R-09-02RESOLUTION NO_ R-09-02
S LENHEIM USE POLICY
FOR PRIVATE RENTALS
WHEREAS, over the last decade, City historic facilities have been expanded and
rehabilitated; and
WHEREAS, the City Council has reaffirmed its intention of preserving and restoring
the 12-acre Blenheim Estate for historic and public uses; and
WHEREAS, it is a common practice to make historic sites available for private
rentals; and
WHEREAS, an Interim Use Policy for Blenheim was created in 2001 by Resolution
R-O1-12 allowing limited private rental of Blenheim; and
WHEREAS, anew Civil War interpretive Center was completed in November 2008
for the educational purposes of interpreting and supporting the entire Bler~heim site.
NOW, THEREFORE, BE IT RESOLVED that the attached Blenheim Use Policy for
Private Rentals establishes policy and guidelines for private rental use and supersedes the
former Interim Use Policy effective immediately;
BE IT FURTHER RESOLVED that the administration of the policy will be directed
by the City Office of Historic Resources.
Adopted this 1 O`h day of February, 2009.
Mayo
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City Clerlc
Votes
Councilmember Cross Aye
Councilman Drummond Aye
Councilman. Greenfield Aye
Councilman Meyer Aye
Councilman Rasmussen Aye
Councilman Stombres Aye
City of Fairfax, Virginia
"~~~~ ~h~~BLEHEIM USE POLICY
FOR PRIVATE RENTALS
Location:. Civil War Interpretive Center at Historic Blenheim
3610 Old Lee Highway, Fairfax, VA 22030
Blenheim is a suitable location for wedding receptions, outdoor weddings, bridal
showers, anniversaries, corporate dinners, rehearsal dinners, business meetings, and other
formal events. The beautiful 12-acre site is listed on the National Register of Historic
Places and includes the famous c.1859 brick house with Civil War soldier inscriptions. A
new Civil War Interpretive Center, designed by award-winning architects Glave &
Holmes, was completed on the site in November 2008. The site's primary purpose is
educational as a Civil War site, and it is open to the public free of charge Tuesday-
Saturday from Noon-4pm with lpm site tours daily. Designed in a modernistic rural
style, the Interpretive Center features aglass-roofed atrium lobby, multipurpose assembly
room with historic heart pine flooring, and glass walls throughout offering extensive
vistas of the historic house and grounds. A Pergola Terrace and covered Veranda Porch
offer options for outdoor cafe seating, and the grounds adjacent to the Interpretive Center
are suitable for outdoor tented functions.
Rental Hours and Rates (appropriate security deposit required)
Year Round except closed Christmas Day and Thanksgiving Day
4pm-lOpm Monday, Tuesday, Wednesday, Thursday, Friday
3pm-lOpm Saturdays
loam-lOpm Sundays
Receptions and Social Events
(Minimum five hours including setup and cleanup)
$1,000 Monday, Tuesday, Wednesday, Thursday (except Christmas Eve, New Years Eve,
New Years Day); $200/hr additional hours
$1,500 Friday and Sunday (except Christmas Eve, New Years Eve, and New Years Day);
$300/hr additional hours
$1,800 Saturday, Memorial Day, Labor Day, Christmas Eve, New Years Eve, and New
Years Day); $300/hr additional hours
City residents receive a $250 discount for Receptions and Social Events rate. Historic
tours of the site are available to rental Users for an additional fee if there is a cost
involved.
Business Meetings and Commercial Usage (including Certified Non-profit)
(Minimum two hours)
$80/hour Monday, Tuesday, Wednesday, Thursday*
$180/hour Friday and Sunday*
*Saturdays, Memorial Day, Labor Day, Christmas Eve, New Years Eve, and New Years
Day must pay minimum Saturday Reception rate, but up to three months in advance may
book these peak times at $180/hour
Civic Associations, City Service Groups, City Boards and Commissions
(Minimum two hours, may be booked up to six weeks in advance of event only.)
For recognized City civic associations, service groups, and boards and commissions (a
listing of these organizations is available upon request), the following usage is allowed:
Non-peak (Monday-Thursday) -One usage per calendar year at an hourly
maintenance/staffing/cost recovery rate of $40/hour; business rate thereafter.
Peak (Friday-Sunday, holidays and other days* listed above) -- $180/hour
Interpretive Center Capacity and Outdoor Site Capacity
Standing (e.g standup cocktail reception) 102-120*
*(More than 102 requires Auxiliary Parking and Traffic Plan)
Seated with everyone served at same time 72
Seated auditorium style, no tables 72
Outdoor Pergola Terrace (Seated cafe tables) 40
Outdoor Veranda Porch (Seated cafe tables) 40
Outdoor Site Capacity (Requires Aux. Parking Plan) 190
Parking Capacity
17 paved parking spaces including 2 ADA/handicapped
17 overflow parking spaces on reinforced grass turf
No parking is allowed on Old Lee Highway or in surrounding residential neighborhoods.
