Lakewood Cultural Center Room Rental Guide

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1 Lakewood Cultural Center Room Rental Guide 470 S. Allison Parkway Lakewood, CO For Inquiries, Phone: (303) Fax: (303) Revised August 2016 Rates Valid through December 2016

2 Lakewood Cultural Center City of Lakewood Department of Community Resources Heritage, Culture & the Arts Division 470 S. Allison Parkway Lakewood, CO Tickets and General Information (303) /LakewoodCulturalCenter Rental Inquiries (303) Rentals Fax (303) Facility s Regular Hours of Operation Monday - Friday 8 a.m. - 5 p.m. Saturday 10 a.m. - 2 p.m. One hour prior to performances STAFF DIRECTORY Facility Coordinator Kelly Graham Cultural Center Assistant Pam Dorrance Cultural Center Administrator Susan Martin

3 Lakewood Cultural Center Venue Guide Table of Contents Lakewood Cultural Center Description 4 Map to Lakewood Cultural Center 5 Rental Space Photos 6-8 Space Rental Fees and Descriptions 9 Space Equipment Offerings 10 Catering and Merchandise Sales Information 11 Marketing and Promotions 12 Room Rental Checklist 13 3

4 Located in the Lakewood City Commons across from the Belmar Shopping Area at Wadsworth and Alameda, the 38,000 square foot Lakewood Cultural Center offers a 320-seat live performance theater, training and seminar rooms, lobby and reception space, rotating juried exhibits, and art, dance and performing arts classes for adults and children. The Civic Center Plaza, just outside the Cultural Center, is also available for use for outdoor performances and events. The venue has free above ground parking and a free well-lit parking garage below the facility. The Lakewood Cultural Center is close to shopping, restaurants, the Belmar Library, Belmar Park and Lakewood Heritage Center. The Cultural Center presents regional, national and internationally recognized artists and is host to community performances, presentations and exhibits featuring work by local performing arts organizations, artists and schools. Tickets for all Cultural Center performances are available through the box office and online at The facility offers the community: Performing Arts Programs Visual Art, Dance & Historic Exhibits Community Events Cultural Arts Classes Student Activities Facility Rentals Please visit for an up-to-date list of performances, art or recreation classes, heritage or community events, or to find the latest news and happenings in Bravo, a cultural events magazine, published three times a year. 4

5 From the intersection of South Wadsworth Boulevard & West Alameda Avenue: Go west on Alameda to first light. Turn left (south) on S. Allison Parkway to traffic circle. Go 2/3 around traffic circle and take the second exit to underground parking garage or the third exit onto upper level parking. First exit from circle leads to separate parking for the Public Safety Center. OR Go south on Wadsworth to first light. Turn right (west) on W. Virginia Avenue to traffic circle. Go 1/3 around traffic circle and take second exit from circle onto upper level parking or third exit to underground parking garage. 5

6 Community Room Classroom-Style Capacity: 75 Theater-Style Capacity: 100 Conference-Style Capacity: 60 Banquet-Style Capacity: 80 6

