• Application can be submitted up to one year in advance. Reservation requests submitted under 30 days are not guaranteed.
• Completed application and deposit are required to process application, Deposits are charged separately and cannot be applied to rental fees.
• Deposit and full payment are due at time of booking for reservations made under 30 days.
• All set-up and clean-up time must be included in the reservation request time. Access to the building is only granted at the requested start time.
• All facilities rentals must provide a Certificate of Liability Insurance through the applicant’s homeowners’ policy or organization policy, or a purchased certificate through the Town of Danville.
• All applications are tentative until an approved reservation permit is issued. Reservations will not be confirmed over the phone.
• All cancellation requests must be submitted in writing and will incur a minimum cancellation fee of $75.

• Town programs/classes will have first priority of the Theatre/Art Gallery space, followed by co-sponsored groups including Eugene O’Neill Foundation and Danville Children’s Musical Theater.
• Depending on the date of production, rentals or usage may be limited and required to share the stage/facility with ongoing productions/exhibits. In this situation, no set pieces, artwork or equipment may be moved or altered in any way .
• If the rental application is approved, Town staff will open the doors for your event at the start time for which you reserved the building. Any lighting, sound or stage set-up will done after you have arrived. Times designated on the application form must include all time needed for load-in, set-up, strike and load-out. Extra time will be charge at twice the hourly rate.

• Run-of-show storage space may be provided only by approval from the Visual Arts Coordinator. The Town of Danville assumes no responsibility for property or material left at the facility prior to, during, or after the contracted rental period. An additional fee may be charged for materials not removed from Theatre premises after scheduled performances and/or rehearsal times.
• If the renter leaves equipment, such as sets, costumes, lighting equipment, etc., or fails to clean-up after a rental period, the renter will be charged an additional clean-up fee.
• Costs incurred in repairing or replacing damaged, lost or stolen equipment, and costs incurred in repairing facilities, will be paid by the organization or its representatives using the facility during which time said equipment or facilities were damaged, lost or stolen..

• As per Contra Costa County health codes, serving or selling of non-prepackaged food is prohibited during events that are open to the public. One day permits are available for application through the Contra Costa County Health Department. Guidelines are available upon requests.
• Beer, wine and champagne are permitted if served with food. NO HARD LIQUOR! Sale of beer, wine or champagne only allowed with a procurement of an ABC license.
• Decorations, food or beverage that would endanger the works of art on display in the gallery is forbidden. Open flame candles are not allowed.
• All tables must be at least 24” from free standing art and gallery walls. Town staff reserve the right to alter the table arrangement at any time. Artwork is to be moved by staff members only with prior written permission from the Visual Arts Coordinator. An art handling fee may be charged for changes in the exhibition layout.

If the facility will not be used after a reservation has been made, as written cancellation notice must be made to the Town of Danville by the permit holder. All requests made 61 days prior to the event date will be subject to a $75 cancellation fee. Cancellation request made under 60 days will be handled in the following manner:

• Deposit due at time of booking.
• Deposit is NOT applied toward room rental fees, but is fully refundable pending damage or overtime.
• Please allow 4-6 weeks for return of rental deposit made by check.
• Deposits made by Credit card will be credited back to the card used with in 1-3 weeks.
• Reservations are confirmed only after deposit has been made.
• Balance and Proof of Liability Insurance is due no less than 30 days prior to rental.
• Your event is not added to the Calendar until these are received.
• For questions regarding your reservation or production details, please call the Visual Arts Program Coordinator at (925) 314-3460.

Please make all checks payable to: Town of Danville. Please put permit# on all checks.

Checks and rental agreements can be mailed to:

Village Theatre Art Gallery

Attention: Visual Arts Program Coordinator

233 Front Street

Danville, CA 94526-1740

Please print a copy of this application for your records prior to hitting the submit button below.