Room Reservation Form

Thank you for your interest!

Room reservations are primarily available to current members of The Alcove. Public requests may be considered on a case-by-case basis.

We encourage you to consider becoming a member to gain regular access to our spaces and community!

If you have questions about membership or believe your situation warrants special consideration, please contact us at info@alcoveri.org or 401-443-3347.

Please note: Rooms are available to reserve during our regular business hours.

 Pricing

 

Room	Capacity	Standard Hourly Rate	Member Hourly Rate
Board Room	8-10	$75.00	$37.50
Book Club Room	15-20	$150.00	$75.00
Patio	15-20	$100.00	$50.00
Portrait Gallery	40-50	$200.00	$100.00
Terrace	16-20	$100.00	$50.00

 

Policies

• Additional fees may apply for catering or cleaning services

• Outdoor spaces are available seasonally (typically May–October) and are weather-dependent. For the safety of all attendees and staff, The Alcove reserves the right to relocate outdoor events to an indoor space at no additional cost. No refunds will be issued for events moved indoors due to inclement weather or other unforeseen circumstances.

• For group events, all food brought into The Alcove must be prepared in a commercial kitchen, licensed food preparation facility, or be commercially packaged. Homemade food is not permitted for group consumption.

• Personal snacks and non-alcoholic beverages for individual consumption are permitted at any time.

• The Alcove maintains a list of recommended local caterers and delivery services. This list is available upon request at info@alcoveri.org.

• If you plan to have food delivered to your event, you must notify The Alcove in advance with details including the delivery service, estimated arrival time, and your contact information.

• The Alcove is not responsible for missed deliveries, coordination issues, or any problems that may arise with outside food service. We recommend communicating directly with your food provider and planning to be onsite to ensure timely delivery.

Please carefully review the details and capabilities of each space before making your selection.

Note: Charging admission or selling products/services requires prior written approval from The Alcove staff. Please provide details about:

• What will be sold or what admission will be charged
• How this supports your work or organization

Reservation Agreement

By submitting this form, I acknowledge and agree to the following:

• I have read and agree to comply with the Room Reseration Policy.
• I understand and accept the following:
  • Representative Presence: For member reservations, a member of The Alcove must be present for the duration of the event. For nonprofit reservations, a designated nonprofit representative must be present for the duration of the event.
  • Payment to Confirm: My reservation is not confirmed until full payment is received via the payment link sent after approval.
  • Payment Deadline: I must complete payment within 48 hours of receiving the payment link or my reservation may be released.
  • Date Change: I may request one date change at no cost with at least 24 hours notice, subject to availability.
  • Cancellation Policy: Cancellations made less than 24 hours in advance result in forfeiture of full payment.
  • No-Show Policy: Failure to appear for my reservation results in forfeiture of full payment.
  • Setup Responsibility: I am responsible for setting up and arranging the room for my reservation.
  • Room Condition: I am responsible for leaving the room clean and in its original condition.
  • Damage: I am financially responsible for any damage to facilities or equipment during my reservation.
  • Code of Conduct: My event and all attendees must comply with The Alcove's Code of Conduct.
  • Right of Entry: The Alcove staff may enter the room at any time during my reservation.
  • Alcohol Policy: I understand that alcoholic beverages are generally not permitted, but staff may approve limited alcohol-based events with certified bartender service at its sole discretion.
  • Fees and Sales: Charging admission or selling products/services requires prior written approval from The Alcove staff.
  • Cancellation Policy: The Alcove reserves the right to cancel reservations for emergencies, policy violations, or facility needs.
  • Weather Policy (for outdoor space reservations): I understand that outdoor events may be relocated indoors due to weather, and no refunds will be provided for weather-related changes.
  • Food Policy: I understand that all food brought in for group consumption must be prepared in a commercial kitchen or be commercially packaged. I am responsible for coordination, delivery, and setup of the food on the day of my reservation. I do not hold The Alcove responsible for any food delivery or coordination issues that may arise.

Liability and Indemnification

I agree to the following:

1. Release of Liability: I release The Alcove, its board members, staff, volunteers, and agents from liability for injuries, damages, or losses that occur during my event, except in cases of gross negligence or willful misconduct by The Alcove.
2. Indemnification: I agree to indemnify and hold harmless The Alcove from any claims, damages, losses, or expenses (including legal fees) arising from my use of the facilities, the conduct of event attendees, or any violation of this agreement.
3. Damage Responsibility: I agree to pay for any damage to The Alcove property, furniture, or equipment caused during my event. The Alcove will provide an itemized invoice for repairs or replacement.
4. Compliance: I will ensure my event complies with all applicable federal, state, and local laws.