An event venue rental usually includes the event space itself and a basic group of facility services. At AKS Stages in Burbank, a standard rental may include the selected soundstage area, approximately 20 parking spaces, restrooms, air conditioning, Wi-Fi, and ordinary restroom servicing.

Depending on the space, availability, and event requirements, the rental may also include production offices, a bullpen, green rooms, or other support rooms.

However, tables, chairs, audio and visual equipment, security, additional parking, staffing, permits, post-event cleaning, and excessive trash removal normally cost extra.

Therefore, event organizers should not assume that every item needed for the event comes with the venue. The written quote should clearly identify what is included, what the client must provide, and which services may create additional charges.

Quick answer: An AKS event venue rental generally includes the selected event space, approximately 20 parking spaces, restrooms, air conditioning, Wi-Fi, and access to agreed-upon support rooms. Optional equipment, labor, permits, security, additional parking, and extensive cleanup are separate.

What Does an Event Venue Rental Include at AKS?

Every event uses the property differently. As a result, the exact package depends on the selected stage, the expected attendance, the layout, the number of rooms, and the event schedule.

A standard AKS event venue rental may include:

• The selected soundstage or event floor
• Approximately 20 on-site parking spaces
• Restroom access
• Normal restroom servicing
• Air conditioning
• Wi-Fi
• Access to the agreed-upon load-in and load-out areas
• Production offices or support rooms when included in the quote
• A bullpen or shared workspace when available

The written quote should identify the specific rooms and areas included with the rental. Clients should not assume that renting one stage automatically provides access to every room or every part of the property.

For an overview of the available event space, visit the AKS Event Venue page.

The Event Space Included With the Rental

The main part of the rental is the selected event floor.

AKS offers large, flexible stage-style spaces that organizers can configure for different event types. Depending on the event, the floor may hold:

• Presentation stages
• Audience seating
• Banquet tables
• Vendor booths
• Registration areas
• Sponsor activations
• Vehicle displays
• Networking areas
• Food-service areas
• Breakout activities

A flexible floor gives the organizer more control over the layout. However, flexibility also means the client must plan the furnishings, equipment, staffing, and installation.

Unlike a traditional ballroom, the event floor may not arrive with tables, chairs, a stage platform, sound equipment, screens, or decor already installed.

Therefore, clients should provide a proposed floor plan or a clear description of how they intend to use the space.

Support Rooms in an Event Venue Rental

Depending on the event and available configuration, an event venue rental may include production offices, a bullpen, green rooms, wardrobe rooms, holding rooms, or other support areas.

These rooms can serve several purposes:

• Event management office
• Staff check-in
• Speaker preparation
• Vendor coordination
• Security operations
• Talent or VIP holding
• Volunteer headquarters
• Storage for supplies
• Private meetings
• Breakout sessions

Support rooms can also keep unnecessary activity off the main event floor.

For example, event staff can handle paperwork, radios, schedules, deliveries, and vendor questions in a bullpen instead of crowding the registration area.

However, the number of support rooms is not unlimited. Therefore, organizers should state how many rooms they need before accepting the quote.

Review the available AKS production offices and support rooms while planning the event.

Parking Included With an Event Venue Rental

A typical AKS event venue rental includes approximately 20 parking spaces.

Those spaces may work for a small meeting or an event where most guests arrive by rideshare. However, a larger event may require substantially more parking.

The parking estimate should include more than guests. Organizers should also count:

• Event staff
• Vendors
• Caterers
• Security personnel
• Speakers and presenters
• Performers
• AV crews
• Rental-company vehicles
• Food trucks
• Delivery and service vehicles

For example, an event with 100 guests may also have 30 workers and vendors. Therefore, calculating parking from the guest count alone can produce a serious shortage.

When an event needs more than the included spaces, additional parking may be available through Burbank Lot Rentals.

Permitted street parking may also be an option through the City of Burbank, depending on the event and the proposed parking plan.

