WHAT IS THE CAPACITY IN EACH VENUE?
In the Stable:
- With dance floor, AV, and upstairs mezzanine level utilized: 350 max.
- With dance floor, AV, and all guests seated on the ballroom level: 300 max.
- No dance floor: 400.
- Standing: 500.
In the Studio:
- Seated: 140.
- Standing: 200.
- Breezeway use adds standing room for 300. *Available evenings only.
- Please note: no dance floor in the Studio or Breezeway; the stained concrete floors serve as a flexible space for your dancing area.
HOW MANY TABLES AND CHAIRS ARE AVAILABLE?
- In the Stable: Forty-three 60" rounds (seats a max of 10 per table, linen does not come with the table), ten cocktail tables, and 470 chairs.
- In the Studio: Twenty 60" rounds, twelve cocktail tables, twenty-four classroom style tables, and 190 chairs.
- Additional four, six, and eight foot tables for gift display, registration, etc. are available in each venue upon request.
DO I NEED AN APPOINTMENT TO SEE THE VENUE?
Please call 210-236-4203 to reach the Venue Coordinator directly or email firstname.lastname@example.org to request a personal site visit and to check availability of your desired event date. Stable Open House Sundays occur weekly from 2 PM – 4 PM; no appointment necessary. Studio may be viewed at this time upon request; please check in at the Stable Open House. Event Staffer at the Open House will not be able to accommodate booking or contracting; this must be done through the Pearl Venue Coordinator Monday through Friday, 9 AM - 5 PM. Once you have booked the venue, an appointment will still be necessary for all future walkthroughs to ensure the venue and our team is available to serve you.
HOW DO I SECURE A DATE?
All bookings are first come, first served. A deposit and signed contract are required to secure a date on the event calendar. Ten day holds are offered as a courtesy but are not considered binding. A hold status will simply notify the potential Client if another Client is interested in the same date. The party with the hold then has 24 hours to pay the deposit and sign the contract, or the hold will be released. Clients must specifically request that the Venue Coordinator place a date on hold; call 210-236-4203. Checking availability does not constitute requesting the courtesy hold. Verification of hold status will be sent to the Client via email. Contracts must go through an internal quality control review process before they are sent to Clients; therefore, we cannot accommodate generating contracts for pop-in visits. If you would like to review a standard template contract, the Pearl Venue Coordinator will email one at your request.
HOW MUCH IS THE DEPOSIT AND IS IT REFUNDABLE?
The deposit is half of the base rental fee, so for example a Stable Saturday evening booking will require a $3,000 deposit. It is non-refundable and non-transferrable. Because of the demand for the venues, we are unable to make any exceptions regarding return of the deposit. Remaining balance due 60 days prior to event. Notice of cancellation must be received in writing. Booked dates are non-transferrable; i.e. changing the event date is regarded as a cancellation, and non-profit status will only be extended if this event itself is for the non-profit organization. (A bride's membership in a non-profit will not extend to include a discount on her wedding, for example.)
MAY I CHOOSE MY OWN CATERER?
You may select from our outstanding list of approved caterers. Every company on the list meets the Pearl standards for quality, service, appropriate food, beverage and Texas Alcoholic Beverage Commission (TABC) licensing. A TABC licensed bartender provided by your caterer must be used for the service of all alcoholic beverages. Client will not be allowed to bring in their own alcohol, or buy it for their caterer to use. Donated alcohol is not permitted, no exceptions, even for non-profit fundraisers. Pearl reserves the right to pull donated alcohol from an event, per the use contract between the Client and Pearl. Don't risk it! Go through a caterer. Please note that a 10% fee is added to the Client's total catering bill on food and beverage, before tax and gratuity.
HOW MUCH SET UP TIME WILL I HAVE FOR MY EVENT?
Clients will be allowed access to the Stable beginning up to four hours prior to the scheduled beginning time of the event and up to three hours in the Studio. If more time is needed, Client may purchase additional event time for $100/hour if the venue is available. The same fee will apply to events which run over the allotted tear down time.
ARE THERE DECORATING RESTRICTIONS?
As this is a historic property, special care must be taken to maintain the buildings and interiors. No decorations or banners may be taped, glued, nailed, or affixed in any manner to the facility. All proposed signs and special equipment must be submitted in writing two weeks prior to the event date to the venue manager for approval. The onsite day-of-event Staffer will pull these items if approval has not been received.
I'D LIKE SPECIAL LIGHTING (AV) ... HOW DO I BOOK THAT?
