BAYLIES ROOM AT THE OLD WHALING CHURCH: EVENT POLICIES
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General
When renting the Baylies Room for your rehearsal dinner, reception, or other event you have access to the reception hall, restrooms, kitchen and utility space.
We provide primarily a “space rental” but can provide some tables and chairs for the Baylies Room. We have 8-8’ banquet tables, 45 folding white chairs and 14-36” round tables available for your use. You may choose your vendors from our list of recommendations which includes tent and party rental companies, caterers, florists, photographers, etc. Your vendors will provide all needed equipment (tables, chairs, table linens, china, glassware, flatware, etc.) and all food, beverages and decorations.
The upstairs main sanctuary and vestibule of the Old Whaling Church and the lawn area between the Old Whaling Church and the Dr. Daniel Fisher House are not included in the rental of the Baylies Room.
We schedule and incur the cost of refuse removal for all events.
Availability
Due to the popularity of the Old Whaling Church for wedding ceremonies, the Baylies Room is not available on Saturdays from June through October. It is a year ‘round property and is available in the winter months.
Timing
Reservations at the Baylies Room are for “day-of” use. We will accommodate the drop-off of personal items on the day prior whenever our schedule permits. All personal items must be removed at the end of the event on the Date of Use.
You may have access to the Baylies Room starting at 8:00 a.m. on your Date of Use. Earlier access can be arranged with advance notice.
The service of liquor and the music both must end promptly at 8:30 p.m. and the property dark and vacated by 9:30 p.m. We can also accommodate breakfast, brunch or luncheon events earlier in the day if desired. Guests should depart the property by 9:00 p.m. allowing the final 30 minutes for the caterer to complete clean-up.
Restroom Facilities
There are two restrooms in the Baylies Room, which accommodate the traffic of up to 125 guests with minimal waiting.
Capacity and Flow
The Baylies Room can accommodate up to 80 guests for a sit-down meal and still have space for dancing, a bar and buffet table. The room can accommodate up to 125 guests for a standing reception with no dancing. There are no facilities for tent installation in conjunction with the Baylies Room.
Accessibility
The Baylies Room is equipped with a ramp for accessibility. The restrooms are not handicap accessible.
Music
We provide a list of bands and musicians that are approved to play at the property. They are required to play with their instruments “unplugged”, or without amplification. Microphones are permitted for vocalists, announcements and toasts. Deejays and digital music devices are not permitted. Off-Island bands or Island bands not included on our list are not permitted.
Our bands are professional musicians and can accommodate most requests; however, musical genres that rely on loud electric guitars such as heavy metal and hard rock do not translate well. We urge you remember that wedding receptions are family events; a time for your extended families to come together to meet each other – sometimes for the first time – and celebrate your love and commitment. Music should be appropriate for all generations to enjoy. You’ll be dancing with your parents and grandparents who will appreciate the thoughtful consideration of your musical choices. We encourage you to plan an “after-party” for your friends and family who wish to continue the celebration. This is the perfect time to crank up the volume and let it rip! We’re happy to recommend several locations for after-parties that are within easy walking distance and are great party venues.
Food and Beverage Service
You may choose your own caterer from our list of recommendations. You are not restricted to this list but we require that your caterer be licensed and insured and that they communicate with the Board of Health Agent for the Town of Edgartown. Your caterer will provide the food and staffing for your event, including servers and bartenders. The catering staff will put furniture in place and complete the entire set up, including the bar. They also will clean up at the end of the event.
The Baylies Room is equipped with a kitchen for your caterers’ use.
As the host, you will provide your own alcoholic beverages. We recommend, but don’t require, that you work with one of the Island’s package stores, who will provide delivery service. They will also pick up any unopened bottles at the end of the event so that you only have to pay for what you use. You are free to take with you any bottles that are open at the end of the event. If you choose to bring your own liquor, please check with our office for delivery and removal times. All liquor service must be by “open bar”. “Cash bars” are not permitted.
Parking
We provide two parking spaces for the renting party in the Old Whaling Church parking lot. All other spaces in the lot are individually leased and are not available. Since the church is within easy walking distance to most accommodations in Edgartown, guests usually walk to events held in the Baylies Room.
Logistics and Staffing
We will coordinate all of your vendors’ access to the property for deliveries as well as the removal or rental equipment, leftover liquor and any other items. A member of our staff is on-site throughout the event: during set-up, execution of the event and clean-up. We are behind the scenes, ensuring that your vendors have what they need, that policies are upheld, and making certain that your event is flawlessly executed.
