WAG Facility Rentals

Facility Rentals

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 below. The Gallery Operations Coordinator will respond within 3–5 business days to discuss availability and fees. 

Facility Rental Questionnaire


Rental Fees & Payment

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, debit, cash or cheque (payable to the City of Woodstock Art Gallery).  

Rental Fees and DiscountsRate
Set-up and teardown $50
Hourly rate (minimum 2 hours) $60/hr
Full day (maximum 8 hours) $350
Kitchen use $50
Additional staffing charges (evenings, Sundays and Mondays outside of regular hours) $30/hr
Video projector, TV/DVD player $35
Tables $1/table
Chairs $0.50/chair
Table cloths $0.50/each
Photocopier use $0.60/page
WAG Member Discount 10%
Non-Profit and Community Organizations Discount 15%
Corporate Discount 10%

Insurance

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 the event. More information is available upon request.

Rooms and Layouts

Please note, the capacities listed below do not reflect current COVID-19 health restrictions. Rental spaces will have limited capacity to ensure physical distancing. For more information, please contact the Gallery Operations Coordinator.

3rd Floor Printmaking Studio

  • Capacity: 150 standing, 89 dining

The Printmaking Studio 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.

Frequently Asked Questions 

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 (e.g. 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 serve food or alcohol?

Food and/or alcohol may be served during your rental. 

To serve alcohol, a Special Occasion Permit (SOP) issued by the Alcohol and Gaming Commission of Ontario (AGCO) is required. A copy of the SOP must be provided to the Gallery no less than 5 days prior to your function. No alcohol may be brought into the facility until a copy is received.

Renters must comply with existing Ontario liquor laws and the Municipal Alcohol Policy for the City of Woodstock. Liquor service must end no later than 11:15pm to allow for clearing at 11:30pm.

Food and beverages are not permitted in exhibition spaces with artwork.

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.

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 upon request.
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.
 When do I need to have my details finalized?

All details must be finalized with the Gallery Operations 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 (e.g. Special Occasion Permit)
  • Rental times

Any modifications to rental times must 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

Sara Cuthbert
Gallery Operations Coordinator

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

 

Phone: 519-539-1291
Email: General Information

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