LightHouse Facility Rental FAQ

Audio Visual Services

Does LightHouse provide AV equipment?

Lighthouse provides the following AV equipment with most rentals:

  • DVD Players/TV/VCR’s
  • Assisted Listening Devices
  • Microphones (tabletop, podium, hand-held microphones, lavalieres)
  • Computer and Video Presentation hook ups/overhead projectors
  • Lighting & Sound
  • Video Recording (for basic recording of entire program)

Any technology requirements that are not listed may be inquired by emailing our Facilities Department at 1facilities@lighthouse-sf.org 30 days prior to your event.

Facilities

Our Facilities Teams provides set-ups for all events, which need to be agreed upon two weeks prior to the event. These should be added to your reservation two weeks in advance. Clients will be ask to sign off on stage plot design.

Examples of setup requirements include:

  • Tables (6’ or rounds) and chairs (set as: theater, dining, conference style, etc.)
  • Trash cans and recycling containers are included
  • Podiums
  • Electrical Needs-extension cords and power strips

Logistics

If your event includes multiple service providers, and/or is taking place in multiple spaces, you are required to draft a cohesive logistics document and attach to your rental contract for our Facilities Team. Logistics should be added to your reservation no later than two weeks in advance of your event. If changes occur after the first logistics submission, please make certain you update the original and resubmit to our Facilities Team.

For changes to your logistics within 48 hours of the event, facilities must be notified by phone at 415-694-7378 or 415-694-7338 or your changes may not be received.

How do I rent from LightHouse?

To start the rental process please complete a rental application.

Please contact our office at 415-694-7338 or (415) 694-7378 for any additional details.

What types of events does the LightHouse allow?

Qualifying specific events may be considered on a case-by-case basis. Typically we host receptions, small performances, company meetings, training sessions, non-profit fundraisers, holiday parties, weddings/receptions, award ceremonies, game nights, and more.

What types of events are not allowed at the LightHouse?

Events in which tickets are sold at the door.

If holding a fundraiser, it must be made clear that the LightHouse is not a beneficiary.

Is a Rental Contract needed to conduct training or events at the LightHouse?

Yes, every organization/company or independent event holder is required to sign a LightHouse Rental Agreement at least one month in advance of the event date.

Will I need insurance coverage to hold an event at the LightHouse?

Yes, all applicable insurance requirements are listed on the rental agreement. If an organization or company does not have liability insurance, the Lighthouse can offer coverage with our TULIP policy for $100 a day.

How do I pay for the rental?

Check or credit card payments are preferred. An invoice will be sent out within 48 hours of receiving the signed rental agreement. For alternative payments, please contact our Facilities Team for more information.

What accessibility resources can LightHouse provide both at no cost and with a service fee?

Assisted Listening Devices, Audio Description capabilities, Tactile rendering on AV knobs, etc. are provided free of charge. For a complete overview, please schedule AV training with the producer or presenter prior to the event.

Will I be required to submit a list of attendees for the event(s)?

Yes, a list of attendees will be requested in advance for security purposes. All attendees will be required to check in with the front desk security upon their arrival. If any attendees have mobility impairment or require assistance, please indicate this when on your list of attendees in case of an event requiring emergency assistance.

What are my transport/parking options getting to and from the event?

For further information about parking.

Can the event be catered?

Yes, although we do not offer a kitchen for use. A list of approved catering companies will be provided upon request. 

Are alcoholic beverages allowed?

Yes, if poured by an approved catering company with an alcohol license. Beer and wine are acceptable, although hard liquor is not.

Are there any food, beverage, or other allergies to be made aware of?

Yes, the LightHouse is a scent free environment. We advise all event holders to notify all attendees of this policy. Due to other known allergies, we do not allow citrus to be provided by catering, and in addition a lid on all coffee cups is required if it is being served at the event.

Does the LightHouse offer janitorial services?

Typically during daytime events with minimal to no catering we have janitorial on site to address most needs that may arise while our facilities are in use.  If a rental uses full scale catering, is a weekend event or Facilities deems the event in need of additional janitorial services, the event holder will be charged a direct fee for janitorial services. Fees will be addressed on an event by event basis and will addressed during the the contract process.

