I want to produce an event at Town Hall. How do I get started?
Call the Rental and Booking Director at 206-652-4255, ext. 11, to check date availability and schedule a site visit. If Town Hall is a suitable venue for your event, a rental application will be sent to you at your request.
How do I confirm a date for an event at Town Hall?
Complete and submit a rental application, and a proposal and contract will be sent to you. When we receive payment of the security deposit and a signed contract, the date is confirmed, and you will receive an invoice with the date payment is due.
Is the security deposit deducted from the final invoice?
No. The security deposit is a separate payment in addition to the rental fee. The 30% security deposit is fully refundable against any additional charges within three weeks of the event date.
When are the invoice payment and a certificate of liability insurance due?
Two weeks before your event.
What if I don’t have liability insurance?
Contact Your Event Insurance (www.youreventinsurance.com or 503-624-4795), or Event Insurance Now (www.eventinsurancenow.com or 800-755-1575), both of which specialize in single-day/special-event insurance coverage.
When does Town Hall begin publicizing my event?
After we receive payment of the security deposit and a signed contract, you will receive the invoice and a publicity form to complete. We will begin publicizing your event when we receive the completed publicity form.
My event is confirmed. What’s the next step in planning my event?
Approximately three weeks before your event, a Town Hall event coordinator from the production department will contact you to schedule a site visit.
What does the event coordinator do?
The event coordinator works with you on all the details of your event: floor plan, A/V requirements, venue setup, timing, ticketing questions, etc.
What if I need additional equipment that Town Hall doesn’t own?
The event coordinator will arrange for any additional rentals that your event requires.
What is the role of the event staff on the day of the event?
Town Hall staff members represent Town Hall during events; they are the first ones in and the last ones out of the building. They are onsite for the entirety of your event to ensure the safety and security of Town Hall and its users and property. Staff assists renters in managing the timing of events and in maintaining the building during events.
What does the sound engineer do?
The sound engineer arrives before your event and sets up any necessary sound equipment, conducts a sound check, and remains onsite running sound to ensure the highest-possible sound quality for your event. The operator stays until the end of the event and breaks down equipment after the event is over.
Explain the charges for the sound operator’s time.
Sound hours are always estimated, depending on the requirements of the event. Town Hall refunds any hourly sound charges (over the four-hour minimum) not used. The sound hours include the engineer’s time and all available equipment that Town Hall owns, with the exception of wireless microphones.
Does Town Hall have a box office?
No. Renters are responsible for coordinating their own ticket sales and front-of-house personnel.
Can I host a reception as part of my event?
Yes. There is a charge for bringing food to Town Hall. See the Catering page for details.
What’s the parking like around Town Hall?
There is no Town Hall-owned parking available, but there is ample commercial parking within a block of our building. Please visit the Town Hall Directions page for more information.
When can I arrive at Town Hall on the day of the event?
TH event staff will be prepared to let the renter and its representatives in at the time specified in the rental contract. It is the renter’s responsibility to make sure representatives, volunteers, and caterers know beforehand that no one will be admitted to TH before the contracted time.
What if I realize I need more rental time?
Discuss the timing of your event during the site visit with your event coordinator. If the block of time exceeds the contracted six hours, additional charges will apply.
What if my event runs late?
Staff and venue overtime charges will apply.
How late can my event run at Town Hall?
As Town Hall is located in a residential area, all events must end by 11:30 pm. Audience members must clear the building by 12 midnight.
Is Town Hall available for weddings?
Town Hall is not available for weddings or wedding receptions. Please visit www.banquentevent.com for a list of suitable wedding-reception venues.
What about other private social occasions?
As a rule, Town Hall has very little availability for private social events. Our mission is to provide affordable space to the community for public events.
What if I have to cancel?
If dates, or parts thereof, are cancelled more than 60 days prior to the event, one half of the security deposit is refundable. Cancellation fewer than 60 days prior to the event will forfeit the entire security deposit.
How far ahead of time do I have to book my event?
You can book your event up to 13 months in advance. There is always more date availability the further out you are booking, but Town Hall is capable of handling rentals on short notice.