Who May Use the Auditorium

The Robbins Memorial Town Hall Auditorium is available for use to groups in the following order of priority:

• Official Town purposes
• Arlington non-profit organizations
• Arlington residents for private functions
• Other non-profit organizations
• Other private functions

Application

An event date will be reserved and confirmed once a completed application is received, along with the reservation check and the security check.  A tour with the Event Coordinator must be completed before submitted an application.

General Rules

You and your caterer must meet with the Event Coordinator one to two months before the event to coordinate details for your function.  Details to be checked include:

• General liability insurance certificate in place
• Liquor liability insurance certificate in place
• Temporary Food Permit in place
• Deliveries and Pick-up Schedules checked
• Decorative Plans confirmed

According to the Town of Arlington Bylaws, there cannot be undue noise after 11:00 pm.  The auditorium closes at midnight unless special arrangements are made with the function manager.

The capacity of the Town Hall auditorium is as follows:

• seating capacity of the balcony is 263
• seating capacity of the auditorium (meeting style) is 300-350
• party capacity of the auditorium (chairs and tables) is 250
• cocktail capacity of the auditorium (standing) is 350

Rental of tables, chairs and tents (if used) for functions is your responsibility.  Refer to the “Caterer Guidelines” for a listing of tables and chairs available on site.

Maximum precautions must be taken to avoid fire hazards. Only battery-operated candles are allowed.  Torches are not allowed on the grounds outside.  Arlington buildings are smoke free. Smoking is prohibited within 15 feet from the entrance of the Town Hall.

Nails or tape must not be used on walls or woodwork.

You may be required to hire an Arlington Police detail to be present at your function.  Rates will be provided.

There are special requirements for events involving significant numbers of children, such as christenings, bar mitzvah’s, bat mitzvah’s. We will provide you with those special requirements.  

Any infraction of the rules above will result in loss of your security deposit.

Liability to Persons and Property

Any approved applicant agrees to assume liability for any and all personal injury or property damage resulting directly or indirectly from the applicant’s use of the premises.  The approved applicant further agrees to hold the Town and its Committee, agents and employees harmless from any and all liability, claims or assessments arising out of the applicant’s use of the Robbins Memorial Town Hall Auditorium and grounds.

The Town assumes no responsibility and expressly disclaims any liability or responsibility for damage to personal property belonging to the applicant, guests, or employees in or on the premises, for injury to persons invited to the premises or employed by the applicant for any purpose whatsoever.

The applicant shall agree to be responsible for and to reimburse the Town for any loss or damage to the building, its contents, equipment or grounds by the applicant, guests, employees or servants.

The Town reserves the right to require Personal Injury Liability Insurance with a minimum of $250,000, naming the Town of Arlington as additional insured.  You will be apprised of this requirement at time of confirmation of your event booking.

If any alcoholic beverage is to be served, then the applicant shall secure liquor liability insurance, naming the town as an additional insured, in the amount of $1,000,000. A copy of the insurance certificate must be in place with the facilities manager and the town counsel two weeks in advance of the event. Failure to do so will result in no alcohol being served.

• All alcohol (including champagne toasts and alcohol-spiked punches) must be served by a hired, certified bartender.
• Bar service must close one half-hour before the end of the event.
• If there will be a charge for the drinks served, then a special “one-day permit” for serving alcoholic beverages must be obtained from the Town of Arlington’s Select Board.
• You may take extra alcohol at the end of the party only at the functions manager’s discretion.

Permits

Alcohol: A permit for the sale of alcohol (Special Alcohol License) may be obtained from the Arlington Select Board. Apply for a Special Alcohol License.

Your request must be approved officially by the Select Board, so you must allow enough time for your request to be on their agenda.

Food: A temporary food permit is required for any temporary event where food is sold or served to the public. 

Should it be determined by the Health Department that an application for a temporary food permit is required, it must be submitted at least 2 weeks prior to the temporary event.  

Establishments that already have a food permit with the Arlington Health Department still need to submit an application. 

At a minimum, the applicant must provide: 

Establishments from other municipalities must also provide: 

Please contact Pat Martin at pmartin@town.arlington.ma.us or call 781-316-3170.

Penalties for Violations of State Laws

Criminal penalties are provided by Statute (General Laws, Chapter 143) for violation of State Laws relating to public safety in buildings.  Exceptions to these laws may not be made. Applicants are responsible for obtaining any local and state permits required for the proposed use of the Robbins Memorial Town Hall auditorium and grounds.

Rate Schedule

Use Type	Rate
Private Functions	$500/hour
Town-affiliated Event	$250/hour
Surcharge for Garden Use	$500

Notes about the Rate Schedule

The rental time must include set-up and clean-up time. (There is an 8-hour minimum requirement for weddings.)
No political fundraising is allowed in the building.
The hourly rate charged for the event will apply for any additional hours used beyond the booking time.  
Coat check service is available at a rate of $10.00 per hour per coat checker, plus tips.

Reserve the Robbins Memorial Town Hall Auditorium

Two checks made out to the “Town of Arlington - Town Hall Auditorium” must be received to reserve a date:

• The Reservation Check – one-half the amount of the rental fee.  The balance of the reservation fee is due one month before the event.
  
  
• The Security Check - $500 – a security deposit against potential Damage.  The security check is returned to you after the event, providing:
  
  
  • All regulations for the use of the auditorium have been observed, and
    
    
  • There has been no damage to the Memorial Auditorium, its furnishings, or its grounds.

A completed application must accompany the checks.