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Rental Guidelines

Please feel free to submit a proposal and we will get back to you regarding the feasibility of your request. Thank you for your patience and understanding!

Albany Barn Inc prioritizes events with primary purposes in furthering the professional and artistic development of the creatives behind them, including artists, makers, entrepreneurs, and small business owners in the visual, performing, fine, literary, decorative, wearable, and aesthetic arts.  Examples of this include, but are not limited to, a theatrical performance held by a theater collective, a fashion show put on by a fashion designer, or a visual art pop-up exhibition curated by (an) individual artist(s).  Events that do not fall under this umbrella will be considered on a very limited basis and may be subject to additional review by ABI staff & Board of Directors.
Additionally, Albany Barn Inc. is a 501c3 organization that must follow specific parameters designated by the IRS in order to operate.  “Under the Internal Revenue Code, all section 501(c)(3) organizations are absolutely prohibited from directly or indirectly participating in, or intervening in, any political campaign on behalf of (or in opposition to) any candidate for elective public office.” Please review these parameters before submitting your Event Rental request.
Thank you for understanding and please reach out to us should you have questions or concerns. 


Albany Barn, Inc. offers great space for your event from small group meetings, rehearsals, and workshops, to mixers, staff/client appreciation events, and fundraisers! We can accommodate your group from 3-300.  Rental fees vary based on the size, purpose, and date of your event.
No event requests are considered final without an Event Rental Contract signed by Albany Barn Inc. staff.  The following steps must be completed in order for an event to be considered finalized and booked.  
To receive an accurate quote for an event or program rental, follow the guidelines below:

  • You must make an appointment with staff if you need to see the space, make a payment, or sign a contract. 

FAILURE TO COMPLY WITH ANY AND ALL GUIDELINES LISTED MAY RESULT IN CANCELLATION OF THE EVENT AT THE DISCRETION OF ALBANY BARN, INC

DOWNLOAD FULL GUIDELINES HERE

FULL GUIDELINES DOC

Definitions

  • Event Space Rental Licensee is the contract signer individual or organization who holds the event space rental contract in their name. 
  • Premises is any facility under Albany Barn, Inc. and/or Electric City Barn, Inc. which includes:
    • Albany Barn with address 56 Second Street, Albany, NY 12210,
    • Electric City Barn with address 400 Craig Street, Schenectady, NY 12307, and
    • Artistry Studios with address 826.5 Eastern Avenue, Schenectady, NY 12307
  • Licensor is considered Albany Barn, Inc. and/or Electric City Barn, Inc. 

 

