Room Use Agreement
This Agreement (“agreement”) is entered into between the Washington D.C. Economic Partnership ("we” “us" “our”), and the undersigned entity ("Client") for use of our meeting space for an event(s) (“event”) at 1495 F Street, N.W., Washington, D.C. 20004 (“Conference Room.”)
Please remit this form to Paul Bradfield at
1. Client Details. Client will provide the information below upon submission of the request.
How did you hear about us: ______
Event Coordinator: ______
Company: ______
Address: ______
Email Address: ______
Work Phone: ______
Cell Phone: ______
2. Details of Event(s).
Client will provide the information below upon submission of this request.
Event Name: ______
Date of Event: ______
Time Event Begins or Time Client Needs Access to Room: ______
Time Event Ends or Time Client Will No Longer Need Access to Room: ______
Furniture Configuration Requirements. Client will select one (1) of the furniture arrangements in Attachment A for Client event.
a. Event Agenda. If one exists, Client will provide us with an electronic copy of Client event’s agenda. If an agenda does not exist, Client will provide the name, company name and title of each speaker.
b. Furniture Configuration Requirements. MAXIMUM ROOM CAPACITY: 100 (about 1,500 sq. ft. excluding the two (2) restrooms in the building)
a. ____ Luncheon Configuration (Capacity 48): 6 large tables, 8 chairs at each table; laptop/projector at podium.
b. ____ Theater Configuration (Capacity 75): No tables, rows of chairs (number depending on amount of attendees), center aisle, possible head table with chair(s); laptop/projector at podium.
c. ____ Board Room Configuration* (Capacity 32): Large open table, 32 leather chairs at table; laptop/projector (if needed) at table or podium.
d. ____ Small and Large Conference Table Configuration* (Capacity 28): Small table in front made from 4 tables, open square table in back made with 8 tables; laptop/projector at table.
e. ____ Classroom Configuration (Capacity 48): 6 horizontal rows of 2 tables per row, 2-4 chairs at each table; laptop/projector at podium.
f. ____ Standing Room Only Configuration (Capacity 100): No tables, only standing room. Row of 16 chairs along the wall may be used if needed.
c. A/V Requirements. Below, please select all of the A/V requirements Client will need us to prepare for Client event from the list below. If Client require additional A/V beyond what is listed before; please contact one of our A/V vendors who can provide it at an additional cost to Client.
a. ____ Projection: Includes setup of the projection screen and projector. If Client elects to use our laptop, the projector will be connected to our laptop upon Client arrival. If Client uses Client’s own laptop, Client is responsible for bringing the proper converter cord to connect Client’s laptop to our projection system. Note that, to use a Mac computer with the projector, Client must bring Client’s own converter.
b. ____ Computer: Includes use of our laptop for the duration of the event. Client agrees to bring a USB drive to transfer Client’s needed materials onto the laptop.
c. ____ Internet Access: Includes an Ethernet connection to high-speed DSL internet for the presenter’s computer only. Wi-Fi is not available in the Conference Room.
d. ____ Computer Sound: Includes surround sound for entire Conference Room, barring any issues with Client computer should Client elect to bring Client’s own laptop.
e. ____ Microphone: Includes a single microphone set up at the front of the Conference Room at the podium. Note that this is separate from sound coming from a computer as part of a presentation.
f. ____ Conference Call Line: Includes a single conference call speaker phone set up in the middle of the table configuration or wherever the phone is needed.
3. Caterer Policies
a. Payment for catering is the responsibility of the Group-User.
b. All catering must be secured through WDCEP’s list of preferred caterers (this can be obtained from the Administrative Associate).
c. The caterer or the Client is required to set up and break down all tables and chairs.
d. All events must end not later than 12:00 midnight
e. Caterers or the Client must thoroughly clean kitchen and/or satellite kitchen and/or rental area, including and cleaning of counters and sinks.
f. Caterers may make arrangements for earlier access.
g. Alcohol.
a. We grant the Client permission to provide and serve alcoholic beverages at the Event. Client agrees to assume all responsibility for ensuring that no one underage is served alcohol and that all guests 21 years of age and older who are served alcohol drink responsibly.
b. Red wine is forbidden in the event space.
