. 3.5 Lost and Found Villa Victoria Center for the Arts is not responsible for any lost or stolen items during the duration of your rental. Please make sure to do a complete walk-through of the facility to make sure no valuables are left behind. 3.6 Preferred Vendors and Web Resources Be Our Guest (entertainment rentals) – 24 Blue Hill Avenue, Boston (617) 427-2700 K-Systems (lights and sound) – (978) 683-2112 South End Little League (shuttle bus and parking) – (617) 460-5686 Above and Beyond (caterer) - 42 Plympton Street, Boston (617) 426-5999 Merengue (caterer) - 160 Blue Hill Ave, Boston (617) 445-5403 Additional vendor resources upon request Villa Victoria Center for the Arts – www.VillaVictoriaArts.org Inquilinos Boricuas en Acción, IBA – www.iba-etc.org


3.7 Parking and Directions Villa Victoria Center for the Arts is located at 85 W Newton Street in Boston’s South End. We recognize that parking in the South End is limited. As a result we have partnered with the South End Little League to provide off-site parking and shuttle bus service to a remote lot at an additional fee if requested. From North (I-95 S): From I-95 S, take exit 29A (Rt. 2E) towards Arlington/Cambridge. Merge onto Concord Turnpike. Take unnamed road towards Medford. Turn slight left. Turn second slight left onto Alewife Brook Parkway /MA-16E/US-3S. Turn right onto Massachusetts Ave. Turn left onto Somerville Ave. Turn right onto Beacon St. [Beacon becomes Hampshire]. Turn left onto Broadway. Turn right onto Fulkerson St. Stay straight onto Vassar St. Turn left onto MA-2A. This becomes Mass Ave. Turn left onto Tremont St. Turn right onto W. Newton St. From South (RT 24 N): When on Rt. 24 North, take the I-93 exit (exit 21A), towards BOSTON. Merge onto US-1 N. Take exit 16 (Southhampton St.) towards Andrew Square. Turn left onto Southhampton St. Stay straight onto Massachusetts Ave. Turn right onto Tremont St. Turn right onto W. Newton St. From Mass Pike (I-90): From I-90, take Copley Square / Prudential Square exit. Stay to the right towards the Copley Square exit. Merge onto St. James Ave., stay right. At the first light, take a right onto Dartmouth St. At the third set of lights, take a right onto Tremont St. Proceed four blocks, take left onto W.Newton St. Walking Directions: From Mass Ave T station (Orange Line): as you exit the station, take a right onto Mass Ave. Walk a block and a half, take a left onto Tremont St. Walk five blocks, take a right onto W. Newton St. This is a 10-minute walk. From Copley T station (Green Line): as you exit the station, take a right onto Boylston St. Proceed to the corner, take a right onto Dartmouth St. Continue five blocks, take a right onto Tremont Street. Proceed four blocks, take a left onto W. Newton St. This is a 15-20 minute walk. From the Massachusetts Turnpike: Exit Copley. Take right onto Dartmouth St., turn right onto Tremont St., follow Tremont Street to W. Newton. From Rt. 93: Exit 20, Stay on your left after exit, on second set of light take a right to E. Berkley Street. Go Straight on the fourth set of light take a left onto Tremont Street. Go Straight on the third set of light take a left onto W. Newton Street. Public Transportation: Victoria Center for the Arts is within walking distance of MBTA Copley Square, Green line; and Back Bay Station, Orange Line. The #43 Bus out of Ruggles Station Stops at Pembroke St., less then one block from Villa Victoria. The #1 Bus out of Dudley Square stops at the corner of Mass. Ave. and Tremont Street., within walking distance of Victoria Center for the Arts.


3.8 Marketing guidelines

In advertising or publicizing our name and/or address we must always and only be referred to as:

Villa Victoria Center for the Arts a program of IBA – Inquilinos Boricuas en Acción

85 W Newton Street, Boston, MA 02118 No phone number listed for Villa Victoria Center for the Arts should be published unless this has been approved in writing by Villa Victoria Center for the Arts staff. All marketing materials must be approved by Villa Victoria Center for the Arts staff prior to publication and/or distribution. Failure to comply with these branding guidelines will result in the immediate forfeit of your security deposit.

4. RENTAL PROCEDURE CHECKLIST

Application sent

Dates and times have been cleared by the General Manager as open and available for rental

Walkthrough/Site visit

Invoice received and accepted

Security deposit sent on _____________ (required in order to lock down date)

Confirmation that payment was received

Signed and sent rental contract

Paid off remaining balance on _____________ (due 21 business days before your event)

At the end of your event, the House Manager fills out a “House Managers Report”. You are required to sign off on this report and make any notes of issues or questions about the event. Failure to sign off on this report before leaving the venue on the day of your event will result in the forfeit of your security deposit.

Documents

Rental Guidelines