General Guidelines   

    • Albany Barn Inc.’s mission is that Albany Barn, Inc. is dedicated to developing the infrastructure and culture necessary to sustain a vibrant and equitable creative economy in the communities we serve.
      • Albany Barn, Inc. prioritizes events with primary purposes in furthering the professional and artistic development of the creatives behind them, including (but not limited to) artists, makers, creatives, entrepreneurs, and small business owners in the visual, performing (music/dance), fine, applied, literary, decorative, wearable, film/photography, sculpture, architecture, folk, video game/digital, and aesthetic arts. Albany Barn, Inc. does not support the sole use of AI technology for artistic purposes. 
      • Examples of this include, but are not limited to, a theatrical performance held by a theater collective, a fashion show put on by a fashion designer, or a visual art pop-up exhibition curated by (an) individual artist(s). 
      • Events that do not fall under this umbrella will be considered on a very limited basis and may be subject to additional review by ABI staff & Board of Directors.
    • Albany Barn, Inc. is a 501c3 organization that must follow specific parameters designated by the IRS in order to operate. This includes: “Under the Internal Revenue Code, all section 501(c)(3) organizations are absolutely prohibited from directly or indirectly participating in, or intervening in, any political campaign on behalf of (or in opposition to) any candidate for elective public office.” 
    • Event Space Rental Proposals must be submitted no less than 60 days prior to the proposed event date.  Proposals submitted with less than 30 days notice will be evaluated on a case by case basis. If the Event Space Rental goes under contract less than 30 days prior to the event date, a rush fee of 25% of the total event fee will be added.
    • Proposals submitted with less than 30 days notice will be evaluated on a case by case basis. and, if approved, are subject to a rush fee.  
  • The event must go under contract within 30 days of the proposal being submitted & approved by Albany Barn, Inc. staff.  If a contract is not signed within 30 days, a new proposal must be submitted with updated event details.
  • Event Space Rental Licensee contract signer must be present for the entirety of the rental timeframe unless an exception is granted by Albany Barn Inc. staff.
  • You may be required to obtain general liability insurance for your event that meets the minimum requirements set forth by Albany Barn, Inc.  
    • Insurance is mandatory if your event includes dance performances, musical performances, or is a showcase/variety show in nature.  Also, any events using stages at our facilities’ premises must provide insurance. 
    • Proof of insurance, including a certificate naming Albany Barn, Inc. as additional insured is due no less than 7 business days prior to your event.
  • For events catering to persons under the age of 21, or events featuring flexible entry times, no outside food or drink (brought in by individual guests) will be permitted. 
  • For events where alcohol will be served or sold an NYS SLA Permit application must be obtained and submitted for approval no less than 60 days prior to the event. Proof of permit must be provided and properly displayed no less than 7 days prior to service or sale of any alcoholic beverages.  If alcohol is found during an event that does not have a permit from the SLA, the event will be shut down immediately and no refund will be given to the  Event Space Rental Licensee contract signer. 
  • All public marketing/promotional materials, including but not limited to fliers and social media event listings, must be approved in writing by Albany Barn, Inc. before being circulated publicly, and are not to be circulated until an event space rental contract is signed by both parties.  Failure to have marketing approved, or marketing an event without a signed contract, will result in a fee at the discretion of Albany Barn, Inc. staff. 
  • Albany Barn, Inc. reserves the right to distribute or display internal marketing material at your event, table at the door to greet guests, discuss Albany Barn, Inc., and to ensure all admittance protocols are adhered to. 
  • A non-refundable deposit of 50% of the total rental fee is required upon contract signing (no less than 30 days prior to the event date). Remaining payment is due a minimum of 7 business days prior to your event.  Failure to submit final payment 7 days before your event may result in cancellation of your event at the discretion of Albany Barn Inc. staff.  Should the space rental be canceled by the licensee, the non-refundable deposit of 50% will be forfeited, any additional payments outside of this deposit will be available for refund until 60 days prior to the event space rental date, at that time, all payments will be forfeited. 
  • A final logistics meeting at the facility is required by 7 days prior to your event. If an event requires security personnel or alcohol will be served, a security lead will also be required to attend the logistics meeting.
  • Any and all remaining paperwork must be submitted no less than 7 days prior to the event date.
  • A copy of a valid credit card (must have name printed on card) will be taken upon signing of the final contract and will be charged in the case of damages to Albany Barn, Inc.  property that are incurred during the event.
  • Albany Barn, Inc. reserves the right to request a guest list 24 hours prior to your event and to deny ticketing at the door.
  • Within one (1) day after the conclusion of the event, the Event Space Rental Licensee contract signer shall, at their own expense, remove all Event Space Rental property placed at the premises by or through the the Event Space Rental Licensee contract signer and restore the premises to as good a condition as they received same, loss or damage by fire and ordinary wear and tear from reasonable use excepted.  Should the Event Space Rental Licensee contract signer fail to remove the property as provided for in this paragraph, Albany Barn, Inc. is permitted to remove the property from the premises and take any and all actions to store or otherwise dispose of the same.  The Event Space Rental Licensee contract signer shall not remove from the premises any item or property that does not belong to them, including, but not limited to, any of Albany Barn, Inc.’s property.  The Event Space Rental Licensee contract signer shall immediately inform Albany Barn, Inc. of any loss of or damage to the premises or Albany Barn, inc.’s property or any other property at the premises. Failure to clean up the Event Space Rental property after the rental timeframe, will result in a fee at the discretion of Albany Barn, Inc. staff. 
  • Event Space Rental Proposals will be reviewed by Albany Barn, Inc. staff for completeness and feasibility. Proposal ideas are not restricted to the definitions in the guidelines paperwork but are also not guaranteed. 

