Rates, Rules & Regulations

2014 Rates

  • $5,200: Ballroom, Rotunda, Boardroom, Mayor Room, and Library with access to the kitchen for food service
  • Add the Portico and 16th Street entrance for $800
  • Add the Auditorium for $1,000

2015 Rates

January, February, July, August, & December:

  • $5,400: Ballroom, Rotunda, Boardroom, Mayor Room, and Library with access to the kitchen for food service
  • Add the Portico and 16th Street entrance for $600
  • Add the Auditorium for $1,000

March-June & September-November:

  • $6,000: Ballroom, Rotunda, Boardroom, Mayor Room, and Library with access to the kitchen for food service
  • Add the Portico and 16th Street entrance for $600
  • Add the Auditorium for $1,000

4 hours of event time plus 2 ½ move-in hours prior to the event, 1 ½ move-out hours after the event.

Additional event hours must be pre-purchased at a rate of $300/hour at least 7 days prior to the event.  Any unscheduled overtime due to client/vendors/contractors departing late will be billed at $450 per hour, in half-hour increments (based upon the departure of the last vendor). 

Please note:The hours allotted for set-up and break down may not be used for event time.

Events must conclude by 11:00pm Sunday – Thursday, with client/vendors exiting the building no later than 12:30am; and 12:00am Friday and Saturday, with client/vendors exiting the building no later than 1:30am.

 

Carnegie provides a one-hour rehearsal block at no additional charge, which may be scheduled six-months prior to your wedding date.  The rehearsal may be scheduled during our business hours of 9am – 5pm Monday through Friday, provided it does not interfere with a previously scheduled event.

Should your wedding be scheduled for a Sunday, your rehearsal will be scheduled one-hour prior to the beginning of the Saturday’s scheduled event.

 

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.

 

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 at least 30 days 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 receipt of the required documents, full-payment, and a $750 security deposit refundable provided the institution is returned to its original state, no less than 30 days prior to the event date.

 

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.

 

Cancellation Policy

If a renter cancels their reservation more than 90-days before the scheduled event, Carnegie Institution will refund 50% of deposit, less the $200 cancellation fee.  If a renter cancels the reservation between 30-90 days before the scheduled event, Carnegie Institution will refund 25% of the deposit, less a $200 cancellation fee.  If the reservation is cancelled less than 30 days from the day of the scheduled event, the renter forfeits all funds, and is responsible for the balance of the rental fee.

 

Requirements

  • 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.
  • Carnegie Institution does not have in-house catering, therefore, client must independently arrange for catering services. The catering company must not be a restaurant and is subject to the approval of the Carnegie Institution; it should be an established catering company.  The caterers are responsible 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. Renter is ultimately responsible for items mentioned under caterer’s responsibility.  If the caterer neglects their responsibilities as outlined in Attachment A caterer’s agreement, a $750 fee will be assigned to the renter, plus any overtime incurred by Carnegie staff to rectify the building.
  • If alcohol is being served at an event, Renter must also provide evidence that their caterer maintains a license that authorizes them to serve alcohol in the District of Columbia.  In the instance that the caterer does not have such a license, the Renter will be responsible for obtaining a temporary license through the Alcoholic Beverage Regulation Administration.  This should be provided to the Institution by the Renter 30 days prior to the event.
  • 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 floor, and other specialties, are the responsibility of the Renter, and must coordinate with Carnegie on all delivery arrangements and times.
  • 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, renter is responsible for arranging a person(s) to perform this service to ensure only invited guests are admitted.
  • Dancing in the Ballroom requires rental of a dance floor.  Renter is responsible for obtaining and installation of the dance floor.  A dance floor is not necessary in the Rotunda.
  • No smoking is allowed in the building.
  • The use of sparkers is not permitted.
  • 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.)
  • Any unscheduled overtime will be billed at $450 per hour, in half-hour increments (based upon the departure of the last vendor).  Overtime is billed after the event.