ARCO - Rental Inquiry

ARCO - Rental Inquiry
Thank you for inquiring about a space rental at ARCO!

This form acts as your preliminary contract, where you provide event details and we provide ARCO's rental and facility policies. Renters are expected to provide full, accurate details. Event updates will require contract ammendments and can stall or cancel your event contract. False information can result in contract cancelation.

This form is not your final contract, nor does it confirm availability of your event date, availability of A La Carte items, or contract quote. Following your form submission, we will approve or deny the contract. If approved, we will followup with your event invoice and the finalized contract.

Questions? Email Madison Brady, Venue & Events Coordinator: madison@pricehillwill.org
Renter Details
Renter Name*

First NameLast Name
Renter Email*
example@example.com
Renter Phone Number*
Please enter a valid phone number.
Renter or Company Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Company or Organization
If nonprofit, please provide your EIN
Who is the Day-of-Event Contact? This person is required to sign this contract and attend the final walkthrough. Only fill out if different than the main contract signer.

First NameLast Name
Day-of-Event Contact Email
example@example.com
Day-of-Event Contact Phone Number
Please enter a valid phone number.
Event Details
Event Name*
Event Date/Start Date*

MonthDayYear
Date
Is your event more than 1 day? Or are you open to multiple days? Please list details here:
Facility Access Start & End Time - INCLUDES SETUP, EVENT, AND CLEANUP TIME*

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option
Rental Start (00:00AM/PM)
This time accounts for total time in facility
Rental End (00:00AM/PM)
This time accounts for total time in facility
Estimated Attendance*
Brief Event Description
Event Type*

Private EventNonprofitArts Related NonprofitWeddingReceptionCommunity Group with Fiscal AgencyOther
Theatre preference (all floors accessible via elevator)

Shawnee - 1FMyaamia - 3FEntire Venue - recommended for all events over 200Parking lot event
Ticketing
Is this a public or private event?*

PrivatePublic without ticketingPublic with ticketing
Are you serving alcohol?*

NoYes - for a public event without ticketingYes - for a public event with ticketingYes - for a private event
A la Carte Items (ALC)

Upscale your event by searching through our A la Carte items and services. Whether you need helping hands for setup/cleanup, are sourcing table linens, or just some decorative touches; our A la Carte section can reduce the DIY needs of your event. ALC items are
A la Carte
Categories:All

All

Audio & Video

Decor

Linens

Services

Packages
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Audio & Video

Upgraded Audio Package / Mixer sound system Upgraded Audio Package / Mixer sound system This package includes an audio system with 2 speakers with stands, a mixing board, 1 wireless mic and 1 wired mic, a microphone stand, and Bluetooth functionality to connect to phones or laptops. This system is recommended for large events and events with a tech-focused program. Staff written instructions also provided. (More details available upon request.)
$250



Basic Sound SystemThis package includes an audio system with basic mixing components, 2 speakers with stands, and 1 wired microphone. This system does not support wireless mics or Bluetooth. However, we provide cords for Android, iPhone, and 3.5 jack converters so you can play your phone or your laptop through the system, just not wirelessly.
$150



Theatrical LightsGo beyond our house lights with professional spotlights. Controlled by a Chamsys 10 panel, our lights are fixed but can display any color. 6 spotlights are available for Shawnee and 8 for Myaamia. Additional rules apply for this product. Can only be operated by ARCO staff or with Venue Director approval. Private events will need to hire the AV tech for a 2 hour minimum.
$300



Upgraded ProjectorRecommended for film or large projections HDMI, USB, and Bluetooth compatible
$75



Basic ProjectorNot capable of Bluetooth but great for presentations and small family functions.
$30



60" TV with mobile cartWhether you need a digital wayfinding board, an additional display for a presentation, or need a monitor for backstage, this mobile flat-screen TV is a huge convenience for many renters.
$50



Stencil for spotlightThis spotlight addition, allows you to project a graphic, logo, or monogram on the wall or floor during your event.
$150



2nd Wireless Mic Applies to upgraded system only
$30



Wired Mic & XLRWorks with basic or upgraded audio system
$10 Quantity



Tabletop mic stands (set of 2)Highly recommended for events with multiple speakers or a panel discussions
$10 Quantity



PodiumA walnut and silver podium with built in microphone holder, shelf, and document holder. Classy, modern, and a great addition to any professional event or gala.
$50



Audio & Video TechPriced per hour with a 4-hour minimum. Need someone tech savvy? Our staff will run our in-house audio, projector, TV, or lighting systems. Theatrical lighting needs could change the rate of the tech. Renter must provide a run of show and lighting details 1 month prior to event to determine if more than one technician is needed
$35 Number of Hours
Item subtotal:$0.00



Theatrical AV PackageWhether you have a tech focused event or just want to elevate the look of your event, our Customized AV Package provides a variety of items at a reduced rate. You will work with the Venue Director to mix and match items on our AV list with some items from the decor list. The total value of these items can not exceed $600, and can be limited based on availability. Typical package includes: Upgraded Audio/Mixer and Sound system (with 1 wireless and 1 wired microphone.)
$500



