All event hosts and guests must adhere to The White Room's policies. Failure to comply may result in immediate termination of the event and forfeiture of deposits.
No smoking or illegal substances allowed.
Guests are limited to the agreed-upon number specified in the contract.
All decorations must be pre-approved and removed after the event.
Any damage to property will be billed to the event host.
Events with 40+ guests must hire licensed security, approved by THE WHITE ROOM in writing.
Noise levels must comply with local regulations, and events must adhere to strict sound and music limits. Violations may result in fines and termination of the event.
All deposits will be refunded after a post-event inspection within 7 days, provided no damages or violations are found.
The venue reserves the right to cancel any event in cases of force majeure, ensuring client refunds or rescheduling options.
All disputes arising from the event are subject to the Governing Law and Dispute Resolution clause, which mandates mediation or arbitration in New York County.
2. Rescheduling, Cancellation, and Refund Policy
All cancellation or rescheduling requests must be submitted in writing via email.
Rescheduling is permitted only with at least 21 days written notice and is subject to availability. A $100 rescheduling fee applies. Only one rescheduling is allowed per booking.
Cancellations made 30 or more days prior to the event will receive a full refund minus a $100 administrative fee.
Cancellations made 15 to 29 days prior to the event will receive a 50% refund of the total amount paid.
Cancellations made 14 days or fewer before the event are non-refundable.
No refunds will be issued for no-shows, late arrivals, or violations of venue policies that warrant cancellation.
In the event of force majeure (e.g., natural disasters, serious illness), THE WHITE ROOM may allow rescheduling at its sole discretion.
Venue’s Right to Cancel (Force Majeure):
THE WHITE ROOM reserves the right to cancel any event in the case of a force majeure event, including but not limited to natural disasters, government shutdowns, pandemics, power outages, or any event that may threaten public safety.
In such cases, clients will receive a full refund or the option to reschedule.
3. Rental Terms
3.1 Rental and Compensation
Client agrees to pay the full rental amount by the due date specified.
All payments are non-refundable unless otherwise stated.
Overtime will be billed at the stated hourly rate for any use beyond the agreed End Time.
3.2 Client Responsibilities
Client is responsible for all event-related activities and ensuring guests, vendors, and contractors comply with venue policies.
Any damage or violation may result in forfeiture of the security deposit or additional charges. All deposits will be refunded after a post-event inspection within 7 days.
Pre- and Post-Event Walkthrough:
A walkthrough of the venue will be conducted with the event host or their designated representative before and after the event.
Any damages noted after the event that were not present during the initial walkthrough will be documented and charged to the client.
3.3 Use of Venue
The venue must only be used for the described event type specified in the agreement.
Permitted Events: Private parties, baby showers, bridal showers, corporate events, birthdays, weddings, art shows, pop-up shops, and educational seminars.
Prohibited Events: Adult entertainment, ticketed public events, political rallies, events promoting illegal activities, and events involving firearms or weapons.
Maximum occupancy, including guests and client staff, must not exceed 70 persons.
Events with more than 40 attendees must hire licensed security, approved by THE WHITE ROOM in writing.
Proof of Security Submission:
Events with 40 or more guests are required to provide proof of hiring a licensed and insured security firm approved by THE WHITE ROOM no later than 7 days before the event.
Failure to submit proof may result in event cancellation without refund.
3.4 Load-In and Load-Out
Load-in and load-out times are designated to facilitate the setup and breakdown of items needed for the event.
Load-in time is for setting up decorations, tables/chairs, DJ equipment, catering supplies, and any other items required for the event.
Load-out time is for breaking down, removing decorations, returning furniture to its original position, and cleaning the space as required.
Load-In Time: One (1) hour will be granted prior to the start of the event for setup.
Load-Out Time: One (1) hour will be granted after the conclusion of the event for breakdown and removal.
Important: Load-in and load-out time cannot be used to extend the event duration. The event must strictly adhere to the agreed start and end times.
Any additional load-in or load-out time beyond the allotted period will be billed at the standard hourly rate.
3.5 Sound System Rental Option
The house sound system can be rented per event for $150 with a $200 deposit against damage.
The system provides amplified speakers adequate for the venue with a line input for your DJ to connect to it.