7 Encore Room Classroom-Style Capacity: 20 Theater-Style Capacity: 35 Conference-Style Capacity: 25 7

8 Lobby Reception Capacity: 250 Reception-Style 8

9 Room Rentals Fees Community Room Standard 501(c)(3) Non-profit Mon-Fri 8am-5pm $130 $90 per hour After Hours $150 $110 per hour Lobby (~3250 square feet) Standard 501(c)(3) Non-profit Mon-Fri 8am-5pm $150 $105 per hour After Hours $170 $125 per hour Outdoor Canopy Add-On (June-Aug) $25 $25 per hour Encore Room (~3250 square feet) Standard 501(c)(3) Non-profit Mon-Fri 8am-5pm $50 $35 per hour After Hours $70 $55 per hour Seminar/Meeting * Standard 501(c)(3) Non-profit Tuesday-Thursday $135 $95 per hour Friday-Monday Limited Availability $135 $95 per hour * Does not include theater technician labor 15% discount off rental fees if you prepay 4 or more meetings at one time! The Lakewood Cultural Center Theater provides a large 320-seat graduated seating meeting space for seminars, trainings, meetings or workshops with an on-site technical person, multiple audio and visual capabilities, hard-line internet capability, teleconferencing and a large movie screen. The Lakewood Cultural Center Lobby provides a unique space for receptions, fundraisers, silent auctions and parties surrounded by spectacular rotating art exhibits. Other meeting spaces in the Lakewood Cultural Center include the larger Community Room and smaller Encore Room, available for meetings, seminars, workshops, receptions or banquet dinners. Each space contains a built-in projection screen and dry erase white board along with WiFi and hard line internet service. Tables and chairs, podium and easels are available at no additional charge. Teleconferencing is also available for an additional fee. Larger events may require an event at applicable labor rates. The Community Room also contains an all-in-one projection system, a built-in handheld microphone and sound system for as well as hearing assist devices for your accessible meeting at no additional charge. Please note: Hard line computer internet capabilities are not available in the Lobby. Tablecloths are not provided. The rental and incidental fees are due at execution of the agreement. The City of Lakewood accepts Visa, MasterCard, Discover, money order and organizational check made out to the City of Lakewood. Generally, licensee shall provide at least fourteen (14) days written notice to the City Representative in the event of cancellation. If Licensee provides timely notice of cancellation, the City shall refund 75% of the rental fee and 100% of any incidental expense deposit already paid. Your individual agreement terms may vary. 9

10 Equipment Items below available only in the Theater Theater Technician Labor Theater LCD Projector (Tenant must provide own laptop) Theater Screen, 24 foot x 20 foot Lapel Wireless Microphone (each) Charge $32/hour $150/day $50/day $25/day Items below available in the Lobby, Encore or Community Room Event Manager Labor (larger events) Portable LCD Projector (Encore Room/Lobby) (Tenant must provide own laptop) Lapel Wireless Microphone (each) (only available in Community Room) Beacon All-Included System Flip Chart Stand & Paper TV / DVD Portable projection screen (70 X70 ) with legs or 36 x48 retractable Fax Photocopies Plentiful Free Easy Parking ADA Accessible Restaurants Close By Stimulating Environment Enclose all candles in glass. $20/hour $60/4 hours $100/8 hours $15/4 hours $25/8 hours $50/day $15/day $25/day $10/day $1/page $.25/copy Meeting Space Do s and Don ts Community Room: ~1359 square feet Maximum Occupancy: 100 Theatre Style 80 Banquet Style 75 Classroom Style 60 Conference Style Encore Room ~595 square feet Maximum Occupancy: 35 Theatre Style 25 Conference Style 20 Classroom Style In Community and Encore Rooms, bring magnets to post items on dry erase board. When leaving, take all decorations and personal items with you from the facility. The Tenant is also responsible for adhering to all Americans with Disabilities Act (ADA) requirements for this type of event including pricing of event, capacity, room set-up, etc. ABSOLUTELY NO CONFETTI, TABLE SPRINKLES, GLITTER, OR LOOSE LIVE FLOWER PETALS. Use will result in a minimum $500 fee. Block any designated exit with decorations, tables, stages, etc. Hang anything from the ceiling. Free WiFi Available! Theater Maximum Occupancy: 320 Graduated Seating Lobby (~ square feet) Maximum Occupancy 250 Reception Style 300 Reception with Canopy Use scotch, masking or packing tape or nails. If something needs to be adhered to the wall, please speak with the Facility Coordinator. No Potluck food service permitted. Facility rental fees normally include: heating, ventilation and air conditioning, building lights, routine custodial cleaning and facility supervisor. 10

