Room Rental Terms and Conditions *

The Richmond Association of REALTORS® (RAR) has several rooms available for rent for private meetings and events.

Criteria for Applicable Renters 
Room rentals are only available to members of the Richmond Association of REALTORS® and housing nonprofits. RAR reserves the right to deny any room rental request for any reason. 

Times and Dates 
Rooms are available for rent Monday through Friday between 8:30 AM – 5:00 PM. Set up, registration and clean up must be completed during these hours. Room rental agreements may be made for multiple meeting/event dates.

Payment 
Members who have a credit card on file in their Member Hub may authorize RAR to charge them if they have enabled “Programs” as an autopayment option. Otherwise, RAR will contact the renter for payment via phone after this agreement has been authorized by the VP, Programs and Communications. 

Payment must be made via credit card. Any additional costs that are incurred will be charged to the credit card on the day of your room rental. Room rental agreements with multiple dates will be charged for the first date at the time of contract confirmation. Subsequent rental fees will be charged on the first business day of each month in which a room is reserved. 

Room Set-Up 
Any changes to the standard room set up must be provided to RAR at least seven (7) days prior to the meeting/event. 

Check-In 
Renters must check in at the front desk upon arrival.

Attendees 
Attendees must adhere to normal office decorum and not interfere with the operations of RAR and other building tenants.

Food and Beverages 
Food and non-alcoholic beverages are allowed. Alcohol is prohibited. 

The renter/renter’s organization agrees to indemnify and hold harmless the Richmond Association of REALTORS® and subsidiaries, and its employees from any suit, actions, damages, liability and expense in connection with personal injury, death or tangible property damage resulting from your acts or omissions in the use of contracted space at the Richmond Association of REALTORS®. 

The renter/renter’s organization further agrees that the Richmond Association of REALTORS® is not responsible for failure to provide the basic facilities and services described herein due to emergencies, catastrophes, or interruption of public utilities beyond the control of the Richmond Association of REALTORS®. 

By selecting I agree to the terms and conditions below, you accept the terms and conditions stated herein and give authorization for payment for all fees related to this room rental. This agreement shall be valid and binding upon payment and authorization by RAR.

I agree to these terms and conditions

Equipment and Technology *

RAR requires that all presentations be on a flash drive or accessible online. Special IT accommodations must be made in writing at least seven (7) days prior to the meeting/event. An additional $100 will be charged for disconnecting, tampering or relocating technology equipment. All technology is provided in good working order. Any damage to technology equipment during an event will be the responsibility of the renter and will be remedied at their expense.

I agree to this term and condition

Maximum Capacity *

The maximum number of attendees is limited to the capacity specified for the room requested. Parking is limited. An additional $250 will be charged for any room rental where the attendance exceeds the stated room capacity.

I agree to this term and condition

Clean Up *

Clean up is the responsibility of the renter. All food, beverages and materials must be removed or properly discarded at the conclusion of the meeting/event. An additional $75 will be charged if the room is not left in its original condition.

I agree to this term and condition

Promotion *

Promotion of the meeting/event is the responsibility of the renter/renter's organization. RAR will not promote the meeting/event in any capacity. Promotional materials may not imply any endorsement by RAR or other related entities. Promotions should clearly state that the meeting/event is not affiliated with RAR. 

I agree to this term and condition

Program/Event Content

If a meeting/event includes educational programming, RAR must approve all program materials and topics. Please attach materials for this event or program here. This may be a program outline, handouts, slide decks, etc. 

20MB max

Primary Contact Name for Rental *

Name of RAR Member/Firm/Housing Nonprofit *

Name of Renter's Firm/Company *

RAR Member Number

Please leave blank if not applicable.

Phone Number *

Email Address *

Date(s) of Meeting/Event *

Number of Attendees *

The maximum number of attendees is 75.

Arrival/Setup Time *

Start Time *

End Time *

Event/Meeting Name *

Please write the event/meeting name as it should appear on the RAR lobby monitor.

Purpose of Event/Meeting *

Technology Requirements *

Atrium (75 attendees max)

2nd Floor Classroom Set-Up

9AM - 12PM ($275)

1PM - 4PM ($275)

9AM - 4PM ($475)

Classroom (50 attendees max)

1st Floor Classroom Set-Up

9AM - 12PM ($200)

1PM - 4PM ($200)

9AM - 4PM ($350)

Board Room (20 attendees max)

2nd Floor Board Room Set-Up

9AM - 12PM ($175)

1PM - 4PM ($175)

9AM - 4PM ($300)

I have reviewed the information provided.

Your room rental is complete upon authorization by and completed payment to RAR. You will be contacted within three (3) business days of submission.