The sound deposit is refundable only in the event of cancellation in accordance with the Cancellation Policy listed above. All deposits, including the sound system deposit, will be refunded after a post-event inspection within 7 days.
Any damage to the system due to negligence or misuse, including but not limited to:
Overloading the system beyond its recommended capacity.
Spilling liquids or other substances on the equipment.
Incorrectly connecting or disconnecting audio cables.
Improper handling or dropping of equipment.
Using unapproved devices that cause feedback or system malfunction.
Exposing the equipment to extreme temperatures or humidity.
Failure to follow operating instructions provided by THE WHITE ROOM.
will forfeit the deposit by the amount of cost of repairs. Any balance after the cost of repair will be subject to a $50 service and maintenance fee, and any overages will be billed to the client.
4. Policies and Compliance
4.1 Backyard Policy
Seasonal Availability: The backyard is available for use from April 15 to October 15, weather permitting. Clients should exercise caution when booking events at the beginning or end of the season, as weather conditions may be unpredictable. Sudden changes in weather or unseasonal conditions do not constitute grounds for cancellation, refund, or rescheduling.
The backyard closes at 10 PM with no exceptions. All guests must vacate the backyard promptly at 10 PM. Failure to comply may result in forfeiture of the security deposit and/or immediate termination of the event.
Sound Restrictions: Sound levels in the backyard will be strictly enforced to comply with neighborhood noise regulations. Maximum allowable sound levels are:
Daytime (7 AM - 9 PM): 65 dB
Evening (9 PM - 10 PM): 55 dB
Furniture and Decorations: Furniture and decorations in the backyard must not be moved or rearranged without prior written permission from THE WHITE ROOM. Any unauthorized changes may result in additional fees or penalties.
Damage and Liability: Any damages to the backyard space, including landscaping, fencing, or furniture, will be deducted from the security deposit. The client is responsible for any additional repair costs beyond the deposit amount.
Weather Disclaimer: Inclement weather affecting the use of the backyard is not grounds for cancellation, refund, or rescheduling. Clients are encouraged to have contingency plans for outdoor activities.
Fire Safety: No open flames, fire pits, or grilling equipment are permitted in the backyard without prior written approval. Failure to comply may result in immediate termination of the event without refund.
Backyard Capacity: Maximum backyard occupancy is limited to 40 persons at any given time unless otherwise approved in writing. Exceeding this limit may result in termination of the event.
Restricted Use: The backyard is intended for social gatherings and recreational use only. No construction, staging, or structural modifications may be performed without prior approval.
Lighting and Electrical Safety: Any additional lighting or electrical equipment used in the backyard must be pre-approved by THE WHITE ROOM. Improper or unapproved use may lead to safety hazards and result in termination of the event.
Indemnification: The client agrees to indemnify and hold harmless THE WHITE ROOM, its owners, and employees from any claims, liabilities, damages, or costs arising from the use of the backyard by the client, guests, or vendors.
4.2 Alcohol Policy
Alcoholic beverages may be served at events held at The White Room, provided that the event host obtains the appropriate permits from the New York State Liquor Authority (SLA).
Permits that may be applicable include, but are not limited to:
One-Day Alcohol Event Permit: Authorizes the sale of wine, beer, cider, and liquor at retail for consumption at a gathering for a period of 24 hours. Applications must be submitted to the SLA at least 45 days prior to the event.
Catering Permit: Allows an active on-premises retail licensee to provide alcoholic beverages for use at a specific event located off the premises. Applications must be received by the SLA a minimum of 15 business days prior to the event.
It is the responsibility of the event host to ensure all conditions of the obtained permit are met, including adherence to application deadlines, provision of food where required, and compliance with all local laws and regulations.
Serving complimentary alcohol without a license or permit may be permissible if the event is private, invitation-only, and there is no direct or indirect charge for the alcohol. However, any direct or indirect charge for alcohol service without a license or permit may be a violation of New York law.
FAILURE TO PROVIDE a valid liquor license or permit, if required, WILL RESULT IN IMMEDIATE CANCELLATION OF THE EVENT WITHOUT REFUND.