All audio/visual needs must be provided by AV Technical Support, who the Client will contract with directly if/as needed. Email Pearl@avtsgroup.com or call 210-804-2403 for a personalized AV bid for your event. Standard price list available for download here. Amplified music outside the Facility is not allowed past Midnight. Muzak stations are available in both venues for client use.
WHY CAN I ONLY USE AVTS FOR MY AV SERVICES AT THE EVENT?
AVTS has met Pearl's standards for quality control inside historic structures, and our insurance requirements. They have also been the installers of much of the AV equipment inside of the venues. For these reasons, we require clients to use them as the only AV provider (one exception: DJ's and bands may bring in their own equipment, if it pertains to their use on the stage or designated set up area only.) This not only protects the venues, it ensures that you are working with a vendor who knows the Stable and Studio inside and out, and can troubleshoot any audio/visual issues quickly and efficiently. Pearl is proud to partner with AVTS because we know our Clients will receive top notch services and the desired AV outcome.
ARE CANDLES ALLOWED? SMOKING? SPARKLERS?
Candles are allowed inside both venues, as long as they are in a hurricane glass or other container which is at least one inch taller than the top of the flame. Smoking is permitted outside the Stable in designated areas only. Guests must properly dispose of cigarettes. No smoking is allowed inside the Full Goods Building, including the Studio, as it is LEED certified. Sparklers are not allowed as a send off, due to fire hazard. Rose petals, bubbles, balloons, etc. are welcome for your send off.
WILL A PEARL TRAINED STAFF MEMBER BE PRESENT FOR MY EVENT?
Yes. Trained Staff and Security personnel, if applicable, will be on-site the entire event. A minimum of one security guard is required for every 100 guests for all evening events and/or those serving alcohol. Security is required to be in place 30 minutes before guests arrive and 30 minutes after the ending time of the event to assist with the departure of guests. The cost of the security guards is included in the rental fee.
WHERE WILL GUESTS PARK FOR THE EVENT?
Complimentary parking spaces are available in designated areas only; specifically in the surface parking lots adjacent to Avenue A and the Koehler Parking Garage. Valet parking needs will require pre-approval from Pearl. Facility is not responsible for theft or damage to any vehicle or its contents.
WHAT IS THE ADDRESS?
Pearl Stable: 307 Pearl Parkway, San Antonio, TX 78215
Pearl Studio in the Full Goods Building: 200 E. Grayson, Suite 115, San Antonio, TX 78215
Pearl Office (for billing): 303 Pearl Parkway, Suite 300, San Antonio, TX 78215
WHAT IS INCLUDED IN THE RENTAL FEE?
The venue during designated hours as indicated in the rental agreement, a houseman to set-up tables according to your specifications, uncovered 60" round tables, banquet chairs, 24 x 24 dance floor in the Stable if requested, free guest parking in designated areas (either the Koehler Garage or parking adjacent to Avenue A), a trained Event Staffer who will be on site for your event from load in to load out, restroom porters, and security if applicable for your event.
WHAT IS NOT INCLUDED IN THE RENTAL FEE?
• Catering, plus 10% catering service fee on food and beverage only (fee will be billed by your caterer after the event)
• Custom audio visual. Must go through Pearl approved company: AV Technical Support, 210-804-2403, Pearl@avtsgroup.com, www.avtechnicalsupport.com
• Additional load in hours if necessary and when available (optional - $100/hour)
• Client décor for the events
SO THE FEES FROM PEARL ARE...
1. Venue rental fee (see price list, determined by the day of the week and time of day you want to use the venue)
2. Catering fee of 10% on all food and beverage, through your caterer
ARE NON-PROFIT RATES AVAILABLE?
Yes, Pearl is proud to support non-profit, charitable organizations by extending a 20% discount on the rental rate. Evidence of 501(c)3 tax exempt status must be sent in at the time of booking. Offer is non-transferable; i.e. a non-profit may not contract a venue at Pearl for an event which does not directly benefit that non-profit, and an individual's membership in a non-profit organization will not extend to their private event. Discount will apply to the use fee only. No discounts are available for peak Saturday rentals; nonprofits will need to pay the full rental rate to secure the venue on that day.
ARE THE GROUNDS AVAILABLE TO RENT?
The Park at Pearl, Amphitheater, and Pearl Plaza are not available to rent. These areas will be used only for events that are produced or sponsored by Pearl. Contact email@example.com for further information.
We look forward to working with you to ensure your experience at Pearl is a special one from start to finish!