Organizers should discuss parking early. Last-minute parking arrangements usually provide fewer options and may require attendants, shuttles, security, or traffic coordination.

Restrooms, Air Conditioning, and Wi-Fi

Restroom access, air conditioning, and Wi-Fi are normally part of the basic event rental.

Air conditioning is especially valuable for events with large groups, lighting, booths, computers, food service, or extended setup periods.

Wi-Fi can support:

• Event management
• Registration systems
• Vendor communication
• Presentations
• Email and office work
• Speaker preparation
• Basic attendee access

However, clients with unusual internet requirements should discuss them in advance.

For example, livestreaming, large file transfers, remote presentations, or hundreds of simultaneous users may require more planning than ordinary Wi-Fi use.

Likewise, the event should explain any special power or technical requirements before booking. AKS offers production-grade infrastructure, but specialized equipment and technical labor are not automatically included in the basic venue rental.

What Is Not Included in an Event Venue Rental?

The basic event venue rental does not automatically include every item required to produce the event.

Common additional expenses include:

• Tables
• Chairs
• Linens
• Audio equipment
• Video equipment
• Projection screens
• Lighting equipment
• Staging equipment
• Security
• Event staffing
• Additional parking
• City permits
• Post-event cleaning
• Excess trash removal
• Additional dumpsters
• Overtime

AKS may help arrange or recommend some of these services. However, clients are generally welcome to use their own approved vendors.

This flexibility can help experienced event planners control their costs. Nevertheless, the client remains responsible for making sure the required services arrive on time and meet the venue’s requirements.

Are Tables and Chairs Included?

Tables and chairs are not automatically included in the basic rental.

The number and style required can vary widely.

For example, a business conference may need theater-style seating. A wedding or memorial may need banquet tables and chairs. Meanwhile, a comic convention may need vendor tables, panel seating, signing areas, and registration counters.

Clients may arrange tables and chairs through an outside rental company. AKS may also help coordinate them when requested.

Before ordering, confirm:

• The total number of guests
• The desired seating style
• The number of vendor tables
• Registration needs
• Food-service requirements
• Accessible seating
• Delivery and pickup times
• Who will set up and remove the furniture

The last point is especially important. Delivering tables and chairs does not always include placing them throughout the room or removing them after the event.

Is AV Equipment Included With the Event Venue Rental?

Audio and visual equipment is not automatically included with the standard event venue rental.

An event may need:

• Microphones
• Speakers
• Mixing equipment
• Projectors
• LED screens
• Presentation monitors
• Stage lighting
• Computers
• Cameras
• Livestreaming equipment
• Technical operators

The organizer should build the AV plan around the event program.

For example, a networking mixer may only need background music. In contrast, a business conference may require microphones, presentation screens, recording, lighting, and technical staff.

Clients may use their own qualified AV provider, subject to venue approval and insurance requirements.

Security and Event Staffing

Security and event staffing are not automatically included in the basic rental.

Some events may only need a small management team. However, larger gatherings may need:

• Entry security
• Credential checks
• Bag checks
• Parking attendants
• Ushers
• Registration staff
• Crowd-management personnel
• Vendor coordinators
• Overnight security
• Load-in and load-out staff

The event type, attendance, layout, hours, alcohol service, and permit requirements may affect the staffing plan.

AKS may offer or help coordinate staffing and security. However, clients do not have to purchase those services through AKS if they have their own approved providers.

Insurance Requirements for Outside Vendors

Clients must provide appropriate insurance for the event.

In addition, vendors and people working the event may need to provide proof of workers’ compensation coverage and other required insurance documentation.

This requirement may apply to:

• Caterers
• AV companies
• Rental companies
• Security providers
• Cleaning crews
• Event staffing companies
• Installers
• Decorators
• Production crews

Organizers should collect and submit insurance documents before load-in.

