WAG Facility Rentals

Facility Rentals

The City of Woodstock has closed all recreation and culture facilities until further notice. All current facility rentals at the Woodstock Art Gallery are cancelled and refunds or credits will be issued. No new facility rentals will be booked at this time. 

For the latest information on the City of Woodstock's response to COVID-19 visit cityofwoodstock.ca/covid-19.

Are you looking for a creative venue to host your meeting, dinner or wedding? The Woodstock Art Gallery can accommodate events of all shapes and sizes.

If you are interested in holding an event at the WAG, please fill out the Facility Rental Questionnaire and the Communications/Facility Rentals Coordinator will contact you to discuss availability and fees.

Facility Rental Questionnaire

Rental Rates and Fees

  • Set-up/teardown: $50 flat rate
  • Hourly rate: $60/hr (minimum 2 hours)
  • Full day: $350 (maximum 8 hours)
  • Additional staffing charges: $30/hr (evenings, Sundays and Mondays)
  • Kitchen: $50 flat rate

Tables, table cloths, chairs and AV equipment can also be included in your rental. Please see our Facility Rental Fees information sheet for a full breakdown of our rates.

The Corporation of the City of Woodstock requires general liability insurance in the amount of $2 million for all facility rentals. Proof of insurance is required prior to the rental date. Insurance can alternatively be purchased through the Woodstock Art Gallery. The cost of insurance will vary based on the size and type of each event. 

A 30% non-refundable deposit is required to secure your reservation. Full payment is due two weeks (14 days) prior to the date of your event, along with your signed Facility Rental Agreement.

We accept payment for facility rentals by credit (Visa and MasterCard), debit, cash or cheque (payable to the City of Woodstock Art Gallery).  

Rooms and Layouts

3rd Floor Printshop

  • Capacity: 150 standing, 89 dining

The Printshop can be used for a variety of events, including mixers, birthday parties, lectures and dinners. This space has large windows that let in plenty of natural light and offer a beautiful view of Museum Square.

2nd Floor Community Gallery

  • Capacity: 120 standing, 86 dining

The Community Gallery is a great space for smaller, more intimate events. It offers a chance to be surrounded by artwork from the WAG’s exhibitions. This space been used for yoga events, breakout sessions and cozy dinners.

FAQs 

Do I need to book rental time for set-up and teardown?
All reservations must include the time you will need to set up and the time you will need to clean up afterwards. Set-up or takedown extending beyond the agreement may result in additional fees following the facility rental.
Can I have decorations at my event?

Decorations are allowed, provided anything on the walls or windows is hung with non-marking tape (ie. painter’s tape or command strips). Balloons are permitted as long as they are disposed of or removed during clean up.

The Gallery does NOT allow:

  • Confetti, glitter or rice
  • Staples, thumbtacks, hot glue, screws, duct tape or nails
  • Nothing is to be hung from pipes, life safety systems, lighting or electrical wires
Can I have a DJ or live band?
Music is allowed as long as it does not conflict with the Gallery’s regular programming.
Can I use outside vendors?
Outside vendors including caterers, bartenders and photographers are permitted. The Gallery does not have a preferred vendors list, however we are happy to provide recommendations if requested.
Do I have access to a kitchen?
Use of the kitchen, including refrigerator and stove, may be included in facility rentals for an additional fee of $50. The kitchen must be cleaned and cleared of all food following the event.
If my event is outside of regular gallery hours, can my guests still enjoy the exhibitions?
Access to exhibitions can be negotiated prior to your rental. If approved, all gallery etiquette must be followed. Food and drink are not allowed in the gallery spaces.
 When do I need to have my details finalized?

All details must be finalized with the Communications/Facility Rentals Coordinator at least 7 days prior to your event. These details include:

  • Any additional items, services or changes in anticipated attendance
  • List of contacts: DJ, caterer, photographer, etc.
  • Required permits: Special Occasion permit is required 5 days prior to the event
  • Rental times

Any modifications to rental times need to be finalized no later than seven days prior to your event, and are subject to staff availability. Other modifications including tables, chairs or other equipment must be finalized 5 days prior to the event.

Contact Us

Erin Beacroft
WAG - Communications / Facility Rentals Coordinator
Woodstock Art Gallery, 449 Dundas Street, Woodstock, ON N4S 1C2

© 2017 City of Woodstock P.O. Box 1539, 500 Dundas Street, Woodstock, ON N4S 0A7

 

Phone: 519-539-1291
TTY: 519-539-7268
Email: General Information

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