Guidelines for Use

GENERAL INFORMATION FOR THE USE OF THE HISTORICAL SOCIETY OF WASHINGTON, DC

• Events must not cause undue wear and tear on the building, nor create intrusive noise to the neighboring community, odors, debris or any other factors detracting from the dignity of the edifice or the functioning of the facility.
• NO SMOKING is permitted in the building.
• Historical Society activities and programs take precedent over event activity during setup and breakdown periods.
• Strict adherence to the maximum capacity is enforced in compliance with fire regulations.
• No food or beverages are allowed inside the exhibit areas.
• No photography in exhibit areas.
• Setup in public areas cannot begin until after the facility closes to the public at 5:00 p.m., without prior permission from the Special Events Department.
• Clients must arrange for all deliveries to be made on the day of the event after 1:00 p.m.
• No items may be fastened to doors, walls, floors, glass or any other part of the building.
• Helium balloons and the throwing of rice, confetti, or birdseed are not permitted.
• Clients are responsible for assuring that the building is left in its original condition at the conclusion of the event.
• Clients are liable for all damages incurred during the event.
• The facility reserves the right to keep the Museum Shop open during events.
• The facility does not provide public telephone service, use of fax machines, photocopiers, or computers during events.
• All decisions made by the Special Events Department are final.
• A list of approved caterers is available from the Special Events Department.
• Management reserves the right to disallow access to the building to any client or vendor who has violated these guidelines.

PAYMENT FORM

The HSW accepts checks, Visa, MasterCard, Discover Card and American Express. An administrative fee of 4.5% will be added to all payments made by credit card. 

SECURITY DEPOSIT (BASED UPON GROUPS OF 500 OR LESS)

A security deposit is mandatory for all events. This fee is in addition to all other space use costs. The security deposit is based on the scope of the event.  If it is determined that no damage has occurred and no other charges are outstanding, the security deposit will be refunded within 30 days after the event. Historical Society of Washington, DC’s clients are responsible for all costs incurred by the facility for security, clean-up, and programming. Fees for these services will be estimated and billed to the client in advance.  If additional costs are incurred, the client’s deposit will be deducted. Any additional costs beyond the deposit, the client will be billed.

CLEAN-UP

Included in support costs outlined under ‘Fees,’ $500.00 is allocated for a post event clean-up.  If the event requires additional cleaning, the client will be billed for cleaning services after the event.   Any event that requires the cleaning of ‘human waste’ will incur a $1,500.00 additional cleaning fee.

OVERTIME

The event time is outlined with each client’s rental agreement. Each additional hour will be billed at $750.00, including support fees.

STAFF AND SECURITY REQUIREMENTS

HSW space support costs include one event staff person, one housekeeping staff and a security team to meet the average needs of most events. Additional staff, cleaning, security
and technical assistance are available upon request, or as determined necessary by the parameters of the event and the Special Events Department. Additional staff, technical support or security charges will apply.

INSURANCE

The facility client and each event vendor must carry general liability insurance in the amount of one million dollars ($1,000,000.00) for each occurrence with a general aggregate limit of two million dollars ($2,000,000.00). The HSW must be named additional insured on the insurance certificate. The client agrees to assume all responsibility for any injury, theft or damage to the HSW and its contents by anyone attending the event, to the extent that any such occurrence is not caused by the negligence, recklessness or willful conduct of HSW staff. The client must assure that a copy of the insurance certificate for each vendor is received by the Special Events Department 15 days prior to the event.

CANCELLATION

In case of a cancellation by the client, any related costs incurred in preparation for the event are the responsibility of the client. Donations and Fees are non refundable. Should the Historical Society of Washington, become unavailable on the date of the event due to inclement weather, fire, casualty, acts of God, strikes, national emergencies, or any other cause beyond the control of HSW, the event may be terminated without penalty or other liability, despite the lack of notice, and HSW shall waive any unpaid fees used to reserve the space. The 50% site use deposit is non-refundable. If the required applications, agreements, insurance certifications, deposits or fees are not received by the Special Events Department 14 days prior to the event, the event may be cancelled without refund, penalty or liability to the Historical Society of Washington, DC.

SET-UP TIMES

Unless pre-approved and outlined in the client’s site use agreement by the Special Events Staff, set-up for events cannot begin before the facility closes to the public at 5:00 p.m. The Special Events Department reserves the right to determine the starting time for any event. Events shall end no later than midnight unless pre-approved by the Special Events Staff and outlined within the site use agreement.

SITE VISITS AND LOGISTICS

A site visit must be arranged with the Special Events Department at least 30 days prior to the event date. All event logistics, including but not limited to floor plans, decorations, A/V, temporary structures, stage, and lighting must be approved by the Special Events Department at least 7 days prior to the event.

INVITATION APPROVAL

Prior to printing, the invitation or event announcement must be submitted to the Special Events Department for approval.  Any description of the facility must read as: “Historical Society of Washington, DC”. If this guideline is not followed, client will be fined $500 against the security deposit.