Decor

Gold Decor PackagePrice is per table. Includes gold square centerpiece, 8 gold plate chargers, 2 LED pillar candles, 2 LED votive candles. Items are not Replacement value = $70
$25 Quantity
Item subtotal:$0.00



Cocktail TablesHave a large or light bites event? These 32" round cocktail tables make a great addition to any event. Black, stretch linens come with each table. Up to 10 are available.
$20 Quantity
Item subtotal:$0.00



Bar CartA great addition to our in-house bar, this 80 quart black rolling bar cart with silver detailing can be used to hold ice or drinks. Highly recommended for any event with bar service. Ice not included.
$20 Quantity



Photography BackdropThis package has 3 backdrop arches with off-white covers. The arch heights are roughly 6, 7, and 8 ft tall each. Replacement value: $100.
$40



Flameless Candle PackageAdd ambiance to your event with our flameless candle package. This package includes use of 50 LED tealights and approximately 30 pillar candles or 50 taper candles. Candles have new batteries added prior to each event and additional batteries left in the event one goes out. ARCO does not allow the use of decorate live-flames so we HIGHLY recommend adding this package if you planned to have candles at your event.
$50



Gold plate chargerPriced per charger. Replacement value: $3
$1 Quantity
Item subtotal:$0.00



Holiday Decor PackageA holiday favorite at ARCO, and perfect for your office or holiday party celebration, add our pre-lit and pre-decorated 9ft Christmas tree to your event, adding that instant holiday ambiance. This green tree has various lighting options but has standard green, red, and gold decorations. You will also have 2 prelit, large holiday wreaths.
$120



Gold CenterpiecePriced per centerpiece.
$10 Quantity



PodiumA walnut and silver podium with built in microphone holder, shelf, and document holder. Classy, modern, and a great addition to any professional event or gala.
$50



Linens

Stretch Linens - RoundsLinens for our 60" round tables. These spandex linens remain loose around the bottom of the table. Black or white linens available. Linens are staged on hangers unless the Event Setup service is added to the rental package. Replacement cost: $15/linen if damaged
$10 ColorQuantity
Item subtotal:$0.00



Stretch Linens - RectanglesThese spandex tablecloths stretch to attach to each table foot on our 5ft rectangle tables. Linens are staged on hangers unless the Event Setup service is added to the rental package. Black only available. Replacement cost: $13/linen if damaged
$10 ColorQuantity
Item subtotal:$0.00



Premium Linens - RoundsThese lovely 120" linens fit our 60" round tables perfectly, falling to the floor. White polyester and blush satin are available. Linens are staged on hangers unless the Event Setup service is added to the rental package. Replacement cost: $20/linen if damaged
$15 ColorQuantity
Item subtotal:$0.00



Spandex Chair CoversPriced per chair. Up to 200 available in white or black. Renter is responsible for putting on chairs unless opting for our table and chair setup service. Replacement value: $3 per piece.
$1 QuantityColors available
Item subtotal:$0.00



Services

Event Cleaning - 1 TheatreWant to host your event and leave? Adding this service covers all cleaning requirements within your contract, including sweeping, mopping, trash removal, and table and chair removal of your theater space's main lobby and guest walking path.
$250



Table & Chair Setup - 1 theatreSetup is outside rental hours. Floorplans must be finalized 1 week prior to event. Setup for up to 150 guests; additional guests will be calculated per head.
$120



Table & Chair Setup with chair covers - 1 theatreSetup is outside rental hours. Floorplans must be finalized 1 week prior to event. Setup for up to 150 guests; additional guests will be calculated per head. ARCO staff will not setup 3rd party linens.
$200



Piano tuning - required for Myaamia Hall performancesPlan to use the Boston Grand Piano in Myaamia Hall (3rd floor)? If so, this is a required item. The piano will be tuned within 7 days of the event. For events that do not have use of the piano or choose not to have it tuned, the piano will remain locked.
$150



PhotographyPriced per hour with a 2-hour minimum. Photography needs will be discussed with Venue Director and confirmed with photographer. Digital copies only and will be confirmed through photographer
$150 Number of Hours



Audio & Video TechPriced per hour with a 4-hour minimum. Need someone tech savvy? Our staff will run our in-house audio, projector, TV, or lighting systems. Theatrical lighting needs could change the rate of the tech. Renter must provide a run of show and lighting details 1 month prior to event to determine if more than one technician is needed
$35 Number of Hours
Item subtotal:$0.00



SecurityPriced per hour with a 4-hour minimum. Armed security, capable of providing door service, parking lot checks, and guest removal, and overall venue checks
$50 Number of Hours
Item subtotal:$0.00



Bartending (Headcounts under 75pp)Priced per hour with a 2-hour minimum. One bartender for private events only. This is for bartending service only and renter is expected to provide all drink products, glassware, ice or other products needed. Bartending usually provided by Cincinnati Bartending School.
$50 Number of Hours



