Private Venue Booking

Complete guide for staff on handling private venue bookings for art space rentals and entire venue takeovers.

Overview

Muse & Co offers two types of private space rentals:

1. Art Space Only (500 sq ft) - Up to 12 people, cafe remains open
2. Entire Venue (1,100 sq ft) - Up to 30 people, complete private takeover

Customers book through our website at ncmuse.co/book-space where they can:

• Select date and time slots
• Add optional services (instructor, drinks, supplies)
• Generate quotes for organizations
• Complete checkout directly

Space Options

Art Space Only (500 sq ft)

Perfect for: Intimate creative sessions during business hours

Capacity: Up to 12 people Pricing: $35/hour (members get discount based on tier) Minimum: 2 hours Availability: Any day during business hours Note: Café remains open to public

Includes:

• Professional easels & tables
• Premium lighting setup
• Multiple wash stations
• Access to café for food & drinks

Add-Ons Available:

• Guided Painting Instructor: $10/hour/person (min half event duration)
• Art Supplies Package: $19/person (complete package: paints, brushes, canvases, all materials)
• Drinks Package: Tiered pricing per round
  • Round 1: $5/drink per person
  • Round 2: $4/drink per person
  • Round 3: $3/drink per person
  • Round 4+: $2/drink per person

Popular Packages:

• 2 hours: $70 base
• 3 hours: $105 base
• 4 hours: $140 base

Entire Venue (1,100 sq ft)

Perfect for: Complete private events, parties, corporate gatherings

Capacity: Up to 30 people Pricing:

• Standard: $100/hour
• 8-hour special: $90/hour ($720 total - saves $200!) Minimum: 4 hours Availability: Mondays and Tuesdays onlyNote: Complete venue takeover - no public access

Includes:

• Complete venue takeover
• All art equipment included (easels, tables, wash stations)
• BYO catering welcome
• Full beverage station access
• Professional setup

Add-Ons Available:

• Boba Tea Staff: $15/hour (full event duration, locked)
• Guided Painting Instructor: $7/hour/person (min half event duration)
• Additional Seating: $10/seat (for over 50 people capacity)
• Audio/Visual Equipment: $50 flat rate
• Extended Hours: $100/hour beyond base booking
• Professional Photography: $200 flat rate

Popular Packages:

• 4 hours: $400 base
• 6 hours: $600 base
• 8 hours: $720 base (best value - $90/hr rate!)

8-Hour Special Rate

The 8-hour booking gets a discounted hourly rate of $90/hour instead of $100/hour, saving customers $200 total!

Member Discounts

Members get discounts on venue rentals based on their tier:

• Basic: Check membership portal for rate
• Premium: Check membership portal for rate
• Elite: Check membership portal for rate

Important: Member discounts apply to the base venue rental only, not to add-ons.

Government & Military Events

We offer special pricing and payment options for official government/military events.

Government Rate

15% discount on venue rental (flat rate for all USG units/organizations)

Eligible Organizations:

• Fort Bragg units
• SFRG (Soldier & Family Readiness Groups)
• NAF/APF funded events
• Other official government/military organizations

Payment Options Available

• Government Purchase Card (GPC)
• NAF (Non-Appropriated Funds) check
• Unit Funds (via NAF accounting)
• SFRG informal funds
• Credit card / ACH transfer

Important Notes for Military Events

✅ We provide:

• Premium art instruction and supplies
• Boba tea and beverage service
• Professional event space

❌ We do NOT provide:

• Alcohol service (per AR 600-85)
• Childcare (coordinate through CYS if needed)

✅ We welcome:

• BYO catering for food service
• Coordination with unit leadership
• Professional quotes for RM/OSJA/NAF review

Military Event Link

Customers can add ?gov=true to the booking URL to automatically flag their event as governmental and see all relevant information.