On-site parking can accommodate events up to 102 persons (measured at 3 persons per
2
car); for events larger than 102 persons an Auxiliary Off-Site Parking and Traffic Plan
(form will be provided in Reservation materials) will be required where the User
indicates where cars will be parked at the rate of 3 persons per car (for example, an event
for 120 persons would require an Off-Site parking plan for 6 cars, and an event for 150
people would require an Off-Site plan for 16 cars), and if event ending time coincides
with church traffic on Old Lee Highway a Traffic Plan will be required. Users may
contact nearby schools, churches, or other facilities to explore Off-Site parking
availability.
Tent Usage and Requirements
A tent maybe rented and erected in the designated location on the north side of the
Interpretive Center. Tents over 30x30 feet require a permit from the City of Fairfax Code
Administration office (City Hall, Room 208, 703-385-7830), and must comply with all
inspections regarding safety, lighting, and electrical. The User is responsible for
contracting tent rental; tents can be erected one day prior to an event and must be take
down no later than one day after the event.
Procedures and Restrictions
• Modification: City reserves right to modify procedures, restrictions, and
related guidelines as circumstances dictate.
• Reservations: Reservations will be accepted on a first-come basis;
applications will be reviewed and the City reserves the right to cancel
reservations if reservation agreement circumstances change or for
reasonable cause.
• Personnel: The City will provide one staff person to monitor each rental
event.
• Access: The exhibit gallery in the Interpretive Center and the Blenheim
House will be closed during rentals but can be shown during site tours
available for an additional fee.
• Alcohol: Alcohol maybe served under the following conditions: 1) a
private affair (by invitation only and no cash bar) - no permit required; 2)
if open to the public or cash bar, permit must be procured through the
regional Virginia Alcoholic Beverage Control Board office, 500
Montgomery Street, Alexandria, by calling the ABC office at 703 518-
8090 or by visiting the ABC website at www.abc.state.va.us. (Permit
processing usually requires a minimum of two weeks).
• Restroom Facilities: The Interpretive Center has ADA compliant
restrooms.
Open Flames: User must seek approval prior to the event for the use of
burning candles, chaffing dishes and other similar open flame sources.
Sparklers and other types of fireworks are not permitted.
Electricity/Utilities: Electricity is provided for outdoor tented events via
exterior outlets on Interpretive Center; User must coordinate electrical
needs during application process.
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• Noise: As the site is adjacent a residential area, User must comply with
City's regulations pertaining to noise in all cases.
• Smoking: Smoking is not permitted inside the Interpretive Center but is
permitted outside the building and on the grounds; User will use ash urns
provided on the site.
• Decorations: No decorations or other items maybe tacked, taped, or
affixed in any way to the walls of any building. Rice and confetti are not
permitted: birdseed and grass seed are permitted outdoors subject to
clean-up requirements specified in the Reservation Agreement.
• Catering Requirements: The Interpretive Center has a full warming
kitchen with refrigerator, stove, sink, and counter space. Preparation of
food in the kitchen is not allowed. The Interpretive Center has nine five-
foot round tables and will provide chairs for seating up to 72 persons; six
six-foot rectangular tables are also available. User must provide all other
equipment including tablecloths, dishes, tableware, linens, other
accessories and service personnel. All catering deliveries, setup, cleanup
and equipment removal must occur during the rental period. All catering
deliveries should occur through the rear door.
• Clean-up: User or User's caterer will be responsible for setup that insures
minimizing the chance of damage to the building, grounds, driveway, and
walkways. User or User's caterer must remove all food and equipment
immediately after the event. All trash and decorations must be cleaned up
and placed in designated trash receptacles provided by the City.
• Damages: User is responsible for all damages to the property. The City
and the User will review the buildings and grounds prior to and after use
to determine conditions and any potential damage charges. Damages will
be deducted from the security deposit.
• Ground Disturbance: The Blenheim property is archaeologically
sensitive. Subsurface ground disturbance (other than tent stakes) is not
permitted; tent location will be approved during the application process.
• Liability/Injuries: User is responsible for all injuries to guests. The City
reserves the right to require the User to furnish a "Certificate of Insurance
for Public Liability Insurance" in the limit of $500,000 with coverage to
cover the sale or serving of alcoholic beverages. The User will save
harmless the City of Fairfax, the lessor and the City's and lessor's officers,
employees and agents on any and all claims whatsoever arising out of the
use of Blenheim, including any liability for death, personal injury or
property damage, where incurred by the lessor, lessee (or member if lessee
is an organization or group) or any and all third parties.
• Violation of Law: Violation of any laws prevailing in the City of Fairfax
by any person while in attendance will be sufficient grounds for
immediate termination of the event, with forfeiture of fee and security
deposit.
• Failure to Comply: Failure to comply with these policies and conditions
will result in immediate termination of the event, with forfeiture of fee and
security deposit.
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