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CAPACITY
The capacity of the AWMA is limited due to the historic nature of
the building to 1000 guests. The Capacity
Chart Table provides recommended capacity information
for each space. Other limits apply depending on the nature or type
of event.
AUTHORIZED
USES
Use of the AMWA is subject to the Public Buildings Cooperative Use
Act of 1976. The event type and purpose specified on this application
must be consistent with the Cooperative Use Act. Authorized uses of
AWMA are commercial, cultural, educational, and recreational activities.
INSTALLATIONS
The client shall not place or construct upon, over, or under the property
any installation or structure of any kind or character without advance
written authorization from EE/AWMA. No posters or banners may be displayed
or affixed without the advance written approval of EE/AWMA. When approved,
such installations must be installed by the contractor listed in this
application under Service Provider.
LAWS
& ORDINANCES
The client shall comply with all federal and local laws applicable
to the activity proposed and to AWMA rules in respect to such activity.
AWMA is a federal building under custody and control of the General
Services Administration (GSA). All activities associated with this
building are subject to the rules and regulations governing the public
building and grounds. A copy of the rules applicable to the AWMA is
attached to this application and posted in the AWMA. In the event
that applicable Federal law is changed to require a revision of the
guidelines, the client shall abide by such revision.
SECURITY DEPOSIT
A security deposit (separate charge) of $2,500 is required from the
client at least 30 days in advance of the event. EE/AWMA reserves
the right to request an additional security deposit based on the nature
or timing of the event. This deposit may be forfeited in full due
to building damage, failure to follow building guidelines or management
instructions, vendor failure to remove items within the contracted
time period, or because of excessive cleaning requirements after an
event. If damage occurs, EE/AWMA will retain at least 50% of the security
deposit, no matter how minimal the damage in the opinion of EE/AWMA.
EE/AWMA reserves the right, in its sole discretion, to retain more
than 50%, or all of the deposit. Additional fees will be billed if
damages exceed the security deposit and are payable within 15 days
of billing.
INSURANCE
The client and each service provider of the client shall, without
expense to, and to the satisfaction of EE/AWMA, obtain and carry liability
insurance as follows:
- All
service providers/suppliers (excluding florists and musicians) must
have general liability insurance providing coverage of not less
than $1,000,000 per occurrence for injury and general liability,
with Event Emissary and the United States Government named as additional
insured;;
- Service
providers providing or serving alcohol (e.g., caterers) must have
not less than an additional $2,000,000 in specific
general liability insurance pertaining to their service of alcohol,
with Event Emissary and the United States Government named as additional
insured; and
- The
Client must have not less than $2,000,000 of general liability insurance
pertaining to the event, with Event Emissary and the United States
Government named as additional insured.
- Certificates
of Insurance should be faxed to 202-786-0022. Do not mail copies
of certificates of insurance
- For
the purposes of the above stated insurance, the following addresses
should be used:
United
States Government / Andrew W. Mellon Auditorium
1301 Constitution Avenue NW
Washington, DC 20407
Event Emissary
P.O. Box 575
Washington, DC
20044-0575
In no
case will the facilities be available without the above stated coverage.
The client shall provide insurance certificates at least 30 days prior
to the event date. The building will cancel the proposed event if
insurance certification is not received by this date.
INDEMNIFICATION
The client shall defend, indemnify and save harmless EE/AWMA , their
agents and employees against any and all loss, damage, claim, or liability
whatsoever, due to bodily injury or death or damage to property of
others arising directly or indirectly out of the exercise by the client
of the privilege to hold the proposed activity, or arising out of
any other act or omission of the client, its employees, agents, and
service providers, including failure to comply with these guidelines.
SMOKING
Smoking is not permitted anywhere within the AWMA or within 15 feet
of the building. Any smoking by the client's guests or vendors may
result in forfeiture of the client's security deposit.
OPERATION
The client shall adhere to the activities specified in the application
for usage. Any modifications of the proposed activity must be agreed
to in writing by EE/AWMA 30 days in advance of the event date. The
client shall under no circumstances mar or impair the appearance of
the building and its contents, obstruct access thereto, or interfere
with the transaction of government or AWMA business. Nor shall the
client jeopardize the safety of persons or property. The improper
disposal of rubbish on the property, the throwing of articles of any
kind from or at the building, or the climbing upon displays, fountain,
or any part of the building is strictly prohibited. No decoration,
structure, or equipment may be affixed to any portion of the building
without prior written approval of EE/AWMA, which approval may be withheld
at the sole discretion of EE/AWMA. The client shall keep the premises
in a sanitary condition at all times.