How Customers Book

Online Booking Process

Customers visit ncmuse.co/book-space and follow these steps:

1. Select Space Type

   • Art Space Only or Entire Venue
   • See pricing and capacity

2. Choose Date

   • System validates availability
   • Entire Venue: Only shows Mondays/Tuesdays
   • Art Space: Any day available

3. Select Time Slot

   • Filter by duration (2hr, 3hr, 4hr, etc.)
   • See available start times
   • Price updates in real-time

4. Specify Number of Guests

   • For planning purposes
   • Affects add-on pricing

5. Add Optional Services

   • Toggle add-ons on/off
   • Adjust quantities for adjustable services
   • See live price updates

6. Choose Checkout Method:

   Option A: Add to Cart & Checkout

   • Immediate online payment
   • Books calendar slot automatically
   • Confirmation email sent
   • Calendar invite generated

   Option B: Generate Quote

   • For organizations/corporate events
   • Generates professional PDF quote
   • Emails quote to customer
   • Valid for 30 days
   • Customer contacts us to convert quote to booking

Quote vs. Checkout

Use Add to Cart When:

• Individual customer ready to pay now
• Personal credit card payment
• Wants instant confirmation

Use Generate Quote When:

• Organization/corporate event
• Needs approval from supervisor/accounting
• Government/military event with GPC
• Needs professional documentation for review
• Budget approval required

Staff Responsibilities

When a Booking Comes In

Bookings arrive via email notification to [email protected]

Immediate Actions (Within 24 hours):

1. Verify Booking Details

   • Check date, time, space type
   • Confirm number of guests
   • Review add-ons selected
   • Check payment status

2. Send Confirmation Email

   • Thank them for booking
   • Confirm all details
   • Provide preparation checklist link
   • Assign point of contact (staff member)

3. Update Calendar

   • Block off time in internal calendar
   • Mark space as unavailable in booking system
   • Add notes about special requests

4. Create Event File

   • Customer contact info
   • Special dietary needs/allergies
   • Setup requirements
   • Add-on details

Before the Event (1 Week Out)

Preparation Checklist:

1. Confirm Details

   • Call or email customer to confirm attendance
   • Verify final headcount
   • Confirm add-ons still needed
   • Ask about any special requests

2. Coordinate Add-Ons

   • If instructor needed: Confirm instructor availability
   • If art supplies needed: Verify inventory, order if needed
   • If boba staff needed: Schedule staff member
   • If drinks rounds ordered: Prep drink station

3. Prepare Space

   • Deep clean art space/venue
   • Test all equipment
   • Set up tables/easels
   • Check lighting

4. Logistics

   • Confirm parking arrangements
   • If BYO catering: Coordinate delivery time
   • If A/V equipment: Test setup

Day of Event

Opening Checklist (2 hours before event)

Art Space Setup:

• [ ] Deep clean entire art space
• [ ] Set up easels (one per expected guest + 2 extras)
• [ ] Set up tables with proper spacing
• [ ] Check all wash stations working
• [ ] Test lighting - adjust for optimal brightness
• [ ] Stock paper towels and soap
• [ ] Prepare paint water containers
• [ ] Set up trash/recycling bins

Entire Venue Setup:

• [ ] All items from Art Space checklist
• [ ] Lock front door (place "Private Event" sign)
• [ ] Set up beverage station if staff operating it
• [ ] Test A/V equipment if rented
• [ ] Set up additional seating if needed
• [ ] Designate catering drop-off area if BYO
• [ ] Check bathroom supplies stocked

If Art Supplies Package Ordered:

• [ ] Lay out canvases (one per guest + extras)
• [ ] Organize paint palettes
• [ ] Set out brush sets (variety of sizes)
• [ ] Prepare paint cups with water
• [ ] Stock extra paper towels
• [ ] Set out aprons
• [ ] Prep demo materials for instructor

If Drinks Package Ordered:

• [ ] Pre-check inventory for popular drinks
• [ ] Set up drink station with clear organization
• [ ] Prepare garnishes if needed
• [ ] Have straws, cups ready
• [ ] Print drink round tracking sheet

