• Applications 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.

• Scenery ground plans must be provided to the Performing Arts Coordinator at least 4 weeks prior to load-in for approval.
• The stage may not be painted without prior approval.
• Nailing and/or drilling into the stage floor are not permitted. In order to attach scenery, platforms, etc. to the deck, the renter may only use screws by prior approval from the Performing Arts Coordinator.
• Renter may not alter, remove or attach anything to the Theatre or Lobby walls at any time.
• All scenic elements must be designed to break down so that can be removed after each performance unless approved by the Performing Arts Coordinator.
• All scenery, hardware, materials, tape and tools must be provided by the renter.

• The lighting plot and sound requirements must be provided to the Performing Arts Coordinator at least 4 weeks prior to load-in for approval.
• The house lighting plot is permanent and may not be altered unless previously arranged with the Performing Arts Coordinator. It may be supplemented based on availability of circuits and equipment.
• All Village Theatre lighting and sound equipment will be operated, hung and focused by the Village Theatre staff.
• For your production to run smoothly, a pre-production meeting with the Performing Arts Coordinator, must be scheduled at least 4 weeks prior to load-in. This meeting is only up to one hour. Please contact the Performing Arts Coordinator at 925-314-3418 or jdunn@danville.ca.gov to schedule a meeting.

• Approval from the Performing Arts Coordinator is required prior to the event if the renter would like to videotape, live stream, photograph or audiotape the performance.

• Run-of-show storage space may be provided only by approval from the Performing 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.

• The Art Gallery may be used at no charge with a production/rental as a lobby to include patron congregation, ticket distribution, and pre/post show meet and greets.
• If refreshments are to be served in the Art Gallery, renters are required to rent the gallery in conjunction with the theatre.
• 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.

• All accidents or incidents and any damage or breakage in the building must by report to a Building Attendant of Technician about discovery. If the damage is done by the renter, liability for damage or breakage of theatre equipment goes to the renter and costs for repairs or replacement will be deducted from damage and cleaning deposit.
• No students or youth are permitted in the Theatre without adult supervision. Adult supervision is required in the theatre at a 1:12 ratio.

• Occupancy is limited to 40; students must be supervised at a 1:12 ratio.
• For safety, no performers are allowed in the parking lot except for the purpose of making stage entrances.
• Renters are responsible for cleaning counters and mirrors after use.
• Renters are permitted to use the refrigerator and are responsible for cleaning it out after close of production.
• No smoking, alcohol or guests are allowed in the dressing rooms

• 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 Performing Arts Program Coordinator at (925) 314-3418.

Checks and rental agreements can be mailed to:

Village Theatre Art Gallery

Attention: Performing Arts Program Coordinator

233 Front Street

Danville, CA 94526-1740