Bartending (Headcount over 75)Priced per hour with a 2-hour minimum. Two bartender for private events only. This is for bartending service only and renter is expected to provide all drink products, glassware, ice or other products needed. Bartending usually provided by Cincinnati Bartending School.
$80 Number of Hours



Packages

Overall AmbianceBundled package of several of our best selling items that increased ambiance your event. Includes: 10 sets of Gold Decor package, 20 additional plate chargers, podium, photography backdrop arches, 2 bar carts, 10 gold sashes, and 4 balloon column/arch bases (balloons not included).
$350



Flameless Candle PackageAdd ambiance to your event with our flameless candle package. This package includes use of 50 LED tealights and approximately 30 pillar candles or 50 taper candles. Candles have new batteries added prior to each event and additional batteries left in the event one goes out. ARCO does not allow the use of decorate live-flames so we HIGHLY recommend adding this package if you planned to have candles at your event.
$50



Gold Decor PackagePrice is per table. Includes gold square centerpiece, 8 gold plate chargers, 2 LED pillar candles, 2 LED votive candles. Items are not Replacement value = $70
$25 Quantity
Item subtotal:$0.00



Holiday Decor PackageA holiday favorite at ARCO, and perfect for your office or holiday party celebration, add our pre-lit and pre-decorated 9ft Christmas tree to your event, adding that instant holiday ambiance. This green tree has various lighting options but has standard green, red, and gold decorations. You will also have 2 prelit, large holiday wreaths.
$120



Theatrical AV PackageWhether you have a tech focused event or just want to elevate the look of your event, our Customized AV Package provides a variety of items at a reduced rate. You will work with the Venue Director to mix and match items on our AV list with some items from the decor list. The total value of these items can not exceed $600, and can be limited based on availability. Typical package includes: Upgraded Audio/Mixer and Sound system (with 1 wireless and 1 wired microphone.)
$500



Total

$0.00
Facility Fee
A la Carte fee(s)
Admin fee
Event total
Rental Notes
ARCO Ambassador - Required for Entire Venue rentals, and subject to private or public rentals over 150 guests. This feature is already added to wedding and reception-only packages.

The ARCO Ambassador takes some of the guesswork out of hosting at a DIY space. They provide assistance the day of the event and can be considered an event site coordinator. Their role can be customized per event with the approval of the Venue Director, but some examples of responsibilities can include:
- Entry/Exit - Assist in entry and exit system for renters and vendors. Will handle lockup if renter has left during the scheduled event time.
- Vendors - Assist in vendor location and logistic needs. Assists communicating with vendors during event if needed (food counts, closing lines, etc).
- Layouts - Assist and optimize event floorplan based on experience of events at ARCO.
- FAQ's - Answer facility questions for renters and guests.
- ALC - Assist with setup and issues regarding our a'la carte items.
- Guests - Assist guests to seats, through the facility, to restrooms or kitchen.
- Cleanliness - Ensure cleaning supplies are stocked and large spills in theatre are cleaned up.
- Ambiance - Adjusts lighting controls, shades, and temperature as needed.
How long do you need an ARCO Ambassador? If you have hired a caterer, we recommend starting the ambassador time 30 minutes before catering arrival.

4-hours - $2008-hours - $400
After Hours Event - ($300 and up) - Want to stay past midnight AND not clean up after your event? Adding the After Hours option is a great way to keep your event going longer. Final price will be determined by Venue Director based on time the event starts and the hours package selected.*

Yes, I would like to say after midnight! (Staff will contact you with final pricing)Nope, like Cinderella, we will be out by midnight!
What is DIY? What is provided?

ARCO is a DIY (do it yourself) space where renters are responsible for building entry, setup, event execution, teardown, cleanup, and exit without the aid of ARCO staff. Venue Fees at ARCO are for your time in the venue, use of tables and chairs, and any other general use items outlined in your contract. Add-on or A la Carte items are provided upon availability for an additional charge.
Do you acknowledge and understand that staff will not be on site for your event and the previsions stated above?*

YES
Contract, Payments, and Timeline

Contract, Payments, and Timeline

To hold your date we require:
- a signed contract,
- 50% of your Facility Fee,
- A credit card held on file for incidentals,
- Any documentation requested by the Venue Director at that time.
Remaining Timeline:
- 45 days from your event, we will contact you about A la carte items, final payments, and arrange your final walkthrough.
- 30 days from your event, all final payments are due including the remaining Facility Fee balance, A la Carte Fees, and the 10% Administrative Fee. Proof of catering liability insurance, liquor permits, and vendor agreements are also due at this time.
- Within 10 days of your event you will perform a final Walkthrough with the Venue Director. This Final Walkthrough is required for all first time renters.
- Rental requests less than 30 days from event date: All contracts created within 30 days of the event must pay all fees at the time of signing or the event date can not be held. If this questionnaire is received 7 days or less from the event date, you could be charged a $100 rush fee for expedited processing.
Do you acknowledge understand these payment stipulations?*

YES
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ARCO - Rental Inquiry

Renter Details

Event Details

Ticketing

A la Carte Items (ALC)