RENTALS AT KATIE’S CUP - FREQUENTLY ASKED QUESTIONS

UPDATED 3/2022: Katie's Cup continues to follow all federal, state, county, and local protocols for reducing the spread of COVID-19. As per all related governing bodies, Katie’s Cup no longer requires masks to be worn within the facility or at Katie’s Cup-hosted events. We continue to strongly encourage mask wearing when not actively eating or drinking. Please be aware that all reservations are subject to change based on future mandate modifications and restrictions placed on businesses by government and medical authorities. Thank you for your support and understanding as we update our policies and procedures during this challenging time.

~Katie’s Cup Management

How do I rent a space at Katie’s Cup?

We make rentals easy! Fill out our Contact Us form and a staff member will reach out to you to discuss room options, reservation availability, review rental information, answer any questions, process your deposit, and confirm your reservation. That’s it!

All rental spaces are available on a First Come, First Serve basis and are subject to change. To ensure your reservation for the day and time you need, we ask for a minimum of two weeks advance notice for weekdays and a month in advance for weekends.

Rental spaces are available Fridays, Saturdays, and Sundays. Please view our room descriptions for specific time availability. (All times include set up and clean up). Rentals are available Tuesday - Thursday by special arrangement only. We provide two 8' foot utility tables at no additional charge for food, gifts, etc. We also offer the use of various AV and other equipment (projector and screens, microphones, podiums, easels, whiteboard, stage) free of charge. Equipment must be requested at time of booking to ensure availability!

How much time does my rental include?

Your Katie’s Cup rental starts and ends at the time established during the signing of the Room Rental Agreement. Our staff will try their best to communicate exactly when the room will be available to you, but the hours of availability agreed upon while signing the contract are set in stone unless there is ample room for change.

Early entry to rental spaces is not permitted. Please arrive at the time designated on your Room Rental Agreement.
Adding time to your event after the initial reservation is made, but prior to the event will incur additional rental fees and is subject to facility and staffing availability.
If additional time is needed, it must be added to the total rental (minimum of 1 hour) no later than 10 days prior to the event.
If your event goes past the reserved time, you will be charged for that time in 30-minute increments at DOUBLE the rental rate.
If your event finishes early, no adjustment or discount will be given to the reserved price and no refund will be issued for unused time.

Do you require a deposit?

A valid credit or debit card (with a VISA or Mastercard logo) is required to reserve an event.

A security deposit equal to one hour of rental as well as half the rental fee is due at the time of booking to hold the reservation. The deposit will be returned to the Renter upon settlement (within 10 business days of event), minus any charges for actual damages done to the venue by Renter or his/her associates (including cleaning not completed as per the Room Rental Agreement). The deposit may NOT be used to extend the rental time of the event or pay for any expenses incurred during the event. This deposit is in addition to all hourly rental fees.

If a deposit is not received and a Room Rental Agreement not signed at the time of booking, Katie’s Cup reserves the right to cancel the reservation and re-rent the space. Deposits may be made over the phone if necessary. The remaining balance is due no later than the Friday before the event.

We require a minimum 1 week (7 days) notice of cancellation for all refund requests. Cancellations must be received by the close of business Tuesdays - Saturdays; no cancellation requests are accepted Sundays or Mondays, or via voicemail. Deposits on events canceled after the deadline are non-refundable.

Do you allow outside food or catering at our event?

We allow you to bring in your own food or you may have food provided by a caterer of your choice! Please note that Katie’s Cup does not have kitchen or cold storage facilities available for public use. Ice is available if needed. If you have any questions regarding limitations on food and drink options or choose to contract with a caterer, please contact us PRIOR to our event.

Is alcohol allowed at our event?

Katie’s Cup does not sell or offer any alcoholic beverages. Alcohol is permissible at an event in our facility in a limited capacity: beer and wine for personal consumption only; no hard alcohol, full bar set-ups, kegs, or similar items or arrangements. If you plan to offer alcohol at your event, you may need to obtain and provide a liquor license and appropriate insurance to the Katie’s Cup management no fewer than 10 days prior to the event. Please contact the City of Rockford – Legal Department to find out if your event requires a permit.

Is smoking allowed at our event?

Katie’s Cup is a smoke-free facility. No smoking is allowed in any part of the building on the property. Smokers must stand a minimum of 15 feet away from all entrances.