 

  • Event Space Rental Licensee may not:
    • Move or remove any furniture fixtures, artwork, merchandise, or installations not previously discussed in the event planning process
    • Enter or utilize areas not specifically outlined in their contract without prior permission from staff (2nd floor, backstage area, studios, kitchen, residence area, etc.)
    • Cover or otherwise block access to office, studio, and shop doors, emergency equipment (including extinguisher, sprinklers, pull alarms, smoke detectors, and emergency lighting), accessibility entrances, stairs, or emergency exit routes.
    • Cover, move or remove studio signage, including room numbers and business advertisements. 
    • Prop doors open for access unless there is a door attendant present at all times. 
    • Alter lighting without staff assistance (there must be at least some lighting while guests are on-site).  If the licensee requires special lighting assistance, Albany Barn, Inc. staff can assist in coordinating with an outside lighting designer.
    • Tape or affix items directly to the walls or furnishings using anything other than blue painter’s tape without permission from Albany Barn, Inc. staff. Items may not be attached to emergency equipment (including extinguisher, sprinklers, pull alarms, smoke detectors, and emergency lighting). 
    • Affix anything to the building or building fixtures, railings or steel cables without permission from Albany Barn, Inc. staff.
    • Bring in live animals or inflatable bounce houses. 
    • Use recreational electric or motorized vehicles (including but not limited to e-bikes, e-scooters, and hoverboards). Electric or motorized devices used for mobility accessibility are permitted. 
    • Use recreational wheeled devices while on the premises (including but not limited to bicycles, scooters, roller blades, roller skates, heelys and skateboards). 
    • Allow anyone under the age of 18 to be left unattended/out of sight of responsible and coherent adults. A responsible adult is someone over the age of 18 who takes accountability for the actions of the youth/minor(s) under their watch.
    • Use amplification devices (like a speaker) to play music or microphones past 10:00 PM
    • Continue their event timeframe past 10:00 PM without prior permission from Albany Barn, Inc. Staff
    • Smoke or vape indoors or within 30 feet of any building entrance.
    • Allow guests to congregate outside of residences. 
    • Park in the building lot without express permission and advanced discussion with Albany Barn, Inc. staff. This may result in cars being ticketed or towed at the owner’s expense.
    • Touch, use, or handle equipment on the premises without prior authorization. 
    • Utilize additional chairs and tables without receiving permission from Albany Barn, Inc. staff.  
    • Leave ceremonial candles or cold sparkler machines (including the lighters or matches) unattended and must be discussed with Albany Barn, Inc. staff at contract signing. Fireworks, lit sparklers, or decorative lit flammable candles are prohibited. 
    • Cancel last minute (within 14 Days before the event) or failure to appear during the rental period. After multiple occurrences of these actions, further rentals may be declined. Any cancellation by the Licensee at any time forfeits the 50% non-refundable deposit. Any event space rental canceled by the Licensee less than 60 days prior to the event date will result in forfeiture of any fees paid. A no-show fee will be assessed for any Licensee that cancels within 14 days of the event date. 

