Hopewell Memorial Post 146 - 804-541-3735

Hopewell Memorial Post 146

Legion Hall Rental Policy

January 2023


1.    General

  1. The Hopewell Memorial Post 146 building is a Smoke-Free facility. The use of cigarettes, cigars, pipes, vaping apparatus or any other type of smoking material in any portion of the building is strictly forbidden.
  2. The Legion Hall (further described as the ‘Hall’) cannot be rented for events where guests/participants are charged.
  3. Rentals may be made for either a half day or full day. The half day rental covers the period 8:00 am until 3:00 pm or 4:00 pm until 11:00 pm. The full day rental covers the period 8:00 am until 11:00 pm.
  4. The Renting Party shall indemnify, defend, and hold harmless the American Legion, its Post Officers, and Post Members against any and all demands, causes of action, or any other claim of the Renting Party, its members, agents, employees, subcontractors, patrons, guests, or invitees arising out of or related to the Renting Party’s rental of the Hall.
  5. A Post Representative is required to be present on the premises at any time during the event rental period.


2.    Availability

  1. The renter must first complete a Room Rental Request Form (Appendix A) for each rental.
  2. The Event Coordinator or other Post Representative will determine Hall availability for the planned date.
  3. The Renting Party must show a state issued identification document or U.S. Passport at the time of booking for verification purposes.
  4. The Hall is available from 8:00 AM until 11:00 PM. All morning rental events must be concluded, and the Hall cleaned and vacated by 3:00 pm or the security deposit is forfeit. For full day rentals, the Hall must be vacated, cleaned and locked by 12:00 AM (midnight) or the security deposit is forfeit.
  5. Outside events must end before 11:00 PM.
  6. Each year, a Post 146 Family Member is annually eligible for the Post 146 Member rate for two booked functions. Third and subsequent bookings for that Legion Year cannot be made until 14 calendar days before the date the requester wishes to hold the event. Non-Member rates apply to all others wishing to rent the Hall.
  7. Funeral receptions for Post 146 Legion, Post 146 Legion Family members or their immediate family members (i.e., parents, spouse, child, brother or sister) are not subject to rental fees.
  8. The House Committee has the authority to waive or reduce fees, especially for civic and nonprofit organizations.
  9. A rental Contract (Appendix B) must be completed and signed for all rentals.
  10. All payments must be made by check, credit card, cash, or money order. Returned checks are subject to a charge of $50.00 plus all legal costs of collection. Payment must be sent/delivered to:    

American Legion Post 146, 217 East City Point Road, Hopewell, VA 23860

  1. A Security Deposit of $500.00 ($200.00 for Post 146 Legion Family members) is required at booking to confirm the reservation. If the event is cancelled within seven (7) calendar days of the scheduled event, the security deposit is forfeited; and if the event is catered, renter will be billed for obligated catering costs.
  2. Full payment for the reservation must be received by Post 146 at least fourteen (14) calendar days in advance of the event unless specifically waived by the Post Representative.
  3. The Renting Party is responsible for and agrees to pay American Legion Post 146 for any and all damage to the Hall that may arise from or is related to the rental of the Hall. This includes, but is not limited to, damage to the restrooms, tables, chairs, lights, or any other property or asset owned by American Legion Post 146. If the renter leaves the Hall or restrooms damaged, the security deposit is forfeited. 
  4. If cleaning is not included in the contract, the renter is responsible for post-event cleaning the Hall, including rest rooms, after the event. If the Hall is not cleaned, the renter will be charged $300.
  5. If, upon inspection, the Post Representative determines that the Hall is in the condition in which it was presented to the renter, then the security deposit will be refunded. The refund will be made not later than seven (7) days after the event.

3.    Catering

  1. Catering services are available for all events. The hall is limited to a maximum of 130 patrons for a “seated event”.
  2. Meal costs include drinking water, coffee or tea. Alcoholic beverages incur a separate charge.
  3. Actual cost will vary depending on the menu items selected.
  4. Final catering cost will include an 18% gratuity for wait staff.