Waiting until the day of the event can delay vendor access. Therefore, include insurance deadlines in the production schedule and vendor agreements.

Does an Event Venue Rental Include Permits?

City permits are not automatically included in the event venue rental.

Not every event will require the same approvals. However, organizers should discuss the event type with AKS early so we can help identify questions that may need to be addressed with the City of Burbank.

Events that may require additional review or permits can include:

• Car shows
• Car rallies
• Very large public gatherings
• Comic book conventions
• Food-truck events
• Farmers markets
• Events using streets or public parking
• Events with unusual outdoor activity

Permit requirements depend on the actual event plan. Therefore, organizers should not assume that a permit used for one event will apply to another.

The client should include permit costs and processing time in the budget and schedule.

How Long Does an Event Venue Rental Last?

A standard event venue rental is not an unlimited rental that continues until the client decides to leave.

At AKS, setup, the event itself, and teardown should generally fit within a 12-hour rental day.

For example, a 12-hour schedule might include:

• Three hours for setup
• Six hours for the event
• Three hours for teardown and cleanup

Another event may need five hours for setup, four hours for the event, and three hours for teardown.

The organizer can divide the time differently. However, the entire operation must remain within the contracted hours unless the client arranges additional time.

Once the rental exceeds the contracted period, overtime charges may apply.

Setup and Teardown Are Part of the Rental Time

One of the most common misunderstandings is assuming that the rental time only covers the public event.

The clock does not begin when the guests arrive. It begins when the client, vendors, or crew receive access to the facility.

Likewise, the rental does not end when the final guest leaves. It ends after the client removes the event setup, vendors finish loading out, trash has been handled, and the agreed-upon spaces have been cleared.

Therefore, organizers should account for:

• Vendor arrival
• Furniture delivery
• Decorating
• AV installation
• Lighting setup
• Catering setup
• Sound checks
• Registration preparation
• The public event
• Guest departure
• Furniture removal
• AV breakdown
• Trash removal
• Final load-out

A four-hour event can easily require ten or twelve hours of actual venue access.

A Real Event Venue Rental Overtime Example

We once hosted an event where the client underestimated how much labor the teardown would require.

After the event ended, most of the workers had already been released. That left approximately two people to dismantle and remove the entire setup.

The teardown took much longer than the organizer expected. As a result, the event ran approximately two to three hours into overtime.

The problem was not that the event itself lasted too long. The problem was that the client did not keep enough workers available for the strike.

A larger teardown crew could have worked on several areas at the same time. Instead, two people had to complete every task in sequence.

Consequently, an attempt to reduce labor at the end of the night created additional venue time and overtime charges.

How to Avoid Event Venue Rental Overtime

Do not release the crew simply because the public portion of the event has ended.

Keep enough workers on site until:

• Furniture has been removed
• AV equipment has been packed
• Decorations have been taken down
• Vendor booths have been cleared
• Rental equipment has been staged for pickup
• Trash has been collected
• Excess waste has been removed
• All event areas have been cleared

The end of the event is not the end of the job.

Before the event, create a strike plan that identifies:

• Who is staying for teardown
• Which team handles each area
• When vendors must leave
• Who removes the trash
• Who returns rental equipment
• Who completes the final walkthrough

A clear strike plan can prevent overtime and reduce confusion at the end of a long day.

Cleaning and Trash Removal

Basic restroom servicing and normal facility use are different from post-event cleaning.

Clients should expect additional charges when an event requires extensive cleaning or leaves more trash than the normal facility service can handle.

Common examples include:

• Large amounts of food waste
• Vendor packaging
• Discarded decorations
• Cardboard boxes
• Display materials
• Construction materials
• Broken furniture
• Large quantities of bottles or cans
• Event signage
• Carpet or temporary flooring

An event may need an additional dumpster or a separate waste-removal company.

Therefore, organizers should estimate the expected waste before the event instead of waiting until the end of the night.

What Information Should You Provide Before Booking?

