BEFORE YOU SIGN: THE QUESTIONS

1. When can I see the rooms? Do I need an appointment?
2. How do I check availability?
3. How many guests can your rooms accommodate?
4. What are the prices?
5. How long do we get the room?
6. What do you provide?
7. Can I use my own caterer? Can I bring my own alcohol?
8. Do I need to hire a licensed bartender?
9. Can I cook inside the warming kitchen or the event room itself?
10. How do I reserve a date?
11. What forms of payment do you accept?
12. What is your cancellation policy?
13. What if I need to switch dates?

AFTER YOU SIGN: THE QUESTIONS

1. When is the remaining balance and the damage deposit due?
2. Do I need to buy event insurance?
3. What is your rehearsal policy?
4. What kind of decorations do you allow?
5. Do you clean up after our event?
6. Do you provide security for events?
7. When can my vendors deliver items to my event?
8. Can we set up the night before if there are no events?

AFTER THE EVENT: THE QUESTIONS

1. When will I get my damage deposit refund?

 

BEFORE YOU SIGN: THE ANSWERS

1. When can I see the rooms? Do I need an appointment?
Open Viewing Hours
Monday through Friday: 10am until 4pm
Saturdays: 10am until 2pm.

No appointments are necessary. When you arrive, you're free to tour the rooms on your own or stop by the leasing office for a guided tour.

2. How do I check availability?
We don't post our event calendars publicly, but you can call (502-895-3650) or visit http://mellwoodartcenter.com/check-your-date-request.html

3. How many guests can your rooms accommodate?
(Seating capacities are listed below)
100 or less: The Monet Room
100-150: The Monet Room
150-200: The Monet Room (if reception only or ceremony & reception don't need to be separated)
              The Picasso Room (if separate spaces for ceremony & reception are desired)
              The Van Gogh Room
200-325: The Picasso Room OR
              The Van Gogh Room
325 and up: The Van Gogh Room

4. What are the prices?
The Monet Room: $1395 (plus a $350 refundable damage deposit)
The Picasso Room: $2995 (plus a $500 refundable damage deposit)
The Van Gogh Room: $3950 (plus a $500 refundable damage deposit)

For off-peak rates.

THE PICASSO EVENT ROOM No. 1
1st QUARTER OFF-PEAK: $2200, plus $500 damage deposit (rate applies to Fridays & Sundays in January, February, and March only)
MON-THU OFF-PEAK: $400, 4-hr. block (multiple blocks can be rented between 8am-4pm); $1500, all-day rental (8am-2am), plus a $500 damage deposit

THE MONET EVENT ROOM No. 2 
1st QUARTER OFF-PEAK: $995, plus $350 damage deposit (rate applies to Fridays & Sundays in January, February, and March only)
MON-THU OFF-PEAK: $300, 4-hr. block (multiple blocks can be rented between 8am-4pm); $600, all-day rental (8am-2am), plus a $350 damage deposit

THE VAN GOGH EVENT ROOM No. 3
1st QUARTER OFF-PEAK: $3295, plus $500 damage deposit (rate applies to Fridays & Sundays in January, February, and March only)
MON-THU OFF-PEAK: $600, 4-hr. block (multiple blocks can be rented between 8am-4pm); $2100, all-day rental (8am-2am), plus a $500 damage deposit

5. How long do we get the room?
The Monet, Picasso, and Van Gogh Room rentals last from 8am until 2am.

6. What do you provide?
With each The Monet, Picasso, and Van Gogh Rooms, we provide the tables and chairs, a warming kitchen, dressing room, and an event facilitator. We set up the tables and chairs according to how you'd like them arranged for your event and we take those down once your rental is over. The event facilitator is a Mellwood representative who is available if you need assistance with the room during your rental.

7. Can I use my own caterer? Can I bring my own alcohol?
Yes to both! We don't charge any fees for either. What you want to serve your guests is fine with us.

8. Do I need to hire a licensed bartender?
Only if you'd like to hire one for peace of mind. However, if you're serving a little beer/wine with the food, a trustworthy and responsible friend or family member can volunteer to dispense them with the meal.

9. Can I cook inside the warming kitchen or the event room itself?
No, because our warming kitchens aren't equipped with the proper ventilation system that would allow you to do that.

10. How do I reserve a date?
To book a date and take it off the market for you, we require a 50% deposit. This is a non-refundable, non-transferable payment. We'll also have you sign a contract when you come to pay as well.

11. What forms of payment do you accept?
We accept card, cash, check, and money order. (NOTE: With all card payments, we charge a 3% convenience fee.)

12. What is your cancellation policy?
Once you purchase the event date, it is taken off the market. Your event date cannot be changed without forfeiting the amount paid at signing.

13. What if I need to switch dates?
The half-deposit that reserves the room for you is also non-transferable. In order to book another date, you'll forfeit the original half-deposit and will need to put down another half-deposit on the new date.

 

AFTER YOU SIGN: THE ANSWERS


1. When is the remaining balance and the damage deposit due?
Both are due 60 days before the event. There are no late fees for paying later than this, but we like to get the ball rolling toward wrapping up the last bits of business well before your event so you can have time for other aspects of your event.

2. Do I need to buy event insurance?
Yes, you do. We require all events to have this or else we don't allow them use of our facilities. We have you purchase this insurance from companies that are acceptable to Mellwood, due to convenience and price. We refer our events to both RV Nuccio & Associates as well as EventHelper.com for their policies.

3. What is your rehearsal policy?
We have three options:
1) Rehearse during our Open Viewing Hours on a day with no event being held in your room (free of charge)
2) Rehearse after our Open Viewing Hours OUTSIDE THE EVENT ROOM on the sidewalk as long as that area is not being used; if there's inclement weather and the Pigment Gallery is not being used for an event, please use this for a short rehearsal (free of charge)
3) Rent the room for two hours (4pm-6pm OR 5pm-7pm) after Open Viewing Hours while no events are being held in your room ($200 for Picasso & Monet; $400 for Van Gogh)

4. What kind of decorations do you allow?
RICE and BUBBLES are not permitted to be used inside or outside the event room, due to the cleanup involved and/or the safety hazards presented. SILK ROSE PETALS are permitted as long as they are swept up by 2am. COLD SPARKLERS are also permitted outside 25 ft. and away from the building and any nearby cars.

CANDLES: We allow you to use tea lights and votives. The only other open flame you're permitted to use would be a Sterno can for a chafing dish.

5. Do you clean up after our event?
We provide the trash cans and trash bags, but you're responsible for what you bring to Mellwood and cleaning it up by 2am (or the end of your rental). Dumpsters are located outside near the event rooms. You don't have to worry about the tables and chairs, though. As long as you spot clean any major spills and pick up a majority of the loose trash, you'll receive your full damage deposit refund.

6. Do you provide security for events?
No, but we allow you to hire your own if you so desire.

7. When can my vendors deliver items to my event?
They can only be delivered during your rental. We are not responsible for these items.

8. Can we set up the night before if there are no events?
No, you cannot.

 

AFTER THE EVENT: THE ANSWERS

1. When will I get my damage deposit refund?
Within 60 days after your event. We send the refund requests for the previous month to the downtown office during the first week of each new month. The downtown office gets those in the mail within the month. If you paid the deposit by check, we will send it to the address on the check as opposed to the lease contract.