Event Space Rental Agreement

All reservations are tentative until the completed, signed Rental Agreement is received. We will hold a tentative reservation for two weeks. For events taking place fewer than 30 days from the date of request, full payment is due with signed Agreement.

General

The Renter must assume that exhibits, displays and artifacts are fixed.

The Renter will assume all financial responsibility for any damage or loss to the museum, museum displays or artifacts.

Children shall NOT be left unattended at any time; this includes inside of the museum as well as the outside areas.

All promotional materials making mention of the museum must be approved by the museum prior to distribution. Promotional materials must include the event location as “Virginia Museum of Transportation.” The museum’s logo is available upon request.

Any event that extends more than 4 hours will be charged an additional fee of $175.00 per hour.

Any Rental Agreement resulting in the museum being occupied later than 11:00 pm will result in additional charges of $75.00 per half hour.

Insurance

The Renter assumes all financial responsibility for any personal injury that may occur during or as a result of the use of the property. The Renter must provide a certificate of insurance naming the Virginia Museum of Transportation, Inc. as an additional insured. Certificate of Insurance must be submitted at least 14 days prior to the event. Minimum coverage is $1,000,000 (your insurance agent can assist with this).

Please send COI to: Virginia Museum of Transportation, Inc., Attn: Caleb Bailey (cbailey@vmt.org), 303 Norfolk Avenue SW, Roanoke, VA 24016.

Decorations

VMT wants to make sure that every event here is a special and welcoming experience for your guests. Therefore, every effort will be made to allow Renter to prepare decorations reflective their creative requirements.

The Renter/event planner is required to preview the event space at least seven (7) days prior to the event in order to determine the placement of tables and other furniture/equipment. The museum requires the final layout at least 7 days prior to the event. To arrange a time, please contact: Caleb Bailey, cbailey@vmt.org, (540) 342-5670 ext. 105.

The Renter is responsible for securing all food, drinks, linens, tableware, flowers, furniture and audio-visual equipment needs. Tables and chairs are available for rent from the museum for an additional cost.

The museum is happy to accommodate deliveries prior to the event. Deliveries must be made during regular museum hours and arranged in advance. The museum is not responsible for any loss, damages, etc. to items delivered to the museum for your event.

Tables and other objects may not be placed against the walls, exhibits, displays or artifacts. Decorations may not be attached by any means to the walls, exhibits, displays or artifacts.

Lighted candles, confetti, rice, birdseed and similar items are not allowed inside the museum or on museum property.

No nails, screws, staples or penetrating item are to be used on the walls or floors.

Only low tack tape is allowed on the walls and floors. Any damage will be charged after the event.

Vendors

Vendors should visit the museum at least 7 days prior to the event to determine the limitations of the building and rail yard.

Vendors will be responsible for their own equipment, belongings and merchandise. The museum cannot assume liability for any loss or damages.

The cost of any repairs or lost equipment attributed to the caterer or service providers will be billed to the Renter.

The Renter is responsible for making vendor(s) aware of the terms of this agreement.

Caterers

The Renter may use the caterer of their choice. Caterers and other service providers (i.e. bands, lighting technicians, etc.) should visit the museum at least 7 days prior to the event to determine the limitations of the building and rail yard.

The cost of any repairs or lost museum equipment attributed to the caterer or service providers will be billed to the Renter.

Caterers may use the Main Street Station (party room) as a prep area. The Renter or caterer, if agreed upon, shall be responsible for making sure that the room is clean before the event concludes.

Caterers may use cooking equipment such as grills, smokers, etc. as appropriate in designated areas. Personal cooking equipment such as grills, smokers, etc. are not allowed inside the museum or on the grounds.

Caterers and vendors are expected to remove all trash from the museum premises generated during the event in order to avoid additional fees to Renter.

Alcoholic Beverages

If serving alcohol, the Renter or caterer must provide the museum with an ABC license prior to the start of the event. The ABC license must also be posted in the area where alcohol will be served/sold. A copy of the license must be submitted to VMT: Virginia Museum of Transportation, Attn: Caleb Bailey, 303 Norfolk Avenue SW, Roanoke, VA 24016.

During events that include alcoholic beverages, no alcohol is allowed to be taken outside of the designated event space.

