How large is your venue and what is your capacity?
Our main room has a stage of 324 square feet and a main wood floor of 810 square feet. The bar seating area is about 252 square feet and the kitchen is approximately 480 square feet. We also have outside seating areas and a carpeted foyer area that wraps around the main entry end of the main floor for expanded seating area.
Our legal capacity is 141 but that would be for theater style seating or a cocktail reception and would need to include all staff. Realistically you can seat up to 100 in the main hall if you include the stage. In nice weather we also have room to seat guests and we have the bar area for more seating. If you want to do your ceremony on the stage you’d need to account for that. If you want to have dancing then it is better to seat folks on the stage and have a nice dance floor area on the lower level. This protects guests from accidentally falling down the stairs as they boogie the night away.
An option for a larger group would be to have a cocktail reception with lots of room for dancing and just a small amount of seating.
Please download our seating pdf. (link) for ideas on how to configure the room for different size groups.
What is included in the venue rental?
· The beautiful main room with stage which has a lovely used brick wall behind it, a double sided gas fireplace, timbered ceiling, Brazilian cherry floors
· A complete commercial kitchen
· The cozy bar area with mullioned windows, view of water, gas fireplace, hardwood counters, Brazilian cherry floors, choice of full bar or beer/wine and our charming bartender(s)
· Dressing room off stage and a separate entrance off the other side of the stage
· Outside courtyard seating with heaters
· 3 lovely restrooms, inc. a roomy handicap
· Abundant free parking
· Sound system with iPod hook-ups and microphone
· Free wireless internet
· 8-hour rental period with option to purchase overtime
· A great working relationship with most of Orcas Island’s vendors
·An onsite representative to make sure your event goes smoothly from beginning to end
· Cleaning and disposal of event waste
How late can we stay?
Should the event run over the allotted 8 hours we will do our best to accommodate with the overtime charges of $150/hour ($100 hour if prepaid 10 days before the event) applying. Please be aware that tear down usually takes a minimum of 1 hour. Everything must be removed from the space the same day unless other arrangements have been made prior. Alcohol service and music for all events must conclude at 1:30 AM regardless of prepaid overtime. The event must officially end at 2 AM. Any overtime for tear down past 3 AM is billed at $200/hour.
How much time should I allow for vendors to set-up?
Caterer prep times can vary widely. If your caterer needs more time than the two hours suggested prep time in your “time budget” we can probably arrange for the kitchen to be rented for a longer period. To be safe we suggest at least two hours of set up time. We will be setting up tables and chairs when you pay for the equipment fee which will be done prior to your arrival and will save you much valuable party time.
Can I decorate?
Of course! We have a beautiful building to start with. We have installed a magnetic system on the ceiling in the main room so you can hang décor from above, the stage has two screens on it that can be wonderful backdrops for flowers, etc, the tables, bar counters and outdoor spaces can all be enhanced for your event with your creative ideas.
When can I have vendors drop off cakes, rentals, etc?
In accordance with our contract, all vendors must deliver during your site rental hours. If delivery or pick-up of items is required outside rental hours we will attempt to accommodate this subject to other events and staffing availability with 10 days prior notice. Please be aware, however, that we have limited storage space and there may be an event the day before or after yours.
Who can I talk to for venue needs on the day of the event?
A site representative is included with your event and will be available the duration of your rental to address any needs regarding our space. While he/she is here to help you we ask you to remember that his/her role is not that of an event coordinator.
Do you have a required food and beverage minimum?
Can we bring our own alcohol?
For legal and liability reasons we require all liquor and beer to be purchased and served by Random Howse and its personal. Wine may be purchased by the renter but must be served by our bartender and a corkage fee will be charged. All alcohol must be under our control during the rental period. Un-used wine purchased by the renter will be returned to the renter at the time of departure.
Do we have to clean up following our event?
We ask that you leave the space the way you found it at the beginning of your event. All outside items must be removed at the end of your event unless prior arrangements have been made with us. Our cleaning crew will take care of cleaning the floors, bathrooms, etc. (Immediate attention to any spills/messes is always appreciated, however) Caterers using the kitchen must leave it the way they found it and must haul their kitchen waste with them.
Can you hold a date for me?
We request a deposit for 30% of the total rental fee plus tax to hold a date which will be deducted from your total events fees. If you are still finalizing, we are happy to tentatively hold a date for two weeks. We will notify you if there is another person who would like the space and will request an immediate deposit if you wish to secure your date. A deposit is the sure way to protect your date.
Are deposits refundable?
Deposits are non-refundable. If it becomes necessary for you to cancel your event we will only be able to waive your liability for the balance of your contract if we rebook your date. As a reminder, if we are not available to rebook your scheduled event date, you are liable for the full remainder of your contracted balance.
If we are holding a wedding ceremony in your space can we do a rehearsal?
We do allow one hour of confirmed access to the space for a ceremony rehearsal, usually the day before or day of your event. We will try and have this time allocated with you in writing 10 days prior to your event.
When do we have to pay our balance?
We collect the remaining balance two weeks to 10 days before your event. At this time we will either meet live or on the phone with you to finalize the plans for your day.
At this meeting we will go over the flow of your event, your vendors, and any other details to help things go smoothly. We ask that you get to us the contact information of vendors, coordinators, and helpers – those in charge of flowers, music, set-up, tear-down, etc.
You can settle your payments with cash, check or credit card.
Can we have a live band?
Yes. Please coordinate with Random Howse. Bands must set up on carpets to protect the floor.
Do you require a damage deposit?
No damage deposit is required per se. Just as a hotel does, we require a valid credit card and signature on file to serve as a deposit. Any outstanding charges or damage may be charged to this card.
Do you have air conditioning?
Random Howse does not but has lots of opening windows, ceiling fans and exhaust vents. It is rare for Orcas Island to get very hot.
Where can guests smoke?
Smoking is allowed in the outside seating areas.
Do you allow candles?
We allow votive type candles (enclosed in glass) where they are easily monitored. Taper candles are illegal.
Do you allow confetti or rice?
We do not allow confetti or rice as it is nearly impossible to get it all cleaned up which is not fair to the next event.
Can we bring in outside furniture?
Yes, but they must have felt pads put on them (we can provide) to prevent damage to our wood floor.
Do you have a sound system?
Yes, we have a great sound system with iPod docking.