During the Event

Host Responsibilities:

1. Greet Customers (15 min before start)

   • Welcome them warmly
   • Show them around the space
   • Point out bathrooms, exits, wash stations
   • Explain any equipment
   • Answer questions

2. Instructor Coordination (If Applicable)

   • Introduce instructor to group
   • Confirm lesson plan
   • Provide all materials needed
   • Check in mid-session

3. Drinks Service (If Rounds Ordered)

   • Take Round 1 orders at start
   • Take Round 2 orders at midpoint
   • Take Round 3 orders 30 min before end
   • Track costs per round on sheet

4. Monitor Throughout

   • Check in every 30 minutes
   • Restock supplies as needed
   • Handle any issues immediately
   • Take photos (with permission) for social media

5. Timing Management

   • Give 15-minute warning before end
   • Give 5-minute warning
   • Help with artwork drying if needed

Closing Checklist

Immediately After Event:

• [ ] Thank customers and say goodbye
• [ ] Help pack up artwork carefully
• [ ] Collect any artwork to be picked up later
• [ ] Check for forgotten items

Cleanup (Within 1 hour):

• [ ] Clear all tables and easels
• [ ] Wash all paint supplies
• [ ] Clean wash stations thoroughly
• [ ] Wipe down all surfaces
• [ ] Sweep and mop floors
• [ ] Empty all trash bins
• [ ] Reset furniture to default layout
• [ ] Restock any depleted supplies

For Entire Venue:

• [ ] Unlock front door
• [ ] Remove "Private Event" sign
• [ ] Return to normal café operations

Administrative:

• [ ] Send follow-up thank you email
• [ ] Request review/testimonial
• [ ] Log any issues encountered
• [ ] Update inventory if supplies used
• [ ] Process any additional charges

After the Event (Within 48 hours)

1. Send Follow-Up Email

   Subject: Thank you for celebrating at Muse & Co!
   
   Hi [Customer Name],
   
   Thank you for choosing Muse & Co for your event! We hope you and your guests had a wonderful time creating together.
   
   We'd love to hear about your experience! If you have a moment, please leave us a review on [Google/Facebook].
   
   [If artwork left behind] Your artwork is ready for pickup during our normal business hours.
   
   We'd love to host you again! Check out our upcoming Paint & Boba events at ncmuse.co/events
   
   Best,
   [Staff Name]
   Muse & Co Team

2. Request Photo/Video Content

   • Ask permission to use event photos for marketing
   • Request they tag @museandco on social media
   • Feature event on our Instagram story

3. Document Lessons Learned

   • What went well?
   • What could improve?
   • Any equipment issues?
   • Customer feedback

Common Customer Questions

"Can we bring our own food/catering?"

For Entire Venue: Yes! BYO catering is welcome for entire venue bookings. We'll coordinate delivery time with you. We provide tables and space, but you provide all food service items (plates, utensils, serving dishes).

For Art Space: Café remains open, so customers can order from our menu. Outside food not permitted for Art Space bookings.

"Do you serve alcohol?"

We do not serve or permit alcohol at Muse & Co. We specialize in premium boba tea, coffee, and non-alcoholic beverages. We have a wide variety of drink options perfect for celebrations!

"Can we have music/decorations?"

Music: Yes! You can play your own music at reasonable volumes. We have A/V equipment available as an add-on for larger events.

Decorations: Yes! You're welcome to bring decorations. We ask that you:

• No wall damage (no nails, tape that damages paint)
• Use command strips or easel displays
• All decorations must be removed at end of event
• No glitter or confetti (too difficult to clean)

"What if we need to cancel?"

Please refer to our cancellation policy provided at booking:

• 14+ days before: Full refund
• 7-13 days before: 50% refund
• Less than 7 days: No refund (but can reschedule once)

"Can we extend our time if we're having fun?"

If the space is available after your booking, we can extend for the hourly rate. Check with staff during your event. We'll add the extension to your final invoice.

"Do you provide childcare?"

