Rates & Policies
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CONFERENCE ROOMS:
The Donald W. Reynolds Community Center has four separate conference rooms. Each conference room is pre-set with seminar tables and chairs.
| Executive Conference Room | First 2 hours | $125.00 |
| Each additional 2 hours | $100.00 | |
| Cavanal Meeting Room 24′x32′ | First 2 hours / each room | $100.00 |
| Sugarloaf Meeting Room24’x32’ | Each additional 2 hrs. $75.00 | |
| Lecture: 72 chairs. Class Rm: 36 chairs. | ||
| Quachita Meeting Room 24′x26′ | ||
| Lecture: 45 chairs. Class Rm.: 27 chairs. | First 2 hours | $75.00 |
| Each additional 2 hours | $50.00 |
All individual conference room rentals are pre-set with seminar tables, chairs, projector and video screen.
REYNOLDS HALL:
The state-of-the-art Reynolds Center has a main Exhibit Hall that is ideal for corporate events, fundraisers, banquets, receptions, regional and national conventions, proms, consumer trade shows, lectures and entertainment concerts. The main floor space is 12,000 sq ft and can accommodate up to 1,100 people. Equipped with 2 loading docks the main floor can accommodate boats, trailers, R/V’s and professional concert load-ins. The Reynolds Hall can be subdivided into 3 different smaller Salon Areas with movable partition walls.
| Reynolds Hall *Speaker Venue 1323 guests Concert Venue 1100 guests Banquet 512 guests w/64 (72″) R Tables | 100′x125′ | $750.00 |
| Salon C * Speaker Venue 628 guests Banquet 312 guests w/39 (72″) R Tables | 100′x68′ | $500.00 |
| Salon A & B *Speaker Venue 261 guests Banquet 120 guests w/15 (72″) R Tables | 52′x57′ ea Salon | $300.00 |
| Black Box Theater *180 guests Theater Style | 47′x59′ | $350.00 |
| Art Gallery | By Special Arrangement | $250.00 |
| Reynolds Community Center | Full Facility/Full Day | $1,500.00 |
| * Seating capacities are approximate | ||
All Salon Area and Exhibit Hall rentals include tables, chairs up to 400 and basic A/V package.
Exhibit Hall, Salons and Black Box Theater pricing are for an 8 hr. rental period
- 20% discount on second day bookings.
- Set-Up & Tear Down to be completed in same day rental time.
- Extra day/early set-up/late tear down: 50% of daily room rental rate and a 4 hour time block.
- Exhibit Hall, Salon Areas and Black Box Theater are rented for an 8 hr time block between 9am and 10pm. After 10pm a per hour / after hour rate will apply. Please notify Director if an event is scheduled after regular hours.
- 15% discount only for church, school, local civic organizations and non-profit organizations with a 501-(c)#.
- Room Set-up Includes: 1 Head Table, Chairs & Tables for number of attendees (up to 400 chairs included in basic room set-up).
- Basic A/V includes Podium & Microphone.
RESERVATION DEPOSITS:
Reservations for use of the Reynolds Center must be made through the Center Director. Reservation deposits serve as a hold for the contracted date and will be deducted from the final invoice. No reservation is considered guaranteed until the Center Director receives the required deposits and a contract has been signed by both parties. A tentative hold will be accepted and held for no more than 5 calendar days. Rental space is on a first come first serve basis.
| Reynolds Community Center – Full Facility | $500.00 |
| Reynolds Hall | $300.00 |
| Salon A, B & C, Art Gallery and Black Box Theater | $200.00 |
| Meeting Room A,B and Executive Board Room | $100.00 |
| Meeting Room C | $75.00 |
SECURITY DEPOSIT:
Required for all rentals. Separate Check. Fully refundable without facility damage or outstanding balance. Deposits are to be returned 2 business days after event. Alcohol or unauthorized use of the building will result in automatic forfeiture of all deposits.
| Reynolds Hall: | |
| Non-Alcohol Related Events | $250.00 |
| Alcohol Related Events | $350.00 |
| Salon A, B & C, Art Gallery and Black Box Theater: | |
| Non-Alcohol Related Events | $150.00 |
| Alcohol-Related Events | $200.00 |
PAYMENTS:
Full payment is required by beginning of the event.
Cash, Checks and Credit Cards (Visa, Master Card and Discover) are accepted.