Does the LightHouse have all appropriate waste bins, i.e. garbage, recycling and compost?

Yes. All conference spaces have garbage and recycling bins, and our spaces allocated to events for catering needs have all sets of garbage, recycling and compost.  Most event holders may wish to do their own catering or have deliverable meals as a cost measure but event holders take on responsibility to inform their staff or attendees of the location of bins in the spaces and adherence to San Francisco’s Mandatory Recycling and Composting Ordinance. This will help our site keep to compliance and not needing to pass on additional charges to our clients.For reference please visit SFenviroment.

Is LightHouse wheelchair accessible?

Yes.

Are animals permitted?

No, only service animals are permitted.

What is the maximum occupancy for the rental space?

Maximum occupancy is dependent on the rental area. All three multipurpose rooms have a combined maximum occupancy of 127. Events will be assigned to specific areas which are appropriate to the size and nature of the event.

What are the sizes of rentable spaces available at Lighthouse?

Our rentable areas range anywhere from 205-2500 square feet and is ideal for groups between 16-127 attendees.

Can I hang items on the walls?

For janitorial purposes and to avoid damage, LightHouse only allows items to be hung with painter’s tape, as it does not damage the facilities. Prior authorization from Facilities is required.

How can I contact the organizer with any questions?

All inquiries should be addressed to 1facilities@lighthouse-sf.org  or by phone at 415-694-7338 or 415-694-7378.

How long can I place a hold date?

We can place a tentative hold for up to one week.  At the end of this time, if a decision is not met, the hold will be released.

How can we view the space(s) available to rent?

Site visits may be scheduled during LightHouse business hours. Site visits are by appointment only by emailing 1Facilites@lighthouse-sf.org or by phone at 415-694-7338 or 415-694-7378.

What hours are available for an event?

Event rental hours generally range between 8 a.m. and 8 p.m. and are subject to change. Access for setup and strike may be scheduled outside of these hours through prior arrangement with the Facilities Team.

What is the latest time an event can run?

Events must conclude no later than 9 p.m. If special arrangements to extend hours to account for load-out need to be agreed upon with the Facilities Team before rental agreement is submitted.

Do you offer overnight storage?

No, we do not have any secure privatized areas for our event holders to store items for multiple day events.

What is the earliest and latest time the caterer or other vendors can access Lighthouse for setup?

Caterers have access to 1155 Stevenson Alley garage with below times and days:

Monday through Friday – Before 7 a.m. (times are subject to change depending on client and vendor need)

Monday through Friday – After 6 p.m. (times are subject to change depending on client and vendor need)

Saturday or Sunday – Any time.

All moves and hauls in/out of equipment must be scheduled in advance with the Facility Department.

Can I use my preferred caterer?

You are required to select a caterer from LightHouse’s preferred caterers list. The list is available from the Facilities Department upon request.

What if I need to have a dedicated AV Tech/Event Assistant during our event?

An AV Tech or Event Assistant can be hired during your event at a direct cost. This is negotiated during the initial contract stage. Please inquire with the Facilities Team for pricing.

Does LightHouse provide any event supplies?

No, the LightHouse does not provide any event-related supplies. If you have a specific inquiry please contact our team, who can advise further.

Is the venue rentable for just one party, or will there be other groups at the same time?

LightHouse retains the right to book concurrent events if there are event spaces that have not been reserved. The LightHouse will make every effort to avoid conflicts when there is more than one group on the premises at the same time.

Does LightHouse offer discounts for nonprofit organizations?

LightHouse offers a discount to 501(c)(3) organizations with proof by a IRS Determination Letter. This does not apply for events on Sundays.

What is LightHouse’s refund and cancelation policy?

Events canceled prior to ninety days before the first scheduled date of event will receive a 100% refund, less the initial 20% non-refundable deposit. Events canceled between sixty to ninety days prior to the first scheduled date of event will subject to a charge of 50% of the total fees and charges. Events canceled prior to sixty days before the first scheduled date of event will forfeit 100% of the entire amount of the rental fees and charges; plus the amount of all direct expenses or charges incurred by LightHouse for The Blind in anticipation of event. Terms of refunds exclude 20% venue hold deposit, which is non-refundable.