Building Rental
|
The Carnegie Institution for Science,
The Administration Building of the Carnegie
|
Rates
$5,200: Ballroom, Rotunda, and boardroom with access to the kitchen for food service and Portico $4,400: Ballroom, Rotunda, and Boardroom with access to the kitchen for food service $4,000: Ballroom and the Rotunda with access to the kitchen for food service $2,500: Ballroom with access to the kitchen for food service $2,800: Rotunda with access to the kitchen for food service and Portico $2,000: Rotunda with access to the kitchen for food service $1,000: Auditorium $600: Conference Room (weekdays only) |
A 25% discount is available to non-profit organizations (Monday-Thursday, except holidays) which submit a copy of their determination letter stating they are tax exempt under Section 501(c)(3) of the Internal Revenue Code.
Holiday Charge: For Events being held on a Federal Holiday or holiday weekend, Carnegie Institution of Washington requires an additional charge. Please refer to the Special Events Coordinator for specific charges.
Reserving Space
The reservation is contingent upon (1) the completion of a contract and, (2) a deposit for the amount of 30% of the rental fee. In addition, Renter must provide the Institution with the following prior to the event: (1) a general liability insurance certificate, and (2) proof of caterer liability insurance. Renter agrees that the event may not be held without prior receipt of these forms and the deposit.
The deposit and signed contract are required to reserve a date. Carnegie Institution will hold a tentative event date for two calendar weeks. If the deposit and signed contract are not received at the conclusion of the two weeks, Carnegie Institution will release the date.
To reserve our space and assure availability, please contact:
Michelle Fisher, Special Events and Facility Coordinator
Darla Keefer, Spec. Asst. for Admin. & Bldg Ops
Email: rentals@ciw.edu
Phone: 202-939-1138
Capacity
A dinner with dancing: 175
Seated dinner without dancing: 240
Standing reception: 400
Cancellation Policy
If a renter cancels their reservation more than 90-days before the scheduled event, Carnegie Institution will refund 75% of deposit, minus the $200 cancellation fee. If a renter cancels the reservation between 30-90 days before the scheduled event, Carnegie Institution will refund 50% of the deposit, minus a $200 cancellation fee. If the reservation is cancelled less than 30 days from the day of the scheduled event, the deposit fee will be non-refundable.
· The general liability insurance with a minimum of $1,000,000 bodily injury coverage (as further defined in Section 5(a) of the Rental Agreement) must be sent to Carnegie Institution at least 30-days prior to the event. Renters typically contact their homeowner’s insurance company for this insurance. The insurance company can fax the insurance certificate directly to Carnegie Institution at 202-462-7395 or mail it to Carnegie Institution Attention: Facility Rental 1530 P St NW Washington, DC 20005.
· Carnegie Institution provides space only for events and a basic initial set-up. Any equipment transportation, assembling, decorations, and/or setup for the event are the responsibility of the renter. Decorations are permitted, but only if it does not involve nails, tacks, adhesive tape, or any other form of attachment that might damage or disfigure surfaces. Hanging, draping, or loosely tied decorations are permitted. Rice, glitter, and confetti are not allowed.
· Arrangements for all deliveries, including caterers, dance floors, and other specialties, are the responsibility of the Renter. Renters must coordinate with Carnegie on all delivery arrangements and times.
· Independently arrange for catering services. The caterers are responsible for ensuring all trash is removed from the premises and placed in our outside trash receptacle at the end of the event. The caterer is required to do a walk-through with the facility coordinator and ensure that the facility has been returned to a satisfactory condition. When a caterer is not present, renter is responsible for items mentioned under caterer’s responsibility.
· Carnegie Institution will provide a security guard for the event at the event entrance. Should the event require a strict enforcement of the guest list, the renter must arrange to have someone stationed at the event entrance to ensure only invited guests are admitted.
· If there is to be dancing in the Ballroom, Renter must obtain and have installed a dance floor. A dance floor is not necessary in the Rotunda
· No smoking is allowed in the building.
· Invitations, programs, or any other advertising or description of the event should not indicate that Carnegie Institution is a sponsor or is in any way affiliated with the event, except in location.
· Carnegie will provide (22) 5’ round tables and (6) of the 5’, 6’, and 8’ rectangular tables and 150 ballroom chairs at no extra charge (all set up is to be done by Renter’s Caterer).
Amenities
With prior arrangement we can provide access to the building during regular office hours on weekdays immediately before and after an event, as required, for preparation and removal. Only rarely will such flanking days be unavailable, please inquire on building availability. Our venue is able to provide banquet tables and ballroom chairs based on availability and at no additional charge, please contact building management with your requirements.
There are several hotels in the area that should meet your needs.
Contact Information
Email: rentals@ciw.edu
Michelle Fisher, Special Events and Facility Coordinator - 202-939-1138
Darla Keefer, Spec. Asst. for Admin. & Bldg Ops - 202-939-1134
Arnold Pryor, Facilities Manager - 202-939-1102
Carnegie Institution Main Number - 202-387-6400
Carnegie Institution Fax Number - 202-387-8092