Event Scheduling – Frequently Asked Questions

What is the facility support fee to hold an event at The Avalon? 

Facility support fees cover the coalition’s building cost, and are assessed to both members and non-members who organize events at The Avalon.

Fees vary by:

  • Room(s) or space(s) at The Avalon where the event will take place
  • Activity type (dance? reception? meeting? etc.)
  • Time of day
  • Day of the week
  • Number of attendees
  • Whether the event organizer is a member of the Boulder Dance Coalition
  • Whether the event will require Event Services or a security guard

To get an estimate, please refer to the facility support fee chart; note that fees may vary.

What are the payment terms?

Terms, including the amount of the required down payment and a damage deposit, will be spelled out in the scheduling agreement. All 1-time events are required to be paid in full 30 days before the event begins. If you are scheduling an event to take place within 30 days, check with the manager for payment terms. Events scheduled on short notice are subject to a $150 rush fee.

Those who organize regular events are billed at the end of each month for events held that month.

Can I pay with a credit card? 

No, please pay using cash or check made out to the Boulder Dance Coalition.

What amenities are in the common areas?

  • Men’s and women’s multi-stall restrooms
  • Family bathroom
  • Drinking fountains
  • Coatroom
  • Entrance lobby

What tables and chairs are available?

You can set up the following for the event in any configuration you need:

  • (116) 4- ft. round tables
  • (6) 8-ft. rectangular tables
  • (6) 6-ft. rectangular tables
  • (2) 4-ft. rectangular tables
  • (260) dining chairs

Table and chair inventory can fluctuate. Be sure to double check our current status when you discuss the event with the manager.

Does The Avalon provide table linens?

Table linens are NOT provided. You must provide your own linens.

What are Event Services?

Event Services means that an Event Chaperone will unlock the building, supervises the activity, troubleshoot equipment, check on the state of the building at the end of the event, and lock up at the end. The manager will discuss the number of Event Services hours needed in your situation.

Do you have AV equipment?

Yes. Please click on the room/area name for details on the equipment in that area.

Ballroom                Sodal Hall                North Lobby               

Tango Studio                      Kitchen                 Parking Lot

Are children welcome at The Avalon?

Yes, we love children! Children attending events at The Avalon must be with a supervising adult and must stay with that adult, preferably participating in the event. Children are not to play in the common areas, including the entrance lobby and bathrooms, unused dance spaces, or roam about the building.  

Can we bring in a caterer to use the kitchen?

Yes, but our kitchen is a serving kitchen only, not a prep kitchen. We have a refrigerator and a microwave but not ovens or stovetops. Make sure you engage a caterer who can do all the cooking off the premises.

Are there any restrictions on which caterer to use?

No, as long as the caterer understands they can’t cook at The Avalon. Upon request, we can share a list of caterers who regularly work at The Avalon.

Are there any restrictions on serving alcohol at events?

  • All laws of the State of Colorado and the rules of Boulder County must be followed.
  • Alcohol shall not be served to or consumed by persons under the age of 21.
  • The sale of alcohol is prohibited unless you have an appropriate liquor license from the State via Boulder County.
  • BYO (Bring Your Own) is permitted in some cases.
  • In all cases, organizers are responsible for guests’ restraint in the consumption of alcoholic beverages. Your group may forfeit the entire damage deposit if a complaint is filed by others holding events in the facility or neighbors as result of excessive intoxication.
  • For a Special Event liquor license, visit the Colorado Department of Revenue.

Under what circumstances is an event required to have and pay for a security guard?

  • Events of 200 or more people at which alcohol is served may be required to have a security guard.
  • We arrange for security guards with the Boulder County Sheriff’s Department and the cost is $60 per hour.

How early can I get in on the day of an event?

Your scheduling agreement will spell out the hours when you have access to the building. If you have special requirements, such as equipment to be delivered, please schedule with the manager.