STORAGE
There are no storage facilities available at the AWMA. All property
and equipment belonging to the client or its service providers must
be removed immediately after the event. If vendors do not load-out
by the contracted load-out end time, the client will be billed for
additional load-out surcharge hours or additional load-out days.
PROPERTY REMOVAL
Any property of the client or its service providers installed or located
on AWMA premises shall be removed promptly at the conclusion of the
proposed activity. In no instances shall this be more than four hours.
Property left on the premises after the conclusion of the proposed
activity shall be disposed of by AWMA as it sees fit, and the client
agrees to indemnify, defend, and hold harmless AWMA from any claim
of, or liability to the client's service providers and/or event guests
in respect to such disposal. If property of the client or any service
provider is not removed from the building by 5:00 am of the morning
immediately following the event, AWMA will bill the client for a load-out
day. If all vendors have vacated the premises, AWMA reserves the right
to discard the equipment or items, and the client will forfeit the
security deposit.
NONDISCRIMINATION
The client agrees that no person will be discriminated against in
connection with the use of the property on the grounds of sex, age,
creed, race, religion, national origin, marital status, or handicapping
condition, nor will any person be denied the benefits of or subjected
to discrimination in connection with the event. The client will obtain
from each person or firm, who through contractual or other arrangements
with the client, provides services, benefits, or performs work on
the property, a written agreement whereby the person or firm agrees
to assume the same obligations with respect to nondiscrimination as
those imposed upon the client by law. The breach by the client of
conditions relating to nondiscrimination shall constitute sufficient
cause for cancellation and revocation of the license and forfeiture
of fees.
CANCELLATION
All cancellations by the client must be made in writing. In case of
cancellation by the client, any related costs incurred in preparation
for the event are the responsibility of the client. If canceled by
the client, any and all deposits and payments for site fee or service
charge are partially refundable once received by EE/AWMA, based on
the sliding scale provided within this document. The client is hereby
informed that the United States Government has the right to pre-empt
use of the premises. If EE/AWMA is unable to perform any or all of
its obligations under this agreement for reasons including, but not
limited to, government acts, strikes, labor disputes, accidents, restrictions
on travel, security requirements or emergencies, acts of war, acts
of God, the issuance of Homeland Security Advisory System notice of
a Severe or Code Red terrorist threat for the Metropolitan Washington,
DC area that results in the closure of the United States Government
Buildings or any other matter over which it has no control this agreement
shall immediately terminate, the same to be void, and non-performance
shall be excused by client without any obligation of any type upon
either party except that EE/AWMA shall return client's deposit and
any additional amounts paid.
Client
agrees to pay the following percentage of the Total Estimated Contract
Value as cancellation fees based on the following scale:
|
Date of Notice of Cancellation in Writing |
Fee
|
| more
than 180 calendar days prior to Event |
0%
|
| between
90 days and 180 days prior to Event |
25%
|
| between
60 days and 89 days prior to Event |
50%
|
| between
30 days and 59 days prior to the Event |
75%
|
| less
than 30 days prior to Event |
100%
|
PAYMENT
Payment is due in full for site fee upon signing of the agreement.
Additional fees for security and the security deposit are due no later
than 30 days prior to the event. If all required certification, payments,
plans, and insurance are not filed 30 days before the event, the event
may be canceled without refund and without penalty to EE/AWMA. MasterCard,
Visa, American Express and Discover credit card payments are accepted.
Federal government clients may complete a Reimbursable Work Authorization.
Charges will show on your statement as GSA Finance, Fort Worth, TX.
Charges will show on your statement as GSA Finance, Fort Worth, TX.
CHECKS ARE NOT ACCEPTED BY GSA. At their discretion, Event Emissary,
the Mellon Auditorium management company may accept checks on their
behalf. In this case, a check payment agreement must be executed with
Event Emissary and all checks must be made payable to Event Emissary.
DISABLED ACCESS
Access for individuals with disabilities is available on both the
east and west entrances of the building. Access to the stage is also
available if requested at least seven days prior to the event.