Is music allowed at our event?

Out of consideration for residents living in the building, all music and noise volumes must be kept at a respectful level. Excessive noise, both inside and/or outside of the facility, will not be tolerated. No live or DJ’d music is allowed. “Boom Box” music is allowed with prior permission from management and must meet volume level requirements. Staff reserves the right to turn off, unplug, and/or remove any sound equipment not meeting this request. Anyone refusing to comply with requests by staff will be asked to leave and the remainder of their event canceled. No refund will be issued for the remaining rental time.

What is not allowed?

Any violation of these terms will result in forfeit of security deposit, as well as additional charges if needed.

We DO NOT ALLOW the following items in any of our rental rooms:

CONFETTI of any size or type, including balloons that contain glitter or confetti
GLITTER of any size or type, including balloons that contain confetti or glitter
Lit candles, open flame, smoke or fog devices or similar equipment, or flammable materials. “Sterno” is okay with prior permission from management. Proper protection of table and surroundings must be taken. Electric “tea lights”, Christmas lights, etc are okay.
Hanging of any decor on the walls or poles in any way (tape, rope, Command hooks, etc). We encourage renters to provide their own framework for any banners or signage you wish to have for your event. We do have a limited number of easels if you need something to hang any banners/signage on (first-come, first-served availability).
Bands/live music/DJ music. Music from a “Boom Box” must be kept at a low volume (ambient-level) due to residents living in the building and must be specifically approved by Katie’s Cup staff at time of signing rental agreement. If your event specifically requires music, please speak with a staff member PRIOR to signing the rental agreement.
Moving or removal of existing artwork, signs, fixtures, and other decor is not allowed under any circumstances. Tables and chairs may be set up as needed.

How many tables do you have?

Our rental spaces offer plenty of seating for your attendees. You may request additional utility tables when you make your reservation with seating not to exceed room capacity limits; we will do our best to accommodate your request. Rectangular utility tables measure 8 feet by 30 inches.

Our coffee bar has 6 small round tables and 4 small square tables with seating for 3-4, one extra-large wood rectangular table with seating for ten in the back of the room (great for buffets or displays), and a large 3-seat couch with a wood coffee table in front of the fireplace. Capacity limit: 50 people
Our Bitner Room has multiple long, rectangular utility tables (approx. 8 feet long) with seating for 6-8 provided in versatile arrangements (number of tables based on attendees). We also include two rectangular utility tables for food, gifts, etc (not for seating.) Capacity limit: 60 people
Our Community Room includes multiple long, rectangular utility tables (approx. 8 feet long) that seat 6-8 people each (number of tables based on attendees). Capacity limit: 30-35 people

What do I need to know about event cleanup?

The host/contact person for the event is responsible for the removal of all decorations and personal property brought into Katie's Cup, the collection and disposal of all trash, and cleaning of the rented space. Leaving the facility before the event space is clean and presentable can result in forfeit of the security deposit. But don’t worry! Our staff member will be on-hand to provide you with cleaning materials, extra garbage bags, and our brooms and vacuum. They can also guide you to our indoor dumpsters (both garbage and recycling.) When in doubt, consult a staff member.
When all event cleaning is complete and the attendees have left the building, our staff member will clean our bathrooms and sanitize all of the event spaces, getting them ready for the next event. We work hard to maintain a high level of cleanliness for all of our patrons.

A little legal FYI:

Katie's Cup does not assume any responsibility for the loss of any personal items placed in our facility prior to, during, or following an event. Furthermore, the event host is liable for any damage sustained to Katie's Cup property during their event. To eliminate questions of responsibility of damages, pre-existing or new, the event host may request a walk-through of the rental space together with Katie's Cup staff immediately prior to the scheduled event and any existing damage will be noted. After the event is completed, a final walk-through will be conducted with Katie’s Cup staff and all new damage will be noted. The event host is liable for any newly found damage including, but not limited to, spillage on carpeting, damage to paint or trim, and decorations in violation of rental policy. If any damage has occurred, it will be noted and you will be charged the cost of fixing the damage. Katie’s Cup is not responsible for any injuries or damages to personal body or property incurred as a result of or relating to the use of alcoholic beverages or unsafe practices by the event attendees.