We do not provide childcare services. Parents/guardians are responsible for supervising children during the event. For military events, coordinate with CYS if childcare is needed off-site.

"How many parking spaces are there?"

We have limited on-street parking in downtown Fayetteville. We recommend:

• Carpooling when possible
• Using the public parking garage nearby
• Arriving early to find spaces

"Can we come early to set up?"

Setup is included in your booked time. If you need extra setup time, you can add an "Extended Hours" add-on or extend your booking start time.

Pricing Reference

Base Venue Rates

Space Type	Hourly Rate	Special Rate	Minimum
Art Space	$35/hour	-	2 hours
Entire Venue	$100/hour	$90/hour (8hr)	4 hours

Add-On Pricing - Art Space

Add-On	Price	Notes
Guided Instructor	$10/hr/person	Min half event duration
Art Supplies Package	$19/person	Complete materials
Drinks Round 1	$5/drink/person	First round rate
Drinks Round 2	$4/drink/person	Second round rate
Drinks Round 3	$3/drink/person	Third round rate
Drinks Round 4+	$2/drink/person	Fourth+ round rate

Add-On Pricing - Entire Venue

Add-On	Price	Notes
Boba Tea Staff	$15/hour	Full event duration (locked)
Guided Instructor	$7/hr/person	Min half event duration
Additional Seating	$10/seat	Over 50 capacity
A/V Equipment	$50 flat	Complete setup
Extended Hours	$100/hour	Beyond base booking
Professional Photography	$200 flat	2-hour coverage

Government Discount

• 15% off base venue rental for all official USG units/organizations
• Applied automatically when customer selects "Government Event" checkbox
• Does not apply to add-ons

Quote System

How Quotes Work

When customers generate a quote (instead of checking out):

1. Customer fills out quote form:

   • Name, email, phone
   • Organization (if applicable)
   • Event name/purpose
   • Special notes

2. System generates professional PDF quote:

   • Quote number (e.g., Q-2024-001234)
   • Valid for 30 days
   • All booking details
   • Itemized pricing
   • Payment options
   • Terms and conditions

3. Quote is emailed to customer

   • PDF attached
   • Instructions to confirm booking
   • Contact info ([email protected])

4. Customer contacts us to convert quote:

   • Email [email protected] with quote number
   • We send payment link or coordinate payment method
   • We confirm booking and send calendar invite

Quote Status Tracking

Quotes in database have these statuses:

• Pending: Quote sent, awaiting customer response
• Accepted: Customer agreed but hasn't paid yet
• Converted: Customer paid, booking confirmed
• Expired: 30 days passed without conversion
• Cancelled: Customer decided not to proceed

Staff should:

• Follow up on pending quotes after 7 days
• Send reminder at 25 days (before expiration)
• Mark expired quotes appropriately

Troubleshooting

Customer Says "The website won't let me book my date"

Possible causes:

1. Entire Venue on wrong day - Only available Mon/Tue

   • Solution: "Entire venue is only available Mondays and Tuesdays. Art Space is available any day. Would either of those work?"

2. Date already booked

   • Solution: "That date is already reserved. Let me show you available dates nearby."

3. Too far in advance - System may limit booking window

   • Solution: "You can book up to 6 months in advance. For dates further out, email [email protected]"

4. Same-day booking - May require minimum advance notice

   • Solution: "We require at least 48 hours notice for bookings. Can we schedule for [earliest available date]?"

Customer Wants Alcohol Service

Response:

"We don't serve alcohol at Muse & Co, but we have an amazing selection of premium boba teas, specialty coffees, and craft beverages. Many customers tell us our unique drinks make their event extra special! We can do drinks rounds with different flavors throughout your event."

Do NOT suggest: They bring their own alcohol - our license doesn't permit this.

Customer Wants Refund Outside Policy

Response:

"I understand this is disappointing. Our cancellation policy is [state policy]. However, we can offer you a one-time reschedule to a future date. Would that work better?"