CANCELLATION POLICY:
Cancellations received more than 30 days from event will receive a full deposits refund.
Cancellations less than 30 days from event will receive a 50% deposits refund.
Last minute cancellation – deposit is forfeited and non-refundable.
FOOD & BEVERAGE: (Additional fees not included in the rental fee)
Self-Catering/Outside Food Vendor Fee: (The Reynolds Center does not supply catering)
*All Food Vendors supplying food & beverage must have a Fed Tax ID # and Health Dept. Approval.
| Reynolds Hall and Salon C | $300.00 |
| Salon A & B | $200.00 each |
| Meeting Room A,B,C and Executive Conference Room | $100.00 |
Alcohol Beverage Serving Fee
Please see management for fee rates and DWRCC alcohol service guidelines.
NO EVENTS FOR PERSONS UNDER 21 YEARS OF AGE MAY HAVE ALCOHOL.
BREAK REFRESHMENTS:
Available and Supplied by Reynolds Center
| Morning Break | Coffee/Ice Water | $25.00 set-up + $1.00 p/p |
| w/Donuts/Pastries | $25.00 set-up + $3.00 p/p | |
| w/Pastries/Assorted Fruit | $25.00 set-up + $3.00 p/p | |
| Afternoon Break | Coffee/Soda/Water | $25.00 set-up + $1.00 p/p |
| w/Cookies | $25.00 set-up + $2.00 p/p | |
| w/Cookies/Assorted Fruit | $25.00 set-up + $3.50 p/p |
**Absolutely NO outside food and beverage is allowed without pre approval of management.
ADDITIONAL CHARGES:
Additional options & amenities may be added after contract signing depending on availability. All amenities and room rentals are on a first come first serve basis.
| Prep Kitchen | $100.00 | |
| Please leave prep kitchen in the same condition as on arrival or an additional fee may be assessed. | ||
| Sculpt Ware Table Cloths (Black Only)72″ round or 8′ rectangle | $8.00 ea | |
| Cafe bar height tables | $10.00 each | |
| Center Security* | Per Hr/Per Officer | $25.00 |
| *Required for events serving alcohol |
AUDIO/VISUAL/STAGING
*Contact management for a complete list of audio/visual equipment and accessories available.
| Portable Stage (4×8 platforms) | $20.00 each platform |
| Pipe and Drape | $15.00 per panel |
| Additional Microphones | $15.00each |
| Microphone Stands | $10.00each |
| Drum riser | $20.00 |
| Portable Sound System | $250.00 |
| Portable Projector | $25.00 |
| Portable Screen | $25.00 |
DRESSING ROOMS:
Star Dressing Room Suite: Includes furnished greeting area with TV, makeup room and bathroom with shower and full facilities.
Large Chorus Dressing Room: 2 available. Each accommodates up to 15 performers. Includes lighted dressing stations, showers and restroom. Additional restrooms located nearby.
The Center reserves the right to assign dressing rooms to users and to reassign those rooms if necessary. Dressing rooms, Backstage and Stage areas must be kept clean, orderly, and quiet during performance and rehearsals.
CONCESSION STANDS:
| 3 Stands Available | $125.00 each | |
| Please leave concession stands in the same condition as on arrival or an additional fee may be assessed. *Alcohol may only be sold at concession stands thru DWRCC. |
BOX OFFICE:
Located just inside the main Rotunda Entrance of the Community Center. See management for details and reservations.
DECORATIONS: Available décor may periodically vary in quantity and stock
Crystal Columns $25 (2 columns)
Clear Glass Vases $5 each Includes optional filler (beads, branches, etc.)
Ceiling Drape $250 Includes suspended balloons and white drape
**Glitter and confetti are not allowed in the facility**
No decorations or signage may be taped, stapled, nailed, pinned, tacked or otherwise adhered to any wall, door or other surface in the Reynolds Center.
*Only directional signage is allowed and must be approved by the Reynolds Center Director. Decorating ideas should be discussed with the Director or the caterer prior to the event. All decorations and materials must be removed immediately following the event or a storage fee may be assessed. Battery operated candles only. Open flames or any pyrotechnics in any area of the building are strictly prohibited.
