Understanding the Rental Process
Planning an event involves many moving parts. At Kentucky Performing Arts, you'll work with a team of venue professionals who specialize in rentals, production, ticketing, food and beverage, and event management. Together, they'll guide you through the venue-related aspects of your event, providing expert support from your first inquiry through event day.
1. Submit an Inquiry
Complete our rental inquiry form to tell us about your event. A member of our Rentals team will contact you to discuss your event goals, answer questions, and help determine which venue best fits your needs.
2. Complete a Rental Application
First-time renters are asked to complete a rental application and provide three references. This allows us to better understand your organization and event allowing us to confidently move forward with the estimate process.
Once your application is received, we'll place a complimentary, no-obligation hold on your requested date(s) while we develop your event estimate.
3. Develop Your Event Estimate
Every event is unique. To prepare a comprehensive estimate, we'll connect your technical representative with one of our Production Managers to discuss your event's production needs, including staging, lighting, audio, scheduling, and other technical requirements.
Using this information, we'll prepare a detailed estimate outlining venue rental fees, production services, staffing, and other anticipated event costs.
4. Review and Confirm
Review your estimate with our Rentals team. If adjustments are needed, we'll work with you to refine the proposal until it aligns with your event requirements
5. Execute Your Agreement
Once the rental agreement has been signed, your initial deposit is due to officially confirm your reservation. At this point, your event moves from the booking phase into detailed venue coordination.
6. Partner with Your Venue Event Manager
After your event is confirmed, you'll be introduced to your dedicated Event Manager, who will serve as your primary contact for all venue-related planning and event-day operations.
Your Venue Event Manager will coordinate facility logistics such as venue access, scheduling, production coordination, catering and operational details while working closely with your event team and our internal departments. They will ensure that all venue services are coordinated to help your event run smoothly.