Am I required to use a specific caterer for my event? All events that take place in Wolf Trap Foundation’s spaces require catering partners from our robust Approved Vendors List, a variety of caterers to suit every need and budget. Clients benefit from working with caterers who have a thorough knowledge and care for the Foundation’s facilities, rules, and regulations. Clients are not permitted to bring their own food, beverage, or alcohol. Can I bring my own alcohol? All bar and beverage services must be provided by Wolf Trap. We offer a variety of packages to suit different needs and budgets. No outside liquor is permitted. Can I only use vendors (photographers, florists, entertainment companies) on your Approved Vendors List? With the exception of catering and beverage services (as noted above), you may work with any vendor you choose. We ask that third party vendors schedule a site visit at least 2 weeks prior to the event to review facility rules and regulations. We require a Certificate of Insurance from all third party vendors. They may also be covered under a company’s insurance policy or event insurance. How do I secure a facility and date for booking? A facility may be held for up to 2 weeks and holds must be requested in writing. However, if a facility is on hold and another inquiry is received, you will then have up to 3 business days to confirm your booking. To secure a space, you must sign a rental agreement and return it with a 50% deposit. What are the rental fees and how much time do they permit? Facility rentals include 8 hours, including setup and breakdown. Events longer in duration, or requiring additional setup and breakdown time, are subject to an increased rental fee. What does the rental fee include? Rental fees include the use of the facility, an onsite event host, complimentary parking, Wi-Fi, audio support, and onsite kitchen access for caterers. The Barns and the Center for Education also include access to various sized on-site tables and chairs. What time can events begin and end? Load-in may not start prior to 7 AM, and all events must conclude by 11 PM (not including load-out time). Events at Wolf Trap National Park are permitted year-round. On performance days, events must conclude at least four hours prior to the start of the show unless booked in association with a ticketed summer performance. Can I have live music? Absolutely. As with other third party vendors, all entertainment vendors—bands, DJs, musicians—must have a Certificate of Insurance. They may also be covered under a company’s insurance policy or your event insurance. We require that entertainers and musicians provide all of their own sound equipment, including events occurring in The Barns. Third party vendors must follow Wolf Trap’s facility rules and regulations. Do you offer event parking? Rentals include complimentary parking and there are ample spots available in each location. Can my group attend a performance after our event? To book tickets to a Barns performance during the winter/spring season or the Filene Center in the summer, please contact Group Sales at 703.255.1851 or groupsales@wolftrap.org. Is the Filene Center available to rent? The stage was built only for presenting performances. It is not available for event rentals. Do you offer discounts for nonprofit organizations? We value our relationships with area non-profits and are committed to providing a high-value experience for all organizations and individuals. Please inquire about discount options. Which address should I use on materials related to the event? Be sure to specify your facility’s exact name and address on all invitations and promotional materials. Event attendees who search for “Wolf Trap” on a GPS device may not reach the correct destination. You can also share this link to directions and a map. The Barns at Wolf Trap: 1635 Trap Road, Vienna, VA, 22182 Center for Education at Wolf Trap: 1645 Trap Road, Vienna, VA, 22182 Ovations Pavilion, Associates Pavilion, Terrace Pavilion, and Filene Center at Wolf Trap National Park: 1551 Trap Road, Vienna, VA, 22182
