• Catered food welcome (pre-prepared meals delivered and served)

• Light food prep allowed (assembling, plating)

• NO active cooking (frying, sautéing, or anything requiring stovetop/oven cooking)

• BYOB welcome for celebrations

What This Means:

Think coffee shop prep area, not restaurant kitchen. You can reheat soup, warm appetizers, assemble charcuterie - but you can’t fry bacon or cook a full meal. Our space hosts multiple events weekly and has soft furnishings (couches, curtains, rugs) that absorb cooking odors and grease, so we ask that catering selections avoid ingredients known to leave persistent odors (seafood etc). We’re happy to discuss your menu in advance to ensure it works for our shared space.

A heads up: If food choices leave strong odors that impact our ability to host other events, we'll need to charge for the extra cleaning required to get the space back to normal.

• Your rental time includes setup and breakdown

• Furniture can be rearranged (we’ll help you plan)

• Please return space to original configuration

• You’re responsible for your own equipment and supplies

• Standard A/V equipment welcome (projectors, speakers, laptops)

• Small appliances for warming/reheating only (must be disclosed in advance)

• Multiple high-wattage appliances require prior approval

• We reserve the right to refuse equipment that overloads circuits or poses safety risks

• Active cooking or frying

• Cooking appliances (stovetops, hot plates, air fryers for cooking raw food)

• Nails, permanent fixtures, or damage to walls

• Smoking anywhere in the building

• Exceeding 50-person capacity without prior notice

• Use of our craft tools without prior arrangement

• Arrive/depart within your booked time. Let us know if things run late and we’ll try to accommodate you if we can.

• Clean up spills and messes

• Remove all personal items and put trash in designated area

• Treat the space and equipment with respect

• And of course have a good time!

We understand that plans change. This policy balances flexibility for you with protection for our small business.

GUEST-INITIATED CANCELLATIONS

Grace Period:

You may cancel within 24 hours of booking confirmation and receive a full refund, as long as the cancellation is made at least 48 hours before your event start time.

30+ Days Before Event:

• Full refund

7-29 Days Before Event:

• 50% refund of rental fee

Less Than 7 Days Before Event:

• No refund

No-Show:

• No refund

THE EXCHANGE-INITIATED CANCELLATIONS

If we must cancel your booking due to emergency facility issues or circumstances beyond our control:

• You receive a full refund (including all fees)

• We’ll work with you to find an alternative date if desired

• We are not liable for any additional costs you may have incurred (catering, vendors, travel, etc.)

IMPORTANT DETAILS

How to Cancel:

All cancellations must be submitted in writing via email to connect@theexchangevallejo.com. Cancellation is effective when we confirm receipt via email.

Refund Timeline:

Refunds will be processed within 1-3 business days to your original payment method.

Rescheduling:

If you need to change your date rather than cancel, contact us as soon as possible. We’ll do our best to accommodate based on availability. Date changes requested less than 30 days before your event are subject to the same refund terms as cancellations.

Questions?Contact us at connect@theexchangevallejo.com or 707-654-2169