Hall Rules & Agreement

*A copy of these terms is also included in the renter's contract.

LORTON VOLUNTEER FIRE DEPARTMENT (LVFD)

Contract Terms for Community Hall Use

Lorton Volunteer Fire Department
Fairfax County Fire and Rescue Co.19
7701 Armistead Road, Lorton, VA 22079

RULES AND REGULATIONS

Any and all parties interested in renting the Lorton Volunteer Fire Department Community Hall are expected to abide by the following rules and regulations. Those who fail to comply with the expectations set forth are subject to cancellation of the contract and hall reservation, denied requests on future dates, and forfeiture of security deposit and/or event payments. In addition to the rules listed below, all visitors are required to adhere to regulations for Fairfax County Administrative Buildings, including prohibition on firearms and other dangerous weapons.

RESERVATIONS

• All reservation requests must be made at least 72 hours in advance. Any request made less than 5 days in advance will not be guaranteed and are subject to staff availability.
• Due to the use of the community hall for official fire department functions, customers are encouraged to check availability at https://www.lortonvfd.org/hall-rental.html in addition to what is shown on the reservation platform. All reservation requests will be vetted against pre-existing events prior to approval.
• Note that all requests will be viewed by the Lorton Volunteer Fire Department and must abide by the mission and expectations set forth by the Fairfax County Fire and Rescue Department. The Lorton VFD may deny rental requests on a case-by-case basis. 
• Upon request, prospective renters may schedule an in-person appointment at the Lorton Volunteer Fire Department (7701 Armistead Road Lorton, VA) for a tour of the community hall and amenities, discussion of hall rental procedures and expectations, and finalization of rental agreement.

CANCELLATIONS

• Cancellations more than fourteen (14) days prior to the event date will receive a full refund, including security deposit. 
• Cancellations within fourteen (14) days of the event date will result in forfeiture of the security deposit.
• Cancellations within seven (7) days of the event date will result in forfeiture of the security deposit and 20% of the reservation amount.
• Cancellations within seventy-two hours of the event will result in forfeiture of the security deposit and entire reservation amount.

EVENT RULES

• Parties will be able to enter for setup 30 mins prior to the reservation start time. If additional setup time is needed, it must be purchased with your reservation.
  • The earliest entry for setup is 7:30 am (the earliest reservation time is 8:00 am).
• All events must end by 10:00 pm (2200). Music and sound systems must be turned off and food and beverage service must conclude by 10:00 pm (2200).
• All members of the party must depart the venue no later than 30 mins following the scheduled reservation end time. This is enforced to ensure subsequent renters have the venue and parking available by the time of their arrival (30 mins prior to reservation start time).
  • Fees will be incurred at a rate of $50 per 15 mins after the 30-minute departure period. 
• Per Fairfax County requirements, no individual may be on the priority after 11:00 pm (2300).
• Music and sound check will be completed prior to the start of the event, and may not exceed the level set at the beginning of the event, IAW Fairfax County Code Section 108.1-4-2.
  • Mixed Use Area, which is the classification of the Community Hall, shall not exceed 65 dBA continuous sound/100 dB impulse sound between the hours of 7:00 a.m.-10:00 pm.
• All parties and renters will have access to restrooms. Showers and locker rooms are not available.
• Renting parties are not permitted to mount, nail, staple, or glue anything to the walls. All decorations, pictures, etc. must be taped, with tape provided by the LVFD, or free standing.
• All items brought in for the event such as decorations (including balloons), caterer equipment, linens, music equipment, etc. must be removed at the end of the event.
• Open flames are not permitted inside the building; candles must be electric/battery-operated. Fireworks are not allowed on the premises.
  • Chafer dishes and associated open-flame fuel are permitted.
• Smoke machines are not permitted, along with any smoke-producing equipment or mechanisms.
• The use of glitter, powders, and confetti is not permitted in the community hall.
• Decorations taller than 10.5 feet are not permitted.
• All tables must be wiped and all floors and chairs cleared of debris and liquids. This includes the floors in the hall, kitchen, entryway, restrooms, and parking lot.
  • Brooms and cleaning materials are provided by LVFD.
• Renters are responsible for stacking all chairs and tables after the event concludes
  • All chairs should be stacked 10-high along the southwest wall (closest to dumpsters)
• Trash and garbage must be bagged and all boxes broken down. The renter is responsible for removing any trash from the hall and kitchen and disposing of them in the dumpster.
  • LVFD will provide trash bags to line the trash cans that are positioned inside and outside the building.
• Leaving the hall in a state that is not “reasonably” clean or excess filth (e.g., including trash inside or outside the building, gum, etc.) will result in additional fees.
• Renters are responsible for maintaining awareness and control of all members of their party, including children. Multiple or frequent reminders from the LVFD Event Manager regarding inappropriate behavior or traversing through unauthorized areas will result in removal from the premises.
• Operating bikes, scooters, etc., running, and use of sports equipment (i.e., balls) are not permitted.

PROVIDED AND SELF-PROCURED EVENT SUPPLIES

• LVFD will not provide any equipment that is not explicitly listed on the website and stated in the contract (with the exception of tape and cleaning supplies).
• LVFD provides tables and chairs for renters; it is the responsibility of the renter to set up the equipment in the desired configuration.
• LVFD does not have additional storage space outside the Hall for unused tables and chairs; they must remain inside the Hall.
• Renters may bring their own furniture and equipment at no extra cost.
  • This includes but is not limited to: tables, chairs, tableware, decorations, catering equipment, Audio/Visual equipment, podiums, stages, dance floors.
• Renters will not be granted early access to set up (beyond the 30-min set-up period); additional time must be purchased.
• If an event is scheduled until closing (10 pm), all equipment must be picked up by 9am the following day unless otherwise approved by LVFD.