 

Food & Drink Guidelines

  • Event Licensee may not:
    • Sell or serve food if your event is open to the general public that is not pre-packaged or prepared by a licensed/inspected and insured caterer.  A copy of an insurance certificate from the caterer listing Albany Barn, Inc. as additional insured will be required. Please provide a copy of the paperwork prior to the event and also display a copy of this paperwork.
    • Cook with open flame, use deep fat fryers, smokers, or any other equipment which emits smoke or requires ventilation.
    • Licenced and insured caterers may use sternos (canned heat/chafing fuel) but must attend to them at all times. 
    • Serve or sell alcohol without a NYS SLA Permit obtained prior to the event.  A NYS SLA Permit must be obtained and submitted for approval no less than 60 days prior to the event.
      • Proof of permit must be provided and properly displayed prior to service or sale of any alcoholic beverages.  
      • If alcohol is found during an event that does not have a permit from the SLA, the event will be shut down immediately and no refund will be given to the Event Space Rental Licensee contract signer.  
      • A copy of an insurance certificate listing Albany Barn, Inc. as additional insured will be required for service or sale of alcohol.
    • Leave a food waste mess behind after their event. They will be responsible for disposing of any food waste mess at the specific trash receptacles available at the site. 

 

Premises Facility Specific Guidelines

  • Albany Barn (56 Second Street, Albany, NY 12210) Specific Guidelines
  • All Space Rentals at Albany Barn will be considered non-exclusive. Non-Exclusive means Artists-in-Residence are allowed to work among their space in the building during the space rental timeframe.
      • Licensed and insured security may be required at the discretion of Albany Barn, Inc. for any event with more than 75 attendees.  If security is requested and cannot be obtained, event attendance will be capped at 75 guests.
      • All types of Event Space Rentals listed in this paperwork are available to be held at Albany Barn. Please see these definitions at the end of this paperwork.
  • Electric City Barn (400 Craig Street, Schenectady, NY 12307) Specific Guidelines
      • All Space Rentals at Electric City Barn will be considered non-exclusive. Non-Exclusive means members are allowed to work among the building during the space rental timeframe. 
      • The only space rentals available are meetings, rehearsals, workshops, film screening/presentation, maker/artisan/vendor fairs, and pop-up exhibitions. Please see these definitions at the end of this paperwork. 
      • There are no workshops, meetings, film screening/presentation, and pop-up exhibitions space rentals available on Sundays. Rehearsals are available on Sundays but the parking lot will not be available. 
  • Artistry Studios (826.5 Eastern Avenue, Schenectady, NY 12307) Specific Guidelines
  • All Space Rentals at Artistry Studios will be considered non-exclusive. Non-Exclusive means Artists-in-Residence are allowed to work among their space in the building during the space rental timeframe.
    • The only space rentals available are meetings, rehearsals, workshops, small/intimate performances, film screening/presentation, and pop-up exhibition.  Please see these definitions at the end of this paperwork.

 

Live Music Requirements

  • Licensed and insured security will be required if your event features more than 1 performer/group.  License and insurance certificates must be submitted to Albany Barn, Inc. staff no less than 7 days prior to your event.
  • You are required to obtain general liability insurance for your event that meets the minimum requirements set forth by Albany Barn, Inc.  Proof of insurance, including a certificate naming Albany Barn, Inc. as additional insured, must be submitted to Albany Barn, Inc. staff no less than 7 days prior to your event. 
  • An Event Space Rental Licensee staff person/volunteer must be posted at the front door throughout the entirety of the event, along with security personnel. Event Space Rental Licensee contract signer must be present for the entirety of the rental timeframe unless an exception is granted by Albany Barn Inc. staff.
  • Live music performance must end by 10:00 PM, no exceptions.
  • A final logistics meeting on site is required no less than 7 days prior to your event.  The meeting must be attended by the Event Space Rental Licensee contract signer and a representative of the security team.  Albany Barn, Inc. staff recommends that any staff/volunteers of the Event Space Rental Licensee contract signer that will be working the event be in attendance. 
  • For events with pre-sale tickets, an estimated head count must be submitted to Albany Barn, Inc. 24 hours prior to the event. Albany Barn, Inc. staff reserves the right to request a guest list 24 hours prior to your event and to deny ticketing at the door.
  • Event Space Rental Licensee must arrive during their contracted timeframe for set-up, event time, and clean-up. If timeframe is not followed, additional fees may be placed on the event space rental. 
  • Failure to appear for the event space rental timeframe will result in a no-show fee charged to the credit card on file. 