4. Event Space Policies
a. Site Decoration. We want to make every event here a special and welcome experience. Therefore every effort will be made to allow the Client to prepare decorations reflecting their creative requirements. No nails, screws, staples or penetrating items are to be used on our walls or floors. No glitter or foil (non-paper) confetti is allowed on site. Only low tack tape is allowed on our floors and wall. No live flame candles are allowed on site. Any damage will be charged after your event.
b. Live Music/DJs/Noise. In the event that Client’s event creates a disturbance due to high noise volume, we have full authority to ask the Client, DJ or live music presenter to turn the entertainment down and/or off. Loud music must end by 10 p.m. during weeknights (Monday thru Thursday) and by midnight on weekends (Friday and Saturday).
c. The Pepco Conference Room includes access to the Pepco Lobby for gathering space, registration, and breakout sessions during your reservation. However, rental of the Pepco Conference Room does not include the use–for you or your guests–of the front desk, Crestron Small Conference Room, Crestron lobby, nor WDCEP’s staff space in the first-floor hallway.
d. If your guests would like to work on computers, hold meetings, or take phone calls, please ensure that they do so in the Pepco Lobby or step outside. We ask that they maintain a noise level respectful of the WDCEP staff who work and hold meetings on the first floor.
e. Lost and Found. The Washington, DC Economic Partnership takes no responsibility for personal effects and possessions left on premises during or after any event. We do, however, maintain a lost and found and will hold recovered items up to 30 days. Every attempt will be made to return any recovered item to its rightful owner.
5. Fees and Charges.
a. Cost Recovery Fee. If Client provides us with all the information spelled out in this agreement by the listed deadlines, the typical rate fee for the room for the time slots below is as follows:
· Monday-Thursday Daytime (8:30 am- 5:00 pm, including setup and clean up) $1000.00 for the first 6 hours. $150 for each additional hour.
· Monday-Thursday Evening $1500.00 for 6 hours of use (including setup and clean up).
· Friday Daytime (8:30 am – 5:00pm, including setup and clean up) $1200.00 for the first 6 hours. $200 for each additional hour.
· Friday Evening- Sunday $2000.00 for full day use not exceeding 6 hours. If your rental goes over 6 hours it is $250 each additional hour. Saturday and Sunday also requires a $200 HVAC Fee.
· Multi-day booking discounts, other incentives and considerations may be taken into account.
b. Other Event Costs. Client agree to arrange and pay for any and all other event services, including but not limited to food, beverage, labor charges, AV equipment that is not within our inventory or any other miscellaneous charges. Client are responsible for arranging or paying for any outside vendors related to Client’s event
c. Cancellation Fee. We ask that Client inform us if Client needs to cancel Clients reservation as soon as possible upon changing Clients plans. There is a cancellation fee of $200 for cancellation made less than 24 hours from the start time of the event.
d. Packages. As a courtesy to Client, we will accept and hold a reasonable number of packages on Clients behalf no earlier than two (2) business days prior to the event, at our discretion. We reserve the right to impose a storage charge with prior notice, if the number of packages exceeds reasonable limits. Client release us and our contractors from any and all liability for any damage to or loss of packages (or their contents) held on Clients behalf.
e. Supplies. We reserve the right to charge Client for any and all of our supplies Client require for Clients event.
f. WDCEP does not provide refunds for cancelled rentals. In the event of a cancellation, WDCEP will provide a credit for a future rental.
7. Billing Arrangements. Client may pay the fees Client incurs for the event by check or credit card. Payment in full is due upon receipt of your invoice.
8. No Marketing. Client agrees not to use the names, logos or any other marks owned by or associated with us for marketing or advertising purposes or any form of publicity without the prior written consent of the Washington, DC Economic Partnership. This obligation shall survive termination of the agreement.
9. Miscellaneous.
a. Laws and Ethics Rules Compliance. Client represents and warrants that the event to be held at the Conference Room complies with all state and federal laws and ethics rules, including but not limited to rules related to the provision of food, beverages and meals to government officials.
b. Insurance. At our request, Client shall furnish us with a copy of current certificates of Client’s insurance coverage, for appropriate insurance coverage as applicable, including but not limited to workers’ comp and general liability. We require this information one (1) week prior to the event if event organizers expect 20 or more people to attend.
c. Release. Client agrees to hold the Washington, DC Economic Partnership and all of its successors, assigns, subsidiaries, affiliates, officers, directors, employees and agents harmless and release them from any and all liability whatsoever including but not limited to any and all claims, causes of action, injuries, damages, cost or expenses arising out of Client’s use of the Conference Room.
d. Indemnification. Client agrees to indemnify and defend the Washington, DC Economic Partnership and all of its successors, assigns, subsidiaries, affiliates, officers, directors, employees and agents against, and hold it harmless from, any and all claims, causes of action, injuries, damages, judgments, costs or expenses, including reasonable attorney’s fees and costs, which in any way arise from or relate to Clients use of the Conference Room.
e. Arrival Time. The event coordinator must arrive at 1495 F St, NW 30 minutes prior to the start time of the event or in time to meet any vendors Client have secured, whichever is earlier.
The parties, intending to be legally bound, sign this agreement below.
WASHINGTON, D.C. ECONOMIC PARTNERSHIP / CLIENTBy: ______/ By: ______
Keith Sellars
President & CEO / Name: ______
Title: ______
Address: ______
______
Tax ID/SSN: ______