Hosted Event Guidelines and Policies
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To preserve the integrity of our National Historic Landmark and the advanced technology of the Doris Duke Theatre, the following policies apply to all rentals.
Vital Restrictions
- Fire & Safety: Open flames (including candles and sparklers) and smoking are strictly prohibited in all buildings. Battery-operated LED tea lights are a beautiful and required alternative.
- Pet Policy: While our grounds are expansive, pets are not permitted inside any buildings.
- Curfew: All events must conclude by 11:00 PM. On-site activity beyond this time will incur additional hourly fees.
Deposits & Payments
- Security Deposit: A refundable 10% security deposit is required upon the execution of the contract.
- Booking Deposit: A 50% deposit of the total rental and housing fee is required to secure your date.
- Final Balance: The remaining balance is due in full no later than two weeks prior to your event.
- Accepted Payments: Cash, check, and all major credit cards.
Insurance Requirements
A Certificate of General Liability Insurance is required at least one month prior to the event.
- Coverage: Minimum of One Million Dollars ($1,000,000).
- Endorsement: Jacob’s Pillow Dance Festival, Inc. must be named as "Additional Insured" on a primary and non-contributory basis with a full waiver of subrogation.
Additional Fees
- Labor: Fees apply for installation or strikes exceeding the scope of the contract. Additional labor charges apply for installation, strikes, or event support that exceeds the scope of the initial contract. Labor costs are determined based on the time of year and the specific technical or logistical responsibilities required for your event.
- Extended Access: Additional days or hours in the venues beyond the agreed-upon window will incur supplementary charges.
Wedding FAQs
Do you offer both indoor and outdoor options?
Yes. We offer a variety of pastoral and modern settings tailored to your vision.
What is the maximum indoor capacity?
Depending on which venue and type of event, we can accommodate up to 300 people with ample space for a full dance floor and a live band or DJ.
What is your rain plan for outdoor ceremonies?
No need to budget for a "rain tent." In the event of inclement weather, your ceremony will be moved into one of our world-class indoor backup spaces, which are included in your agreement.
What is included in the site fee?
Use of your selected site(s), ample free parking, public restrooms, and access to our 225-acre grounds for photography, walks, or lawn games.
How long do I have access to the space?
All dependent on contract and desire of the client.
- Setup: Access is provided between 9:00 AM and 5:00 PM (fees apply after 5:00 PM).
- Event Day: You have access for up to 12 hours. This window includes your setup, event time, and the removal of all decor and catering items.
Do you provide a wedding coordinator?
We do not provide on-site planners. However, Pillow staff members will be present on the day of your event to support your hired vendors (caterers, musicians, etc.) and manage the facility.
What is your catering and alcohol policy?
You get to choose the caterer! All vendors serving alcohol must provide a valid liquor license and proof of insurance.
Are tables, linens, or chairs provided?
Jacob’s Pillow is a site-only venue. All tables, linens, and chairs must be rented through a licensed and insured outside vendor.
Do you offer on-site lodging? Yes! Click here to learn more.
What is the cancellation policy?
Cancellations are subject to varying costs depending on the specific event type and the proximity of the cancellation to the scheduled date. At a minimum, any cancellation will result in the forfeiture of the initial deposit. Please consult your individual contract for a detailed schedule of cancellation fees and deadlines.