Facility Rental Request

WAYNESBORO FACILITY RENTAL INFORMATION

Our facility is available for parties, gatherings, and events for adults, children, or both. Staff will work with you during the reservation process to confirm the spaces, equipment, and services needed for your event.

Rental Availability

Rentals are typically available on Saturdays and Sundays when no other activities are scheduled.

During the school year, weekday evening rentals may be approved by special exception for events beginning at or after 7:30 PM. These rentals are generally limited because of Club operations.

During the summer, weekday rentals may be available for events beginning after 6:30 PM, depending on Club operations.

Availability and hours are subject to change. Staff will confirm your event date, rental hours, and setup and cleanup arrangements during the reservation process.

Available Spaces and Amenities

Your rental may include the following, as agreed upon with staff:

• Cafeteria with folding cafeteria tables that may remain set up or be folded out of the way.
• Front cafeteria serving area and refrigerator space for storing items during your event.
• Game room and its equipment, including a television for appropriate use.
• Other activity rooms within the facility.
• Outdoor basketball court.
• Adult single-use bathrooms and children’s bathrooms.
• Parking in the front and rear of the building.

Offices, meeting rooms, and storage areas are not available for renter use. Kitchen use requires Club kitchen staff to be present and must be arranged in advance.

Event Size

The cafeteria and game room areas typically accommodate approximately 75 people, depending on the event layout. Staff will confirm the appropriate attendance limit for your event.

Equipment Use and Care

Renters are responsible for equipment damaged or broken during their event. Equipment must be left in the same condition as provided and will be inspected after the rental.

Board games and other Club program materials are not included for general use unless approved by staff in advance. Television content must be appropriate for the attendees and setting.

Optional Equipment and Services

The following may be available for an additional fee:

• Additional furniture and coolers: Rectangular tables, folding chairs, and coolers, subject to availability.
• Staff-led children’s activities: Laser tag, arts and crafts, and small-group games coordinated by Club staff. These supplies and equipment may only be used with Club staff present.
• Party planning and decorating: Staff assistance based on your event needs and theme.
• Event materials: Assistance creating marketing or informational materials for your party or event.

Fees vary based on the services, staffing, supplies, and arrangements requested. Availability, services, and pricing will be discussed and agreed upon during the reservation process.

Alcohol Policy

BGCWSA encourages events without alcohol and does not typically approve alcohol at facility rentals. Any exception requires prior approval from BGCWSA, required insurance, applicable Virginia Alcoholic Beverage Control Authority approvals, and additional conditions determined during the review process.

Submitting a request does not authorize alcohol use. All required approvals and conditions must be satisfied before alcohol is permitted at the event.

Building Use Plan

Staff will work with you to confirm a building use plan identifying the approved spaces, equipment, furniture arrangements, additional services, and applicable fees for your event.

Rental Fees and Facility Use Expectations

1. Furniture cannot be moved in any capacity. 
2. Staff desks are to remain untouched
3. The agent/person reserving the space is responsible for all clean-up post-event, including trash removal and setting the space back to the way it was found.
4. Alcoholic beverages can not be served.
5. The doors to the building are locked while in use for children/Club activities and when not in use.  The agent/person reserving the space must provide an individual to be present at the entrance, to open the doors for guests. Doors can not be propped open as it is a security concern. 
6. A security deposit of $100 must be made to BGCWSA along with a card being placed on file. The security deposit is due at booking. This will be deducted from the total fees or returned post-event provided there are not any damages.  
7. All decor, disposable plates, napkins, glasses, cups, and cutlery must be provided by the agent/person reserving the space or your vendor that is providing service for the event.  
8. The BGCWSA kitchen cannot be used unless utilizing approved BGCWSA staff including additional payment of their hourly employee cost (typically ~$20/hour).
9. All used spaces must be cleaned, in decent order, and trash removed at the end of the event.
10. FEES: In addition to the $100 security deposit that ensures calendar reservation, access to building, building check following use, and office processing, the below fees are charged to cover the key holder and building use costs: $150 for 2 hours (minimum rental block); $50 per additional hour up to a total of 4 additonal hours (6 total maximum rental block). The rental block must included planned set up and clean up time.The total event fee is due 5 business days prior to the event.
11. Nonprofits may receive additional discounts at the discretion of the CEO. Contact Roz Cook at development@bgcwsa.org to discuss.
12. Current staff members are able to schedule free use of the Waynesboro Club building up to 2 times per year as a staff incentive. Speak to Roz Cook, Development Director for scheduling and approval.
13. An additional fee of $75 per 30 mins  will be charged to the card on file for any event not finished by the agreed upon reservation time. An event is not considered finished unless all persons are offsite and the venue is cleaned. This will be determined by the key holder completing end of event inspection.

 *The space is not reserved until all requirements are fulfilled. A reservation confirmation will be sent upon completion. 

You will be contacted directly by BGCWSA staff to determine if your request can be granted, review of expectations, and collection of payment following the completion of this form. Please note that this request does not guarantee availability or approval.

Please sign below to complete your request and agree to the Liability Waiver and Rental Acknowledgment.

LIABILITY WAIVER AND RENTAL ACKNOWLEDGMENT

As an event space renter of BGCWSA, I release and hold harmless Boys & Girls Club of WSA, its staff, Board of Directors, and successors, from any and all claims, costs, suits, actions, judgments, or expenses arising from any damage, loss, or injury to me, my attendees, or my property that may arise from this event.

I acknowledge that I am fully aware of any and all risks posed by the activities described in this request and use of the BGCWSA building.

I acknowledge that I have read and understand the rental information, requirements, and fees provided in this form. I understand and agree to pay the applicable fees by the stated payment deadlines.

I certify that the information I have provided in this form is true and accurate to the best of my knowledge.

By signing below, I acknowledge that I have read, understand, and agree to this waiver and rental acknowledgment for myself and those I represent as part of this request.