Animals
No dogs or other pets will be brought into the facility, with the exception of persons requiring service animals for visual impairment, disability or medical reasons, without written permission from the ballroom manager.
Parking
Guests of the ballroom may park in the lot behind the building and in the adjacent empty lot. Parking elsewhere may result in your vehicle being towed or fined.
Booking
Please use our Contact page to inquiry about hosting your event at Rena’s Ballroom. A deposit is required for booking events.
Cancellations
In order to receive a deposit refund, notice must be given 10 days before the event. Cancellation inside of 10 days from the event will forfeit the entire deposit. The Lessee will forfeit all of their contracted fees if cancellation is received less than 48 hours before the time of occupancy. Lessor reserves the right to cancel any event that has not met all criteria outlined on this Policies page. Lessee will forfeit deposit and any fees for cancellation of an event due to failure to comply with policies.
Food & Catering
Food and/or event catering must be approved by the ballroom manager.
Cleaning
Contracted areas should be left in the state that they were found. General cleaning is the responsibility of the Lessee after an event. If the Lessee fails to complete clean-up there will be a charge of $25 per man, per hour (with a maximum of $400) to the Lessee. Rena’s Ballroom is not responsible for any items left in the building after an event.
Cooking
Cooking on the premises is allowed only by approval of the ballroom manager.
Decorations
The Lessee is responsible for their own safety and the safety of those associated with their event during the installation, display and removal of all decorations. Decorations causing damage to floors, walls or other structures are not permitted. This includes the use of tape, tacks, nails or staples. No open flame candles are allowed. Throwing rice, confetti, glitter or flower petals and the use of sparklers or balloons are not allowed on the grounds or in our facilities. All decorations hung from ceilings or that require the use of equipment must be done with the approval of the ballroom manager. In some cases, decorations may require the assistance of ballroom manager and may be subject to a decoration fee.
Deposits
A deposit is one half of the ballroom rental fee and is payable at the time the space is reserved. “Tentative” holds for dates are not allowed. Security deposits are never applied to fees. The deposit reserves the date, and will cover any damage or insufficient clean-up resulting from the event. If no damages are incurred and clean-up is satisfactorily completed, the deposit will be refunded approximately three weeks after the event. An updated address is required for timely deposit returns.
Donations & Sponsorships
Any donations or sponsorships (including food/beverage items) must be discussed with ballroom manager prior to event.
Electrical
Any items that require additional electrical power such as lighting and counter top appliances are strictly prohibited. Events requiring special arrangements must provide a detailed layout of the electrical needs to the ballroom manager 30 days prior to the event.
Exit Doors & Fire Code
A 10′ clearance on both sides of the exit doors, (egress and ingress) with no physical obstruction, must be maintained at all times. No lighted exit sign or accompanying door can be blocked or locked during an event. All discrepancies arising out of Fire Code issues will be decided upon by the ballroom manager.
Fees
Contracted rental space fees are due 30 days prior to the event. Fees that are paid less than 14 days in advance are required to be paid in cash or by cashier’s check. Additional fees incurred during the event are due no later than 2 weeks after the event.
Flammable and Hazardous Materials
Flammable liquids or materials under high pressure are prohibited in the ballroom. This includes; but is not limited to gasoline, kerosene and propane.
Freight
Any freight delivered before an event must have permission from the ballroom manager. Any freight left after an event move out date or time will be charged a fee of $50 per day.
Glass Containers
No glass containers are allowed inside the ballroom or grounds.
Hours of Operation
Events must end in accordance with their contracted end time. The lessee will forfeit one-half of their deposit if the finish time is exceeded by more than thirty minutes.
Liability
Rena’s Ballroom owner, manager, instructors, and event rental partners are not liable for theft or injury while you are in the studio, in front of the studio, or the parking lots.
Linens
Rena’s Ballroom does not provide linens for any event.
Move-In and Move-Out
Move-in/Move-out days occur Monday-Friday 8am-5pm. The fee for a move-in/out day is one half of the room rental fee. Additional hours outside of 8am-5pm on a move-in/out day are subject to $75/hr fee. Move-in/out days requested outside of M-F are subject to a greater rate not to exceed a full rental rate.
Security
Alachua County Sheriff Deputies are used for peace officer requirements at all events having alcohol and any event having over 100 guests. Officers are scheduled by ballroom management and must be paid individually by Lessee at the commencement of the event. Permission to use other agencies must be approved 2 months in advance by the ballroom manager.
Dress Code
Proper ballroom shoes must be worn on the dance floors. Event attendees must follow the dress code of all events where a dress code is required.