Room Reservation Policy
Updated January 6, 2026
1.Quick Reference Guide
The Alcove Member Discount: 50% off standard rate
Nonprofit Complimentary Hours: Nonprofits serving women or gender expansive people receive 8 complimentary hours annually (weekdays, 10 a.m.-4 p.m., in the Board Room or Book Club Room only).
Payment Deadline: Within 48 hours of approval
2. Who Can Reserve Rooms?
Current Members: Individuals with active memberships in good standing.
Nonprofit Organizations Serving Women or Gender Expansive People: Organizations operating for charitable, educational, or community benefit purposes.
Note: Nonprofit staff members may utilize their organization's complimentary annual hours when booking on behalf of their nonprofit.
Nonprofit Staff Who Are Also Members: Receive member pricing benefits (50% off).
General Public: Non-member requests are evaluated case-by-case at The Alcove's discretion.
3. Reservation Process
How to Book: All reservations must be submitted through the official Room Reservation Form. Reservations made through phone, email, or in-person will not be processed.
Timing: Rooms are allocated first-come, first-served based on form submission timestamp. Please submit requests at least 48 hours in advance. Last-minute requests (under 48 hours) are considered case-by-case if space is available and no catering or special setup is needed.
Approval: All reservations require prior approval from The Alcove staff. We will review and respond within 2-3 business days.
Representative: The member or nonprofit representative who books the space must be present for the entire reservation and is responsible for opening and closing the room.
Code of Conduct: All events must comply with our Code of Conduct and create an inclusive, welcoming environment.
4. Payment and Confirmation
Payment Required: Once approved, you must pay the full rental fee within 48 hours via the payment link sent by email. Your reservation is not finalized until payment is received.
Payment Methods: Payments may be made through Square via all major credit cards, Apple Pay, Google Pay, or Cash App.
Exception: Nonprofits using complimentary hours do not need to pay. Staff will confirm your reservation once eligibility is verified.
Confirmation: After payment (or eligibility confirmation), you'll receive an email with your reserved date/time, event details, access instructions, and any additional information.
5. Pricing
Standard Rates: Published on our website.
Member Rates: 50% off the standard hourly rate.
Nonprofit Complimentary Hours: Organizations serving women or gender expansive people receive 8 complimentary hours per year, available weekdays 10 a.m.-4 p.m. in the Board Room or Book Club Room only. Indicate on your reservation form to request these hours. Staff will verify availability during approval.
Discounts are automatically calculated and applied to your invoice.
6. Cancellation and Refunds
Date Changes: You may change your event date once at no cost if requested at least 24 hours before the original event and a suitable date is available within 90 days.
Cancellations: Must be submitted in writing to info@alcoveri.org at least 24 hours before your event. Cancellations made less than 24 hours before result in forfeiture of full payment.
Unforeseen Circumstances: Refunds may be granted at The Alcove's discretion for documented emergencies (serious illness, hospitalization, family emergencies, death in the family). Contact us to discuss.
No Show: Failure to cancel or appear results in forfeiture of full payment.
Weather: For outdoor spaces (Terrace and Patio), weather-related relocations to indoor spaces do not constitute a cancellation. No refunds issued.
The Alcove-Initiated Cancellations: If The Alcove must cancel due to facility emergencies or unforeseen circumstances, a full refund will be provided.
7. Food and Beverage Policy
Food Safety: All food for group events must be commercially prepared (in a commercial kitchen or licensed facility) or commercially packaged. Homemade food is not permitted for group consumption.
Food Deliveries: If you plan to have food delivered, notify staff in advance with delivery details (service, estimated arrival time, contact info). The Alcove is not responsible for missed deliveries, coordination issues, or problems with outside food service.
Catering Resources: A list of recommended local caterers and delivery services are available upon request.
Personal Snacks: Personal snacks and non-alcoholic beverages for individual consumption are permitted anytime.
8. Alcohol Policy
Alcoholic beverages are generally not permitted. The Alcove may approve limited alcohol-based events case-by-case at our sole discretion.
If Approved:
All requests for alcohol service must receive prior written approval
Alcohol must be served by a certified bartender
Members may not bring their own alcohol to any event. This policy ensures compliance with state laws, our facility regulations, and maintains a comfortable environment for all community members.
9. Room Usage Guidelines
Operating Hours: Rooms are available for reservation during The Alcove's operating hours:
Tuesday—Wednesday: 10 a.m. - 4 p.m.
Thursday: 1 p.m. - 8 p.m.
Friday—Saturday: 10 a.m. - 4 p.m.
Sunday—Monday: Closed
All events must conclude and rooms must be vacated on time.
Setup: Standard room configurations are included. You are responsible for any additional setup or room rearrangement. Staff are not available to assist with moving furniture. Plan accordingly to allow setup time.
Room Condition Expectations: You are expected to leave rooms in the condition they were found:
Remove all trash and personal belongings
Wipe down tables if food was present
Return furniture to original positions
Return borrowed equipment to storage
Report any damage immediately
Failure to maintain room condition may result in additional fees or loss of privileges.
10. Responsibilities and Policies
Damage: You are financially responsible for any damage to facilities, furniture, or equipment during your reservation. Failure to pay may result in suspension of privileges or membership.
Endorsement: Use of The Alcove’s facilities does not constitute endorsement of the views, beliefs, or affiliations of event organizers or attendees.
Media and Photography: Indicate on your reservation form if your event includes news media, professional photography, or video recording. The Alcove reserves the right to deny media access that conflicts with member privacy or community safety.
Fees and Sales: You may charge admission or sell products/services with prior written approval from staff (request on reservation form). This includes:
Fees for workshops, classes, or trainings you provide
Sell books, artwork, or products you've created
Accept donations for your nonprofit
The Alcove reserves the right to decline overly commercial events (MLM recruitment, aggressive sales tactics, etc.).
Staff Access: Staff may enter any reserved room at any time for safety, security, or maintenance purposes.
The Alcove Cancellation Rights: The Alcove may cancel reservations due to facility emergencies, safety concerns, policy violations, necessary maintenance (with two weeks' notice when possible), or events not aligned with our values. Full refunds provided for Alcove-initiated cancellations.
Questions and Support
Email: info@alcoveri.org
Phone: 401-443-3347
In Person: Visit our front desk during operating hours
Policy Updates
This policy is subject to change. Members will be notified via email and posted notices. The most current version is always available on our website.
By submitting a room reservation request, you agree to comply with The Alcove’s policies and guidelines, including our Code of Conduct.