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Art Gallery Events
© 2015 READING ART WORKS | 715 CLINTON STREET, READING, PA | 610-236-0680 | READINGARTWORKS@COMCAST.NET
DO I HAVE TO USE A CATERER FROM YOUR QUALIFIED VENDOR LIST?
Yes. you must use RAW's approved qualified caterers who are experienced working at RAW, which makes for a smooth event and both provide a day of coordinator included in their packages. All RAW's preferred caterers, must have insurance, a valid food license and have signed RAW’s Food Service Management Agreement outlining RAW fees and polices to work in the building. Additionally, all caterers shall have proof of insurance and evidence of said coverage in the form of a verified copy of the policy showing that RAW has been added as an additional insured to the policy and must post a $1,000 refundable security deposit.
Why is catering an event at RAW more expensive than a restaurant?
Regardless of how creative we may be, it’s not possible to cater a party at a venue for less money than a restaurant would. Remember a restaurant is open several days a week and has all of the resources there already. Plus, the RAW experience is more of a unique one that your guests will remember for a long time to come whereas restaurants basically provide a similar experience for all. Essentially our caterer must create a restaurant for you, for one meal, one time.
Besides having bonafide chefs working for our catering partners, just like a restaurant, along with wait staff and bartenders, when they come to RAW, they plot routes to get to your party, figure in travel time and the effect of rush hour traffic, and maintain a fleet of vehicles plus varied rental equipment. None of these costs are part of the restaurant scene. Although restaurants and caterers both feed guests, our businesses are quite different.
On the other hand we won’t hustle you out because we want to seat someone else at your table! A Reading Art Works event is custom to your needs in a way a restaurant dinner never can be. Think of it like this - at Reading Art Works you have a private restaurant all to yourself. That’s something you don’t get just anywhere.
MAY WE PROVIDE OUR OWN ALCOHOL AT OUR EVENT?
Yes, BYBO alcohol is permitted at your RAW event. You have 2 options. For a more affordable choice, you can purchase and bring your own alcohol, however you must use licensed insured bartenders from an approved caterer or vendor with the proper insurance. Or, if you just don’t want to be bothered, a few of our qualified caterers offer a convenient, full service liquor package. In either case, our qualified caterers can provide you with all of the necessary bar supplies, mixers, bartenders, additional liquor liability insurance, etc. and they will chill and serve your alcohol. Our policy is to limit bar service to five hours maximum with the bar closing ½ hour before the event ends. We reserve the right to restrict service of alcohol for any reason at any time we deem necessary. No kegs or shots are allowed. All alcohol must be distributed and served only by the caterer’s bartenders that must be RAMP certified and TIP trained. If you choose to bring your own alcohol you must provide RAW with a certificate of insurance for Host Liquor Liability coverage of one million dollars and evidence of said coverage shall be in the form of a Certificate of Insurance verifying that the venue has been added as an additional insured to the policy. You can acquire this policy through any 3rd party vendor – approximate cost is $175. You must sign an Assumption of Risk, Release of Claims and Hold Harmless Agreement. This Insurance and fee does not apply if you use a qualified licensed vendor with a license to serve liquor package and insurance.
WHAT DEPOSIT IS NECESSARY?
Two separate deposits and contracts are required for events at RAW. The first contract is with the venue-Reading Art Works for the rental of the space in the facility. The deposit for RAW’s contract is 50% of the rental cost. Your deposit holds your date and is non-refundable. A separate refundable security deposit of $1,000 is due 60 days before your event . This deposit will be refunded to you within 45 days following your event if no damage or additional fees incurred. The second contract is with your selected catering vendor and this contract is for all food, beverage, service staff, linens, glassware, and equipment. The deposit for the catering contract is typically 30% of total invoice. The balance of your catering contract is due as required by contract. Upon receipt of both deposits and signed contracts from all parties guarantees your date. See caterers policy on refunds.
WHAT ARE THE RULES FOR DECORATING?
Whether you do it yourself or hire our in-house decor person, there are important things to remember when decorating in our historical building. Anything hanging from the ceiling must be approved by RAW and you must hire our in-house decor professional who has the required insurance. All floral arrangements and décor must be assembled prior to bringing it into the building. RAW is not to be used as a workshop for either you or any of your vendors. Decorating can be done the day of the event three hours before the event starts unless you book the day before for a three hour setup. Access to the building prior to the day of the event incurs additional fee. Candles are permitted in the loft in a glass votives, no open flames or floating candles are permitted during your event. There is absolutely no send offs, birdseeds, sparklers, glitter or confetti allowed in or outside the building. See event rules for a detailed description.
HOW LONG IS THE RENTAL OF RAW?
The rental of RAW is for the specific time period encompassing as stated on your RAW rental contract. Your facility rental on the day of your event includes 2 hours for caterers set-up for décor, 4 hours of event time and 1 hour of clean-up at the end of the event. No deliveries or set-up may be done prior to the stated period. All equipment rentals, personal items, and other vendor(s) materials must be removed at the end of the stated period.
HOW LATE CAN MY EVENT RUN?
Your event can run as late as 10:00 pm. Each event is contracted for 5 hours of event time. However, you may add additional event time above the four hours in your contract at current rate card. Holidays and Holiday weekends are charged a flat fee of $2,000 for added labor costs added to standard rate card fees.
CAN WE SMOKE AT OR INSIDE OF RAW?
No. There is no smoking or vaping inside RAW. You may smoke in designated outside area only near the front entrance of the building.
CAN WE HAVE OUR WEDDING CEREMONY AND RECEPTION AT RAW?
Absolutely. If the numbers are right….If your guest list is under 175, we can accommodate both your ceremony and reception in various flexible spaces and configurations.
WHAT TIME CAN WE GET IN TO DECORATE FOR OUR EVENT?
On the day of your event, you will have building access to begin set up two hours before the contracted start time. Decorating can be done the day of the event two hours before the event starts. Access to the building prior to the day of the event incurs additional fees if available.
DO YOU HAVE AMPLE PARKING?
Yes, we do. RAW has approximately 64 parking spaces for your guests and it is secure and free. Overflow vehicles can easily be accommodated on the street.
CAN WE HOLD OUR REHEARSAL WALK THROUGH THE NIGHT BEFORE AT RAW?
Typically this is not a problem but again, it depends on other activities in the building. Again, there is an additional charge for access to the building for a rehearsal. Rehearsal are for one hour from 3:00pm to 4:00pm or 4:00pm to 5:00pm.
IS THERE AN ELEVATOR?
No, We do not have an elevator.
ARE TABLES AND CHAIRS INCLUDED IN THE RENTAL FEE?
No, however RAW has on site tables and white padded folding chairs available for a small fee. All special rentals requested must be arranged by RAW.
DOES READING ART WORKS HAVE SMALLER SPACES AVAILABLE FOR SOCIAL EVENT RENTALS?
Yes, RAW offers additional rental spaces such as an on-site Gallery space and Studio # 5. Please request rates online via our form.