Performances & Non-Profits

GUIDELINES

Catering Policy – The Long Room

The Long Room permits clients to bring in their own catering services. However, any third-party caterer must provide a valid Certificate of Insurance no later than three (3) days prior to the event. This requirement does not apply to pre-packaged, shelf-stable items such as candy, chips, or canned/bottled non-alcoholic beverages.

Clients are fully responsible for the removal of all food, beverages, and catering-related items immediately following the event. Failure to do so will result in a $300 post-event cleaning fee, which will be charged to the client at the discretion of The Long Room.

A kitchen is available on-site for use at an additional $100 kitchen fee. Kitchen amenities include a stovetop with four (4) burners, two (2) ovens, a microwave, kitchen sink, dishwasher, and a large refrigerator. Access to the kitchen must be requested and confirmed in advance.

Alcohol Guidelines – The Long Room

The Long Room is licensed to serve beer and wine only. All beer and wine must be purchased through The Long Room. Outside beer or wine is not permitted on the premises under any circumstances.

All beer and wine orders must be submitted no later than two weeks prior to the event date. A $150 bartender fee will apply to any event with more than 50 guests.

While The Long Room does not provide or serve liquor/spirits, clients may apply for a one-time special event license for liquor through the Alcoholic Beverage Control (ABC) Board. This process is lengthy, and we strongly recommend submitting your application no later than one month before your event.

If a liquor license is obtained, clients must hire their own licensed bartender to serve liquor/spirits. The Long Room staff are not permitted to handle or serve any alcohol not provided by The Long Room.

ALL EVENTS using or providing liquor/spirits will automatically incur a $300.00 cleaning fee.

Equipment Policy – The Long Room

Clients are responsible for providing all necessary service items, including but not limited to glassware, dishes, utensils, chafing dishes, pans, and serving equipment. The Long Room does not supply these items, nor are we liable for any lost, stolen, or damaged property brought in by the client, their guests, or vendors.

Audio/Visual Equipment

The Long Room offers a range of audio/visual equipment available for rent, including but not limited to projectors, screens, and a professional-grade speaker system. For current rental rates and available inventory, please contact the Director of Operations directly.

Clients are welcome to provide their own audio/visual equipment at no additional charge. However, The Long Room assumes no responsibility for the setup, performance, or troubleshooting of any third-party AV equipment.

Staffing – The Long Room

The Long Room will have a Venue Manager on-site during your event. The Venue Manager is responsible solely for overseeing operations related to the venue, including the setup of in-house tables and chairs, coordinating vendor load-in and load-out, and managing any venue-specific needs.

Please note that the Venue Manager is not an event planner and should not be expected to manage or coordinate décor, catering, timeline management, or other event logistics outside of the scope of the venue. If you require additional support in these areas, we are happy to provide a list of professional event planners and coordinators we recommend.

The Long Room staff will not handle the setup or breakdown of any client-provided décor, food, beverages, or third-party items.

Event Details and Final Requirements

To ensure the success of your event, all relevant details—including catering plans, alcohol service, event layout, and audio/visual needs—must be submitted to the Venue Manager no later than 10 days prior to your event.

Final attendance numbers, Certificates of Insurance for all external vendors, any required temporary liquor license, and the final event payment must be submitted at least seven (7) days before the event date. If the expected attendance of your event changes significantly from what was originally planned at the time of signing, please let the Venue Manager know. 

Event Decor – The Long Room

All event decorations must comply with state safety codes and are subject to inspection by the City Fire Marshal.  Exit signs and emergency pathways must remain clearly visible and unobstructed at all times. 

All décor elements and displays are subject to prior written approval by The Long Room. Decorations may not be affixed to walls, floors, ceilings, windows, or other surfaces using nails, push pins, staples, tape, adhesives, or any other method that may cause damage. Rigging of any kind is strictly prohibited.

The following items are not permitted under any circumstances:

• Confetti or glitter

• Smoke or fog machines

• Cold sparklers or sparklers

• Dance floor wraps

• Open flame candles, including lavalier candles

• Any other item that may pose a risk to guests or cause damage to the venue

Clients are responsible for ensuring that all decorations and installation methods are fully compliant with these policies.

All event decorations and outside equipment must be loaded out of The Long Room by the end of breakdown time.