To receive an accurate event venue rental quote, provide the following information:

• The event date
• The event type
• The estimated number of guests
• The number of workers and vendors
• The number of rooms needed
• The expected parking requirement
• The setup schedule
• The public event hours
• The teardown schedule
• The proposed layout
• Furniture requirements
• AV requirements
• Security needs
• Food-service plans
• Expected trash volume
• Any outdoor activity
• Any unusual loading requirements

The most important information includes the expected attendance, number of required rooms, parking estimate, and a clear explanation of the event.

When AKS understands the event early, we can help identify the right space, likely extras, parking needs, and potential permit questions.

Incomplete information often leads to incomplete quotes. Therefore, provide the full plan rather than requesting a price based only on the date.

Questions to Ask About Any Event Venue Rental

Before signing a contract, ask the venue:

• Which event areas are included?
• Which support rooms are included?
• How many parking spaces come with the rental?
• Are restrooms and restroom servicing included?
• Is air conditioning included?
• Is Wi-Fi included?
• Are tables and chairs included?
• Is AV equipment included?
• Does the rental include security?
• Does the rental include event staff?
• How many total hours are included?
• When does overtime begin?
• Does the rental time include setup and teardown?
• Who handles post-event cleaning?
• How much trash can the facility accept?
• Can the client use outside vendors?
• What insurance must vendors provide?
• Could the event require city permits?

Do not compare venues using only the advertised rental price.

Instead, compare the complete package, included hours, parking, support rooms, staffing requirements, vendor policies, and possible extra charges.

Frequently Asked Questions About Event Venue Rentals

Are tables and chairs included in an event venue rental?

Not automatically at AKS. Clients may arrange tables and chairs through their own approved rental company, or AKS may help coordinate them when requested.

Does the event venue rental include parking?

A typical AKS rental includes approximately 20 parking spaces. Events that need more parking should arrange it in advance through available additional lots or other approved options.

Can clients bring their own vendors?

Yes, clients may use approved outside vendors. However, the client and vendors must provide the required insurance documentation, including workers’ compensation where applicable.

Does the rental include setup and teardown?

Yes, but setup, the event, and teardown all count toward the contracted rental time. They should generally fit within the 12-hour rental day unless the client arranges additional time.

Is post-event cleaning included?

Basic restroom servicing and normal facility use are included. However, post-event cleaning, excessive trash, and additional dumpsters may create extra charges.

Who obtains event permits?

The client is responsible for obtaining and paying for required permits. AKS can help identify questions or event details that may need to be discussed with the City of Burbank.

Final Answer: What Is Included in an Event Venue Rental?

At AKS Stages, an event venue rental generally includes:

• The selected event or soundstage floor
• Approximately 20 parking spaces
• Restroom access
• Normal restroom servicing
• Air conditioning
• Wi-Fi
• Agreed-upon load-in and load-out access
• Production offices, a bullpen, or support rooms when included in the quote

The basic event venue rental generally does not include:

• Tables and chairs
• AV equipment
• Security
• Event staffing
• Additional parking
• City permits
• Post-event cleaning
• Excess trash removal
• Additional dumpsters
• Overtime

Setup, the public event, and teardown should generally fit within the contracted 12-hour rental day. Therefore, clients should keep enough workers available until the entire setup has been removed and all trash has been handled.

For an accurate quote, send AKS your event date, event type, expected attendance, number of required rooms, parking estimate, schedule, layout, and vendor requirements.

The more complete the information is at the beginning, the easier it becomes to identify what is included and prevent surprise costs later.

Review AKS event venue options and request a quote

Explore AKS Event Spaces

• AKS Event Venue
• Burbank Event Venue
• Los Angeles Event Venue
• AKS Stage 1
• AKS Stage 2
• AKS Stage 3
• AKS Stage 4
• Production Offices and Support Rooms
• Floor Plans and Downloads
• About AKS Stages
• Additional Event Parking