Escalate to management if: Customer becomes hostile or amount is over $200.

Customer Says Setup Isn't What They Expected

Immediate actions:

1. Apologize sincerely
2. Ask what specifically is wrong
3. Fix it immediately if possible
4. Get manager if needed
5. Document the issue

Response:

"I'm so sorry this isn't meeting your expectations. Let me fix this right away. What specifically would you like different?"

Equipment Malfunction During Event

Examples: Lighting fails, easel breaks, sink clogs

Immediate actions:

1. Apologize to customer
2. Fix if possible immediately
3. Provide workaround if quick fix not possible
4. Offer compensation (discount, free add-on)
5. Document for maintenance

Response:

"I sincerely apologize. Let me fix this right away. [Fix or workaround]. To make up for the inconvenience, I'd like to offer [compensation]."

Customer Preparation

What Customers Should Know

When a booking is confirmed, customers receive a preparation email with:

What to Bring:

• Comfortable clothing (can get messy!)
• Camera for photos
• Any personal decorations
• Catering/food if BYO
• Payment for any day-of additions

What We Provide:

• All art equipment (if Art Space/Entire Venue)
• Easels, paints, brushes (if supplies package ordered)
• Aprons to protect clothing
• Wash stations and cleaning supplies
• Professional instruction (if ordered)
• Beverage service (if ordered)

Arrival Time:

• Plan to arrive 5-10 minutes early
• Gives time to settle in and get oriented
• Late start = less time for your event

Event Flow:

• We'll greet you and show you around (5 min)
• Instructor introduction if applicable (5 min)
• Your event time!
• 15-minute warning before end
• 5-minute warning before end
• Wrap up and pack artwork

Parking & Location:

• Address: [Muse & Co address]
• Downtown Fayetteville, NC
• On-street parking limited
• Public garage nearby

Questions?

• Contact your event coordinator
• Call/text during business hours
• Email [email protected]

Important Policies

Capacity Limits

Strictly enforced for safety:

• Art Space: 12 people maximum
• Entire Venue: 30 people maximum

If customer shows up with more people:

"For safety and comfort, we can only accommodate [max capacity]. We're happy to have the extra guests wait in the café, or we can discuss rebooking for a date when we can accommodate everyone."

Behavior Policy

Zero tolerance for:

• Damage to property
• Harassment of staff
• Intoxication (if somehow they arrive intoxicated)
• Unsafe behavior

Staff can:

• Ask disruptive guests to leave
• End event early without refund
• Call police if necessary

Damage Policy

Customer is responsible for:

• Any damage beyond normal wear and tear
• Missing equipment
• Excessive mess requiring extra cleaning

Damage fee:

• Assessed based on repair/replacement cost
• Charged to card on file
• Customer notified via email with photos

Food Safety

If customer brings catering:

• They are responsible for food safety
• Must follow health department guidelines
• We are not liable for foodborne illness
• Must clean up all food waste

Emergency Procedures

Medical Emergency During Event

1. Call 911 immediately
2. Provide first aid if trained
3. Alert manager
4. Stay with person until help arrives
5. Get witness statements
6. Document incident thoroughly

Fire Emergency

1. Pull fire alarm
2. Evacuate all guests immediately
3. Call 911
4. Meet at designated spot outside
5. Do head count
6. Do NOT re-enter until fire department clears building

Security Threat

1. Ensure staff and guest safety first
2. Call 911 if immediate danger
3. Lock doors if shelter-in-place needed
4. Follow law enforcement instructions
5. Document incident

Contact Information

Customer Booking Inquiries:

• Email: [email protected]
• Website: ncmuse.co/book-space

Day-of Event Coordinator:

• Phone: [Staff member's number]
• Available during event only

General Questions:

• Email: [email protected]
• Office hours: [Business hours]

Emergencies:

• Call 911
• Then notify: [Manager's number]

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Related Pages:

• Paint & Boba Setup
• Opening Checklist
• Handling Complaints