Indemnity for Alcohol-Related Incidents:
The client assumes full responsibility for any claims, damages, or legal actions arising from the consumption of alcohol at their event.
THE WHITE ROOM shall be held harmless from any liabilities, including injuries or damages caused by alcohol-related incidents.
For further information on alcohol permits and licenses, contact the New York State Liquor Authority:SLA Website |
Email SLA |
Phone: (518) 474-3114 | NYC Office: 317 Lenox Avenue, New York, NY 10027
4.3 Music & Sound Policy
Due to strict neighborhood noise enforcement, maximum sound levels must not exceed:
Indoor: 75 dB
Outdoor: 65 dB
All outdoor music must end by 10 PM.
No outdoor amplification is allowed without prior approval from THE WHITE ROOM.
Any system causing excessive noise complaints or violating sound limits may result in immediate termination of the event without refund.
Noise Violation Penalties:
If noise complaints are received from neighbors or if the NYC Department of Environmental Protection issues a notice of violation, the event will be subject to immediate termination without refund.
The client will be held liable for any fines or penalties issued due to noise violations, with payment due within 7 days. Failure to pay such fines will result in permanent denial of future bookings.
4.5 Decorations Policy
Only painter’s tape and other products specifically designed for non-destructive removal may be used. The use of adhesives, staples, tacks, or other materials that may cause damage to the walls, ceilings, or any part of the venue is strictly prohibited.
No glitter, confetti, or other hard-to-clean materials are permitted. The use of these materials will result in additional cleaning charges.
No fireworks, sparklers, or similar items are allowed unless approved in writing by THE WHITE ROOM. Any use of unauthorized pyrotechnics or flammable materials will result in immediate termination of the event without refund.
All decorations, including but not limited to drapes, lights, and hanging decor, must be safely secured to avoid potential hazards. Decorations should not obstruct exit routes or emergency equipment.
Use of Ladders and Climbing Equipment: Clients, guests, and third-party vendors assume full responsibility for any injury, accident, or damage resulting from the use of ladders or climbing equipment while setting up or removing decorations. THE WHITE ROOM assumes no liability for injuries sustained during these activities.
Trip Hazards and Safety: Clients are responsible for ensuring that decorations, including floor coverings, cords, and other materials, do not pose a tripping hazard. THE WHITE ROOM shall not be held liable for any injuries, falls, or accidents resulting from improperly secured decorations.
Indemnification: The client agrees to indemnify and hold harmless THE WHITE ROOM, its owners, and employees from any claims, liabilities, damages, or costs arising from injuries, accidents, or damage resulting from the setup, display, or removal of decorations by the client, guests, or vendors.
4.6 Cleaning and Post-Event Inspection
If the client purchases the post-event cleaning service, they are not responsible for the cleanup outlined below.
Otherwise, the client is responsible for full cleanup after the event, which includes:
Removal of all trash, decorations, and personal items brought into the venue and backyard.
Trash must be neatly bagged in appropriate heavy-duty trash bags and placed in designated areas.
Floors, including the backyard, must be cleaned of any spills and swept.
Glass beer and alcohol bottles must be separated and placed into original cartons or heavy-duty clear or blue recycle plastic bags.
Furniture and venue items, including backyard furniture, must be returned to their original positions.
4.7 Neighborhood and Noise Compliance
Compliance with community guidelines is of the utmost importance and will be STRICTLY ENFORCED.
No loitering outside the venue.
No double parking in front of or around the venue.
No playing of loud music or loud chatter in front of or in the immediate vicinity of the venue.
ALL GUESTS MUST RESPECT THE RESIDENTIAL NATURE OF THE NEIGHBORHOOD.
Sound compliance is required: This includes adhering to noise restrictions both inside and outside the venue. VIOLATIONS WILL NOT BE TOLERATED.
Failure to comply with any of these guidelines may result in immediate termination of the event without refund and may lead to denial of future booking requests.
5. Contact and Additional Information
For questions, special requests, or further details, please contact:
This agreement shall be governed by the laws of the State of New York. Any disputes arising under or in connection with this agreement shall be resolved through mediation or arbitration in New York County.
If mediation or arbitration fails, the dispute will be resolved in the appropriate courts of New York County.