11 Catering and Merchandise The Lakewood Cultural Center reserves all concession rights for its own benefit including sale of food, beverages and merchandise at all times. Public Performance Food and Beverage Concessions For performances, the Cultural Center contracts with the Facility Concessionaire/Liquor Licensee to provide food and beverage during the performance at no cost to the Tenant for the benefit of the City, as long as an intermission is held. A guarantee may be required from the Tenant outside this contracted time or for special circumstances. Service time is 45 minutes prior to curtain through intermission. Liquor Service During Other Events or for Special Circumstances State of Colorado regulations requires that no alcoholic beverages be brought into the facility by anyone except the Liquor Licensee. Tenants may not purchase liquor for themselves to serve, but may procure donated liquor as long as special arrangements are made with the Liquor Licensee. Any liquor backstage must also be arranged through the Liquor Licensee. Please contact the facility Liquor Licensee, the Village Roaster, at (303) for reception or backstage liquor sales and service. Notification of plans for alcohol that is not directly associated with a performance must be provided to the Cultural Center no later than thirty (30) business days prior to the event date. Catering/Receptions All Food and Beverage served in the Cultural Center must be provided by a licensed caterer. Caterer must be a professional company, licensed and in good standing with the City. No food can be sold within the Lakewood Cultural Center other than by the Facility Concessionaire. No potluck food may be served. The Cultural Center has a kitchen for staging, but is not a catering kitchen or cooking facility. Tenant is liable for caterer at all times. Staff retains the right to refuse caterers who violate Cultural Center policies. Notification of chosen caterer must be provided to the Cultural Center no later than ten (10) business days prior to the event date. A 10% Food and Beverage Commission will be assessed on the Fair Market Value or purchase price of food and beverage served in the Cultural Center. Souvenirs/Merchandise Sales Tenant souvenirs/merchandise sales are subject to state and local sales tax and a negotiated commission after tax on all souvenirs/merchandise sold in the facility. Payment of commission and taxes must be made the day of the event. The cash bank and sellers must be provided by the Tenant. Notification of plans for merchandise sales must be provided to the Cultural Center no later than ten (10) business days prior to the event. Silent and Live Auctions If your organization would like to conduct a silent auction during your event, please discuss with the Facility Coordinator no later than thirty (30) days prior to the event. State and local sales tax must be collected on tangible silent auction items. Additional rent and/or labor fees may be assessed if the auction occurs outside of contracted rental times. Contact a tax professional regarding tax write-off guidelines. Raffles/Drawings The definition of a raffle is a competition where patrons purchase a ticket to possibly win a prize from a random drawing of tickets. The State of Colorado requires a Bingo/Raffle License to conduct this type of gambling. Provide a copy of the license upon confirmation. Free entry to win a prize is considered a drawing. 11

12 Marketing and Promotions The Tenant is responsible for all marketing and promotions for their event. Please use this checklist to ensure that all necessary information (with correct facility name, address and box office telephone number) is listed in Tenant promotional materials. All marketing and promotional materials that reference the Lakewood Cultural Center must be reviewed and approved by Cultural Center staff for accuracy of information in advance of publication. Tenant retains artistic control over these documents. Facility: Lakewood Cultural Center 470 S. Allison Parkway (Wadsworth & Alameda) Website and Phone: (303) Program Title: Presenting organization: Date(s): Time(s): Pricing: A brief description of the event: Again, the Cultural Center requires review of promotional items before they are distributed. Please fax material to (303) , present a copy to the Facility Coordinator or to 12

13 Room Rental Checklist Notify the Facility Coordinator of the Following: Contract and Deposit Signed and Returned Estimated Number of Persons Attending Room Set-Up Classroom Conference U-Shape Banquet Theater Facility Set-Up Needs, including silent auctions, receptions, raffles, information or sponsor tables, etc. Audio/Visual Needs Your Caterer, if applicable Alcoholic Beverages Service, if applicable - Contact Village Roaster at (303) Submit event schedule including caterer and/or liquor licensee arrival and departure times, rental company delivery times if applicable, Tenant staff and volunteer arrival and departure times, attendee arrival and departure times, set-up, tear-down, meeting breaks, etc. Facility Coordinator (303) Phone (303) Fax 13

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