PHYSICAL ARRANGEMENTS:
The Reynolds Center furnishings may not be moved or removed without consulting Reynolds Center staff. The Rental Fee includes use of tables, chairs, room set-up and tear down. A $100 late set-up fee will be charged each time a room must be rearranged after the initial set-up has been done.
LOADING ENTRANCES:
All articles, exhibits, fixtures, materials, displays, etc., relative to an event shall be brought into or taken out of the DWRCC only at such entrances and exits as may be designated by the DWRCC Director. The main load-in exhibit hall entrance is the large coiling door on the southeast side of the building.
EVENT LIGHTING:
Truss lighting for stage washes may be made available upon request. Events are subject to use only available color filters applied to truss at time of event. Please consult management prior to event.
*There are no lighting black outs allowed at private party functions.
CATERING POLICY:
Food service must comply with the guidelines established by the Donald W. Reynolds Community Center. All outside food vendors/caterers must have a Fed Tax ID # and Health Department approval certificate on file with the facility. A small prep kitchen is available for rent. The Donald W. Reynolds Community Center does not provide dinnerware, kitchen utensils or service ware. These items are to be supplied by the caterer, outside preferred vendor or rental client. Cooking food in any space other than the kitchen is not permitted. Use of propane, natural gas or butane is not allowed inside the facility. Caterers who do not comply with guidelines for the safe operation of equipment or kitchen clean up will lose the privilege of catering events at the Donald W. Reynolds Community Center. Any damage to areas as a result of catering services is the sole responsibility of, and will be charged to, the event sponsor. No cardboard or Styrofoam food containers used for food transport shall be visible in serving area. Plastic serving-ware is allowed. All servers and caterers must be represented in appropriate attire. No shorts, mid-drifts or unacceptable attire will be permitted.
CLEAN UP, MAINTENANCE AND DAMAGE:
It is the responsibility of the event sponsor and/or caterer to coordinate delivery and removal of all supplies, food, décor and equipment. The event sponsor and/or caterer are responsible for cleaning prep kitchen if utilized. Each event sponsor is responsible for leaving room(s) in the same condition as they found it. Failure to do so could result in service fees. The Reynolds Center will clean the rooms after each event. Should a spill or stain occur, Reynolds Center staff should be notified. There may be an additional charge if the facility is left in a manner that requires significanat labor outside of the normal work duties of the maintenance staff. The event sponsor is liable for all damages to the facility and to facility-owed equipment.
Please remove all food, drink, equipment, decorations and personal items immediately after your event. No dumping of food, grease or any other substance on facility grounds is permitted. The Reynolds Center is not responsible for any items not removed.
ALCOHOLIC BEVERAGES:
No alcoholic beverages may be served at the Reynolds Center without the prior approval and authorization of the DWRCC Director. All events serving alcohol must be in compliance with the State ABLE Commission guidelines.
No person under the age of 21 will be allowed to consume alcohol at DWRCC events. Proper identification will be requested of any person appearing to be under the legal drinking age of 21.
The sale of alcoholic beverages is prohibited under any circumstance unless specifically approved by the DWRCC Director where a licensed caterer/alcohol service permit and provider is in place.
All alcohol services will be discontinued 30 minutes prior to the scheduled end of all events.
Food service is required for all events where alcohol is served, and non-alcoholic beverages must also be provided.
In order to maintain adequate security measures, the Reynolds Center requires that security be provided for events serving alcohol and the event sponsor shall be responsible for the costs related to any additional security required for the event. Please see security fees under additional charges.
The event sponsor is responsible for the payment of $25 per hour, per security guard for their event.
Under Age Drinking Policy: Any guest that is under the age of 21 will not be served any alcoholic beverages. If a guest looks to be under the age of 25, any DWRCC employee has the right to check their identification to confirm they are of age to consume alcohol. The Donald W. Reynolds Community Center acts in accordance with all state ABLE Commission alcohol regulations and guidelines.
The Donald W. Reynolds Community Center is a tobacco-free facility.
Children must be supervised at all times for their own safety. No unattended children are allowed in the facility without adult supervision. Parents will be held responsible for any damage resulting from unsupervised children.
Catering and event planning providers are available in our office. We also have pictures of prior events for examples of décor and room setup.
It is your responsibility to inform your contracted vendors and guests of our policies and procedures.
*Rental rates and facility guidelines are subject to change
Thank you for choosing Donald W. Reynolds Center