GUEST CHECK-IN

Check-in or welcome tables must be staffed by the client. HSW staff will not assist with guest check-in.

VIP GUEST LIST

The Historical Society of Washington, DC must be made aware of any VIPs at least 7 days prior to the event.  A VIP is defined by the Historical Society of Washington, DC as a guest that has a security detail or security escort or any guest that will require special accommodations.

PARKING

There is no parking available on facility property. Clients may make parking or valet arrangements prior to the event.

TICKET SALES

Sale of tickets is prohibited in the facility unless approved by the Special Events Department.

HANDICAP ACCESS

Access for physically challenged individuals is available at the south entrance on K Street. In addition, there are two elevators and one handicap accessible restroom on each floor.

VENDORS

• Historical Society of Washington, DC exclusive vendors must be used for audio/visual, lighting, valet, tenting, banner hanging and non-floral decorations.  An up-to date list of the exclusive vendors can be obtained from the special events department.  All other vendors must be approved by the Special Events Department and a current copy of their business license and insurance certificate must be filed with the Special Events Department at least 15 days prior to the event. All deliveries must be made to the loading dock on the North (Mt Vernon Square/Convention Center) side of the building.  The Historical Society of Washington, DC event staff will coordinate all vendor load-ins.
• The Special Events Department must be notified of all A/V and electrical requirements at least 72 hours prior to the event.
• All A/V and power service must be installed in compliance with existing DC codes.
• All sound checks must take place after 5:00 PM unless pre approved.
• Floor plans, decorations, sound, stage, lighting and other arrangements must be approved by the Special Events Department at least 72 hours prior to the event.
• Nothing may be affixed to any interior or exterior portion of the building, without prior approval of the Special Events Department.
• The Special Events Manager on duty has authority over all contractors.
• Historical Society of Washington, DC’s offices are not accessible to clients or the public.
• Visitor safety and access to public areas must be maintained during set-up periods.  This includes, but is not limited to clear walkways to and from exhibits, the gift shop, the café and restrooms.
• All remaining equipment or supplies must be picked-up immediately following the event.  Overnight storage is not permitted.
• A wedding planner must be hired for all weddings, and he/she will be the sole liaison to the Special Events Department.
• Customer furnished media shows such as CD, Video or Film should be provided 48 hours in advance.
• No Open Flame.
• No cutting of fresh flowers on the premises.
• Adequate trash cans must be provided by the caterer or vendor. All trash must be removed from the building and grounds at the conclusion of the event.
• The caterer must coordinate the setup and breakdown with the Special Events Department.
• All food must be prepared off site; only warming of food is allowed in the preparation area.
• Caterers must provide ashtrays for guests who smoke so that they do not discard their cigarette butts on the outside ground or sidewalk.  Ashtray trays should be placed at least 20’ from the entry doors.
• Caterer must place a drop table for food and beverages, as needed.
• Caterers shall be responsible for all preparation, materials brought into the building, and cleanup. Furthermore, in no case may any catering equipment, food or trash be left in the building after the conclusion of the event. The HSW will not be responsible for any lost or stolen catering equipment or other supplies.
• All vendors must check in and out at the Security office upon arrival and departure.
• No minors under the age of 18 are permitted to work in the Historical Society of Washington, DC.
• Caterers must provide meals and beverages for Historical Society staff on-duty during the event. 
• The rules contained herein are subject to change, without prior notification, at the discretion of the Special Events.

DELIVERIES AND PICK-UPS

• •All deliveries must be scheduled with the Special Events Department at least 72 hours prior to the event.
• •All deliveries must be made only at the loading dock on the North side of the building. The entrance is located at Mount Vernon Place between 7th Street and 9th Street.
• All catering equipment and supplies must be picked up at the conclusion of the event.

SET-UP AND DECORATIONS

• Set-up in the public areas of the HSW cannot begin until after the building closes to the public at 5:00 pm without prior permission of HSW staff.
• The catering supervisor must make himself/herself known to the Special Events Department.
• HSW containers or furniture may not be moved without approval.
• Items may not be fastened to doors, walls, floors, glass or any other surface or structure within the building.
• Works of art, exhibits, artifacts, signage and any other materials accessible to the sponsors, guests, caterers, or other service personnel associated with the event may not be moved or otherwise disturbed.
• All food and beverages including liquor must be removed from the facility immediately following the event.
• The Special Event staff has the authority to make corrective suggestions and to oversee supervision of the catering operations. Staff decisions are final.

FOOD

• Plastic floor covering must be put down under all work areas including bar areas.
• All food must be prepared offsite. Only microwave ovens and food warmers are permitted.

CLEAN UP

• At the conclusion of the event, the HSW must be cleaned thoroughly (including the floors). All stains should be treated and removed. All trash cans must be emptied and all trash must be removed from the building.
• At the end of the event, the catering supervisor and Special Event staff must conduct a walk through of all areas to ensure the building is in acceptable condition.

If any of the above guidelines are not followed a $500 fine will be applied against the security deposit.