KITCHEN USE

(Kitchen must be reserved separately)

• All renters who reserve the kitchen will be given access to the stove, oven, refrigerator, freezer, ice machine, microwaves, sinks, and counter space. 
  • Use of the deep fryer by renters is not permitted.
• Renters assume full responsibility for following safe food handling and personnel hygiene practices, and applicable health codes. Lorton VFD shall not be liable for any foodborne illness.
• Preparing and cooking raw (time and temperature-sensitive) foods for private parties (closed guest list, to include wedding parties or banquets) is conducted at the renter’s own liability.
  • If a permitted catering company is present and preparing/serving food on-site, they must have a CFPM present.
  • If a permitted catering company delivers food but does not remain on-site for preparation or serving, liability is transferred to the renter to maintain the appropriate temperature of food items (CFPM is not required).
  • More information can be found at: https://www.fairfaxcounty.gov/health/codes 
• Preparing and cooking raw (time and temperature-sensitive) foods for the general public requires a Certified Food Safety Manager to oversee all food preparation; this certification must be presented in advance of the event.
  • Visit https://www.vdh.virginia.gov/environmental-health/food-safety-in-virginia/food-operators/cfpm/ for more information on certification and authorized courses.
• No external cooking/baking permitted, propane or otherwise, in the hall, kitchen, and within 50 feet of the building.
• Electric warming plates and chafer dishes are allowed.
• Renters are not authorized to use any Lorton VFD-owned cooking tools, utensils, or serving materials unless explicitly authorized in the rental agreement.
• Kitchen countertops, fridge, freezer, and sinks must be wiped down and cleaned of food and debris at the end of the event.
• Observe and abide by all signage in the kitchen for proper use of equipment including the multi-basin sinks.

ALCOHOL SERVICE

• Alcohol may not be served on the premises without a State of Virginia license. 
  • Visit https://www.abc.virginia.gov/licenses/get-a-license/banquet-licenses to apply for a one-day license.
• Licensed parties may not serve, consume, or carry open alcoholic beverages outside of the community hall.
• Alcohol may not be served to minors; illegal consumption of alcohol on the premises will result in removal from the premises, forfeiture of rental fee and security deposit, and contact with law enforcement.

PARKING

• A dedicated parking lot exists for our guests behind Fire Station 19 along Pohick River Dr. 
• Parking is not permitted along the north side of the building; this parking is reserved for staff.
• Parking is not permitted in any area with a yellow-painted curb.
• Parking is not permitted along the islands that lead to and include the fuel pumps.
• Parking is not permitted in front of the extrication pit along the west side of the property.
• If the parking lot is full, it is each driver’s responsibility to find a place to park legally. Cars that are parked illegally or block access to property—either that of Fairfax County Fire Rescue Department or the surrounding residents—will be towed at the owner’s expense.

PROHIBITED AREAS

Fire Station 19 is an active working firehouse. As such, there are several areas where the presence of civilians puts themselves and the firefighters at risk. Due to the serious nature of personnel safety, disregarding “Do Not Enter” signs and failure to remain outside of prohibited areas will automatically result in the loss of the security deposit, and may result in being asked to leave the premises:

• Individuals are not permitted on the rear apron (driveway) of the fire apparatus bay at any time. This is an emergency vehicle roadway with dangerous equipment in use and trespassers introduce a safety hazard for themselves and our first responders. Failure to follow this rule, or otherwise inhibiting emergency response may result in removal from the premises and contact with FCPD.
• Individuals are not permitted in the staff parking area unless transiting from Armistead Rd to the hall on foot; no loitering is permitted.
• Individuals are not permitted in or around the extrication pit—a concrete pad and building on the west side of the property. This area may contain safety hazards, including broken glass, wooden splinters, and fluids. Loitering in this area will result in removal from the premises.
• Hall tours are not given to Community Hall renters unless specifically planned and agreed to in advance; LVFD staff are not permitted to give tours to family members or friends when on-site in a “renter” capacity.

SCHEDULE OF FEES

• Extending reservation within 24 hours of event: $100
• Opening Emergency Exit in non-emergency (per instance): $50
• Entering restricted areas: $100
• Entering rear apparatus ramp or bays: $200
• Illegal parking (per instance): $100
• Tobacco use in restricted area: $50
• Occupancy violation: $100
• Excessive noise (see above rule): $50
• Excessive filth (tables not wiped down/floor not dry mopped): $220

AGREEMENT

Violations of the policies and expectations set forth may result in the cancellation of an event, denied future requests, forfeiture of the security deposit, and/or removal from the premises. Members of the Lorton Volunteer Fire Department and Fairfax County Fire and Rescue reserve the right to call the police for any behaviors that violate the Lorton VFD Community Hall Policies and Procedures or otherwise threaten the mission and reputation of the Lorton VFD and Fairfax County Fire and Rescue Department.

• By submitting this request, you hereby acknowledge and agree to the terms set forth in this contract.
• The renter agrees to abide by all rules mentioned herein and understands that failure to comply with these rules may result in cancellation of the event and forfeiture of their deposit.
• The renter understands that guests/parties who are removed from the premises during an event as a result of failure to comply with the rules, or who are causing disruption, will not be refunded any portion of their reservation fee.
• The renter agrees that no alcohol will be served on the premises without a State of Virginia (VABC) liquor license.
• The renter agrees that no uncooked food will be prepared for public consumption using the provided kitchen without a State of Virginia-recognized Certified Food Safety Manager certification.

Contact the Hall Manager at [email protected] with any questions or concerns. In the event that you feel your issue is not resolved, you may contact the President at president@lortonvfd.com to escalate concerns.