Frequently Asked Questions
Here are some common questions we receive about hosting an event at KMFA. Please don’t hesitate to reach out if you have further questions.
Venue Policies
General
How To Make Reservations
A signed contract and deposit are needed to secure a reservation. The planning of the event, including space layout, selection of caterer, florist, audiovisual equipment and other pertinent details should be arranged at least two weeks prior to the event date.
Vendors and caterers must schedule a building walk-through at least one week prior to the event to become familiar with the space, communicate event details, and determine the event layout.
Payments & Billing
Payment in full must be received 30 days prior to the event. Payments can be made by cash, check, bank money order, or credit card to KMFA in person or by mail to: KMFA PO Box 6200, Austin, TX 78762.
Cancellation Policy
In the case of cancellation, KMFA must be notified in writing and the deposit payment will be forfeited. If the cancellation occurs more than 90 days prior to the event, one-half of the facility use fee will be retained.
If the cancellation occurs within 90 days and more than 21 days prior to the event date, seventy-five percent of the facility use fee will be retained. If cancellation occurs within the three-week period before the event, the full facility use fee will be forfeited.
Event Timing / Hours
The use of space at KMFA is restricted to the specific times that have been contracted. Please make sure that you are aware of the spaces and timing that have been agreed upon and communicate and plan accordingly.
Arriving before the designated load in time can be negotiated with additional fees. Extending past the expected load-out time will result in the client being billed $200 per hour.
Can We Bring Our Own Alcohol?
KMFA is an unlicensed venue, which means that alcohol cannot be sold on our premises without securing a Temporary Permit from the Texas Alcoholic Beverage Commission (TABC). Permits are not required for private parties where alcohol is given away.
Beverage service must comply with the laws of Texas. Our policy is to insist that alcohol may only be served by bartenders pre-certified by the Texas Alcoholic Beverage Commission (TABC).
Do You Offer Food Service?
No, but we will be happy to recommend catering companies and bartending services.
Day-Of
Security / Staffing
If additional security is needed for an event, it can either be provided by the client or it can be added as an additional service provided by KMFA.
Deliveries
Arrangements for delivery of tables, chairs, audiovisual equipment, etc., are the responsibility of the client. Delivery times must be scheduled in advance.
Clean Up
No decorations or other materials may be left behind. Any food or drink remaining after an event must be cleaned up and cleared from the premises, including complete cleaning of the catering areas.
Custodial charges will be assessed if necessary.
Entertainment
Clients are welcome to book entertainment directly with the artist or provider that best suits their event.
Special event entertainers are considered vendors and all vendor policies apply, including the need to accept and abide by venue policies.
Manager On Duty
All events will be assigned an events manager on duty (MOD) for the set-up, duration, and clean-up of the event, included in the use fee. If the event is determined by the licensor to be more complex than one manager on duty can sufficiently manage, additional MODS will be assigned at a rate of $30 per hour to be added to the use fee. This determination will be made at the sole discretion of KMFA.
If We Have A Multi-Day Booking, Do We Need To Strike What Is Set Up Before Leaving?
No, you do not need to strike your set up if you have a multi-day booking.
Will KMFA Staff Be Present During Our Event?
Each event will be assigned at least one Manager-on-Duty to be a day-of point-of-contact. They will be available for the entire event and will assist with venue-related needs and help with technical support in the Draylen Mason Music Studio.
Amenities
Parking
There are 43 parking spaces available on the immediate property. Garage spaces are available within walking distance and street parking is also available.
All parking options are free. Valet service can be added at the expense of the client.
Wi-FI / Internet
The building is equipped with Wi-Fi throughout (including outdoor spaces), and ethernet connections are available in the control booth and event spaces.
Exhibits
Exhibits are subject to change without notification. Exhibits that are present at the time of contracting may not be on display on the event date.
Exhibits will not be removed or altered for events.
Do You Have Refrigerators and An Ice Machine?
We have two refrigerators under the counters in the bar area that you may use to store food and drinks. We do not have an ice machine, but there is a freezer in the catering closet where ice can be temporarily stored.
Is There A Catering Kitchen?
No, there is no kitchen space available. Catering prep can be done in the small catering closet, the back hallway, or outdoors.
Restrictions
Safety
No firearms or weapons of any kind.
Smoking / Drugs
No smoking, vaping, or tobacco use is allowed.
Sparklers
Sparklers and smoke machines are prohibited indoors.
Outdoor sparkler use is subject to strict protocol.
Decorations
No glitter, confetti, streamers, potpourri, birdseed, or rice.
Please do not set anything on the pianos. Nails, tape, and adhesives are not allowed on any surfaces without explicit approval.
All décor or fixtures must be freestanding. Please be mindful of possible damage to floors, walls, and countertops.
Animals
No animals are allowed unless they are certified service animals.
Can We Bring In Outside Rentals?
Yes. We allow outside rental furniture, but please keep in mind the hours of your facility use agreement. Early drop off and late pick up of rental furniture is subject to the availability of the space and additional charges.
Can We Bring In Our Own Technical Production Staff?
Yes. We require all production technicians unfamiliar with our space to set up an orientation meeting before their event so we can show them how our equipment is set up. We can also refer you to our list of recommended technicians if needed.
Additional Restrictions
No spraying of aerosols inside the facilities. // No crayons may be used for event activities.