Live Music / DJ / Noise

VMT encourages music and lots of dancing! Please be aware that the premises is located near residential units and therefore neighborhood noise regulations apply. In the case that the Renter’s event creates a disturbance due to the high noise volume, VMT staff has full authority to ask the Renter, DJ or live music presenter to turn the volume down or off. If repeated disturbances are created at the museum, the Renter may be expelled from the premises or the offending noise will be ended. In the event of disturbances to the point of expulsion, no portion of the event costs will be refunded to the Renter. The Renter will also be solely responsible for any fines or fees associated with noise ordinances. Additional time can easily be added provided the volume is modest and it cannot be heard beyond the boundaries of the property or by immediate neighbors; however, additional time is never guaranteed and events may not be advertised and/or promoted as such.

Smoking

Smoking and the use of E-cigarettes and vapes is not permitted in the museum building or on museum grounds. It is the responsibility of the Renter to inform their guests and service providers of this policy.

Lost and Found

VMT takes no responsibility for personal possessions left on premises during or after any event. We do, however, maintain a Lost & Found and will hold recovered items for up to 30 days. Every attempt will be made to return any recovered item(s) to its rightful owner.

Load-in / Load-out and Storage

Car load-in or load-out is in the front or back of the museum. Limited storage is available upon prior approval from the VMT. Storage fees may apply to any items left overnight or beyond normal load-in/load-out times. This also applies to items left post event for pick-up by outside vendors, i.e. Aztec Rentals, caterers, etc. NOTE: It is not the responsibility of VMT to ensure that pick-ups or deliveries are scheduled and executed.

Parking

Approximately 35 free parking spaces are available along the front side of the museum building.

Pets

No pets, other than authorized service animals, are permitted on museum property, either inside or on the grounds. It is the responsibility of the Renter to inform their guests and service providers of this and promptly handle any issues that may arise.

Clean-up

Unless prior arrangements have been made, the Renter is responsible for removing all collateral items not belonging to the museum immediately after the event, including but not limited to: all tables and chairs (if rented from outside company), decorations and catering supplies. The museum is not responsible for items left by the Renter or their guests.

During clean-up after conclusion of the event, the Renter must be sure that all spills and debris are removed from the floor.

Conduct

There is absolutely no drug use or smoking/vaping of any kind tolerated on premises, either inside the building or outside. Any type of physical violence will not be tolerated and will be cause for immediate expulsion. No knives, firearms or weapons are allowed on VMT premises. Renter and guests shall use the premises in a considerate manner at all times. Conduct deemed disorderly at the sole discretion of VMT employees shall be grounds for immediate expulsion from the premises and conclusion of the rental period. In such cases, refunds of the event costs will not be granted.

Right to Reject or Revoke

The Renter must provide full details of the function within this Rental Agreement. The museum reserves the right to reject any application or revoke any Rental Agreement if the proposed event does not reflect favorably upon the image of the museum and/or falls outside of community standards for good taste. The museum will review applications for use on a case-by-case basis for consistency with this policy.

Deposit

Once the deposit is received, the Event Date will be confirmed. Until the deposit is received, the Event Date will remain “tentative”. With that said, if we receive a separate request for the same date as your Event Date, you will be contacted for first right of refusal.

Pricing and Fees

General rental rates are set by the museum for each event and include the Museum Space Rental Fee, Labor and Maintenance Fee, Staff Fee (based on amount of time and number of guests), Event Coordination (if needed) and any other charges, plus the total fee for any furniture rental requested above. The museum will provide your Total Amount Due and 50% Deposit amount.

Important Notice

A signed Rental Agreement and date-hold deposit in the amount of 50% of the total cost associated with the Event Space Rental must be received to reserve your date(s) and time(s).

The balance of your Space Rental fee is due ten (10) days prior to your event.

Miscellaneous costs, such as extra furniture, equipment, etc. are due before the START TIME of your event.

A copy of your Special Event Liability Insurance (see Insurance section) is due no later than 14 days prior to your event.

Any additional costs that are discovered after conclusion of your event will be due within two (2) days after your event.

Cancellation

No refunds of the rental fee will be paid if cancelled within 14 days prior to the event, as your agreement to rent the Virginia Museum of Transportation, Inc. (VMT) space on this date may cause the loss of additional bookings. VMT owned fixtures, furniture and technology pieces rented are refundable if cancelled 5 days or more prior to your event date reservation.