4.    Rental Process Timeline

  1. Rental Agreement must be completed and submitted at least 14 calendar days before the requested event date unless specifically waived by the Post Representative.
  2. The Post Representative and the Renting Party will jointly inspect the Hall and its equipment to ensure the Hall is in proper condition for the Renting Party’s use during the rental period.
  3. Full payment must be received not later than fourteen (14) calendar days before the date of the event.

5.    Setup / Decorations

  1. The Renting Party shall coordinate with the Post Representative to arrange times for setup time and closing.
  2. For events starting before 9:00 am, the Hall may be setup/decorated during the evening of the preceding day, if the Hall is available. For events starting in the afternoon or evening hours, the Hall may be setup/decorated during the morning or afternoon of the event day, if the Hall is available.
  3. Nothing may be attached to the walls or posts.
  4. All decorations must be removed at conclusion of event.
  5. The Renting Party must provide all needed disposable paper products, utensils, etc. Items owned by the Post (disposable paper products, utensils, etc.) are not to be used by the Renting Party. Unauthorized use of Post supplies or materials will result in forfeiture of the security deposit.

6.    Safety

  1. Maximum capacity for the Hall is 200 persons and may not be exceeded at any time.
  2. All exit doors shall remain unlocked and must remain accessible at all times during an event.
  3. Parking is available on the premises. Post 146 assumes no responsibility for any vehicle parked on Post 146 property or any adjacent property in order to attend events held at the Hall.
  4. The Renting Party shall comply with all applicable laws and regulations and shall not use or occupy the Hall for any unlawful purpose or permit others to use or occupy the Hall for any unlawful purpose.
  5. The consumption or possession of illegal drugs or drug paraphernalia is prohibited at all times on any part of the property.
  6. Possession of firearms within the Hall is prohibited unless specifically authorized by law and approved by the Post 146 House Committee. Firearms are expressly prohibited when alcohol is served.
  7. Renting Party is responsible for ensuring that no loud noises come from inside or outside the building after 11:00 PM.

7.    Flammables

  1. No candles or open flames are permitted inside the Hall at any time.
  2. No fireworks or pyrotechnics of any kind are permitted on any part of the property.

8.    Cleaning

  1. Renting Party is responsible for Hall clean-up which consists of:
  1. All food/beverage spills cleaned up.
  2. All tables and chairs wiped clean.
  3. All tables and chairs returned to their original locations/positions.
  4. Hall and bathroom floors will be clean and free of clutter.
  5. All trash cans will be emptied.
  6. Parking area and other outside areas will be cleaned and litter free.
  7. All food brought by the Renting Party will be removed from the premises at the conclusion of the event.
  8. Renting Party is responsible to remove and properly dispose of all event trash.
  1. The security/cleaning deposit will be forfeited and an additional cleaning fee may be assessed if more than routine cleaning is required to return the Hall to the condition it was prior to the event.

9.    Alcoholic Beverages

  1. All beer and wine provided for and/or used at any event MUST be purchased from the Post.
  2. No alcoholic beverages may be consumed outside of the Legion Hall.
  3. Renting Party is responsible to ensure the no one under the age of 21 is served or consumes alcoholic beverages.
  4. Bartenders are required when alcoholic beverages are served. One bartender is required for parties of less than 75 people. Two bartenders are required for parties of 75 or more. A $100 ABC fee is required for each bartender used.

10.  Other Spaces within the Post 146 Building

Only members of any recognized American Legion, Sons of the American Legion (S.A.L.) or American Legion Auxiliary (A.L.A) are allowed in the Post Club Room; and the Club Room may not be used for any other purpose. Use of the Club Room is not included in any Rental Agreement.

11.  Amendments and Changes

This policy may be changed, amended or updated at any regular meeting of the Executive Committee. Proposed changes, amendments, or updates must first be presented to the full Executive Committee for review and discussion at least one regular meeting prior to taking a vote on accepting the proposed change, amendment or update.




Legion Hall Rental Request Form

Download the form using this link:  /files/Hall_Reservation_Req_Fm_Rev2.pdf



Legion Hall Rental Contract


     Download the form using this link: /files/Post_146_Hall_Rentl_Contract_Jan23.pdf