Kappas of Durham Foundation Facility Rental – Frequently Asked Questions (FAQ)
General Questions
How do I rent the KODF facility?
1
All rental requests must be submitted through our online rental portal. The portal allows you to view rental information, submit a request, complete required agreements, and make payments online.
Does submitting a rental request guarantee my reservation?
2
No. Submitting a request does not guarantee approval or availability. All requests are reviewed by the Rental Committee before a reservation is confirmed.
How will I know if my rental request has been approved?
3
You will receive an email notification once your request has been reviewed. If approved, you will receive a contract and payment instructions from the Treasurer's Office.
Can I call someone to reserve a date?
4
No. All reservations must be submitted through the rental portal to ensure fairness and proper recordkeeping.
Pricing & Payments
What is included in the rental fee?
5
Rental fees include access to the facility during your reserved rental period. Specific details regarding setup, cleanup, tables, chairs, and other amenities will be outlined in your rental agreement.
Is a deposit required?
6
Yes. A deposit may be required to secure your reservation. Deposit requirements will be outlined during the booking process.
When is the remaining balance due?
7
Final payment deadlines due 30 days before event date. Verbaige will be provided in your contract and invoice. Failure to make payments by the due date may result in cancellation of your reservation.
What payment methods are accepted?
8
Payments are processed securely through Square and may be made using major credit cards and other approved payment methods.
Can I make partial payments?
9
Payment options and schedules, if available, will be outlined in your invoice.
Discounts
Can a discount be applied after I submit payment?
10
No. Discount codes must be applied at the time of booking and payment.
What types of events can be hosted at the facility?
11
The facility may be rented for meetings, receptions, celebrations, community events, workshops, and other approved functions.
Are there restrictions on the types of events allowed?
12
Yes. Events must comply with Foundation policies and all applicable laws. Certain events may require additional review or may not be permitted.
Can I decorate the facility?
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Decorations cannot be attached to the walls, windows or doors. Decorations must not pose a fire or safety hazard. Lessor reserves the right to disapprove any decoration that may damage the facility or pose a fire or safety hazard. Tablecloths are not included in the rental fee and will not be furnished. Lessee is totally responsible for all table coverings and any other decorations that may be used. Confetti, sprinkles and similar decorations are prohibited.
Can I bring outside vendors?
14
Yes, subject to Foundation policies and approval requirements.
Changes, Cancellations, and Refunds
What happens if I need to cancel my event?
15
Cancellation policies and any applicable refund schedules will be outlined in your rental agreement.
Will my deposit be refunded if I cancel?
16
Refund eligibility depends on the timing of the cancellation and the terms outlined in your contract.
Can I decorate the facility?
17
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Can I decorate the facility?
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What is a security deposit?
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Refund eligibility depends on the timing of the cancellation and the terms outlined in your contract.
Following your event, the facility will be inspected. If no issues are identified, the security deposit will be returned according to Foundation policy.
When will my security deposit be returned?
18
Refund eligibility depends on the timing of the cancellation and the terms outlined in your contract.
What happens if damages are found?
19
Repair, replacement, cleaning, or other costs may be deducted from the security deposit.
Will my deposit be refunded if I cancel?
20
Day of Event
Facility Use
Access times will be specified in your rental agreement.
What time can I access the facility?
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The Rental Committee reviews rental requests and manages scheduling.
Who handles scheduling and rental approvals?
25
Additional time may require advance approval and may result in additional fees.
Can I stay beyond my rental period?
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You will receive contact information for the appropriate Facility Team representative prior to your event. please email Rentals@thekodf.org
Who should I contact on the day of my event?
23
Additional Questions
The Treasurer's Office manages contracts, invoices, payments, and refunds through Square.
Who handles contracts and payments?
24
Where can I submit a rental request?
27
For questions regarding availability, rental policies, or the booking process, please contact:
Rentals@thekodf.org