 

Event Space Rental Types Definition: 

    • Pop-Up Exhibitions: a temporary, short-term art, or creative themed display held with private or promotional goals. Use of Albany Barn, Inc. designated gallery spaces are not available. Use of easels or pop-up exhibition walls may be available depending on the needs of the event. The maximum number of attendees is based on the facility and the expected setup. 
    • Maker/Artisan/Vendor Fairs: usually a curated (or juried) event where local artists, makers, crafters, and creatives sell their handmade goods and wares usually in the form of secured table or booth space. This also may include vendor fairs with the goals of education around different resources, businesses, or community events. The maximum number of 6ft table spaces at Albany Barn is 20. The maximum number of 6ft table space at Electric City Barn is 10.
    • Film Screening/Presentation: a display of a film or presentation on a subject, usually a portion being locally made, often featuring special or early showings of the film for feedback or sharing a presentation for educational reasons. Sometimes this is accompanied by Q&A, feedback, or discussions about the film/presentation. These could be public or test screenings for invited guests with private or promotional goals. The maximum number of cumulative attendees at Electric City Barn is 60.  The maximum number of cumulative attendees at Artistry Studios is 40. The maximum number of cumulative attendees at Albany Barn is 80. 
    • Gala/Special Event: A gala is a festive, usually formal public celebration, often a fundraiser. They often feature performances, other live entertainment, usually a meal, and dancing. Special events can take the form of galas or other versions of a gala. Special Event fundraisers can also include live auctions or other live fundraising entertainment. The maximum number of cumulative attendees at Albany Barn is 460.
  • Performances
    • Small/Intimate Performance: A small-scale show designed to foster a direct, emotional connection between the performers and the attendees. This may include acoustic sets, stripped-back arrangements, or unique versions of the performance. The maximum number of cumulative attendees at Artistry Studios is 40. The maximum number of cumulative attendees at Albany Barn is 50. 
    • Large/Showcase Performance: A large performance may include a solo performance or multiple performers sharing a stage. A showcase can be a specially curated event with multiple performances as part of the event. A showcase is designed to highlight the talents of performing artists like dancers, singers, poets, improv, comedians, or other performing artists. Both a large performance or showcase are often ticketed events for the public or invited guests with private or promotional goals. The maximum number of cumulative attendees at Albany Barn is 460.
  • Meeting:  an assembly of individuals focused on discussion and/or decision making around a certain topic or area of focus. The maximum number of cumulative attendees at Electric City Barn and Artistry Studios is 40. The maximum number of cumulative attendees at Albany Barn is 60. 
    • Meetings hosted by Albany Barn, Inc. Members under 5 people and under 2 hours do not need reservations but space is not considered secured. Members cannot combine efforts with other Members in order to increase the meeting size. Meetings over 5 people or 2 hours would follow space rental guidelines. 
  • Rehearsal: a private, repetitive practice session with a consistent set group of individuals in preparation for public performances or for the development of a performing arts technique and skill in a particular field. The maximum number of cumulative attendees for rehearsals is 20. 
  • Workshop: a typically brief intensive educational program for a relatively small group of people that focuses especially on techniques and skills in a particular field.  The maximum number of cumulative attendees at Electric City Barn is 40.  The maximum number of cumulative attendees at Artistry Studios is 20. The maximum number of cumulative attendees at Albany Barn is 60. 
  • Other Event Space Rental Types may be available at the discretion of the Albany Barn, Inc. staff. 

 

FAILURE TO COMPLY WITH ANY AND ALL GUIDELINES LISTED, WHETHER PRIOR TO OR DURING YOUR EVENT, MAY RESULT IN CANCELLATION OF THE EVENT AT THE DISCRETION OF ALBANY BARN, INC. WITHOUT A FINANCIAL REFUND. 

Please contact Albany Barn, Inc. Staff with any questions regarding this Albany Barn, Inc. Event Space Rental Guidelines



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