ILLEGAL NARCOTICS
Persons attending the event (including but not limited to, the client,
guests and service providers) are prohibited from possessing or being
under the influence of any illegal narcotic drug, hallucinogen, marijuana,
barbiturate, or amphetamine.
GAMBLING
Gambling is not permitted on the premises.
SPECIAL NEEDS
All requests and special needs related to the event should be forwarded
in writing to EE/AWMA no later than 10 working days in advance of
the event. Such requests shall not be made to persons other than EE/AWMA
staff.
PRINTED & VERBAL REFERENCE TO THE SITE
Copies of all material containing reference to the Andrew W. Mellon
Auditorium (i.e., all types of advertising, promotional, tickets,
invitations, and menu cards) shall be submitted to the EE/AWMA and
GSA for approval before release/distribution. Promotional advertising
of any kind may not take place until the contract has been approved
and the deposit received. Under no circumstances may interior
or exterior graphic images of AWMA or its logo be used in promotional
invitations, publications, websites, or other types of marketing and
media materials of any kind.
RIGHT TO PHOTOGRAPH
The client shall have the right to photograph and record the exterior
and interior of the AWMA, subject to EE/AWMA/GSA written approval.
In no event shall the images be used for advertising, promotional
or commercial purposes in such a way that it suggests that the United
States Government endorses the activity. The client grants
to EE/AWMA the right to photograph the event for the purpose of creating
media for future marketing and promotional materials. None of the
photographs will be resold or made available for any other uses without
the client's written permission.
CLOSING
All events must end by the contracted end time.
TICKET SALES
Sale of tickets is prohibited at the site. There are no ticket sales
allowed at the door, with the exception of previously arranged sales
through a will-call operation. Under no circumstances are ticketing
agents permitted to sell tickets to events at the AWMA. All publicity
or invitations must be through the private coordination of the sponsoring
organization.
ACCESS / DELIVERIES
The client acknowledges and agrees that any and all deliveries to
the AWMA in connection with this event are subject to inspection and
other security screening by the United States Government in accordance
with such procedures as may be in effect. Deliveries must be scheduled
in advance and must use existing, established entrances to the AWMA.
All delivery activities must take precautions to protect the finishes
and structure of the AWMA.
STREET ENTRANCES
No service providers can block access to the AWMA from the Constitution
Avenue entrance with stages, curtains, or other obstacles. Access
to the building from Constitution Avenue for service providers must
be requested in writing and approved by EE/AWMA.
SERVICE PROVIDERS
Any service providers providing services at the AWMA must meet the
approval of the EE/AWMA. Approval of the service provider's services
shall be in EE/AWMA's sole discretion.
The
client shall request in writing within this application the use of
any non-approved service providers for the Event. Any additions or
changes to the service providers listed within this application must
be submitted in writing, no later than 30 days prior to event load-in.
Any sub-contractor using the AWMA must be experienced in performing
similar services in large, historic properties. The client is responsible
for assuring that all service providers use care in protecting all
finishes, structures, and historic features of the AWMA.
ALCOHOL
The AMWA is federal property and generally, consumption, sale and
service of alcohol are prohibited. However, a waiver for consumption,
sale and service of alcohol has been granted specifically for the
AWMA, provided that proof of all applicable licenses and sufficient
liability insurance (see insurance paragraph) are provided to EE prior
to the event. If liquor is served, the client is solely responsible
for managing the responsible use of alcoholic beverages served and/or
made available in connection with an event.
If liquor
is to be served, either the client or alcohol service provider must
obtain a retailer's Class G license from the Alcoholic Beverage Regulation
Administration of the District of Columbia Government, which license
permits the holder to sell spirits, wines and beer for one (1) day
only on the premises, provided that food is also served. A copy of
this license must be submitted to AWMA at least 30 days prior to the
event date. If the license is not provided 30 days prior to the event
date, liquor may not be served at the event. In addition, the client
must ensure that its service providers are properly licensed in accordance
with applicable District of Columbia statutory and regulatory requirements.
All licenses must be available for inspection during the event for
which the license was issued. Service, sale and consumption of alcoholic
beverages in, at or from the AWMA shall be in accordance with applicable
District of Columbia laws including, but not limited to, Title 25
of the District of Columbia Code (2001 ed.) and Federal laws. In addition
to all other applicable laws and regulations, no one under 21 years
of age shall be permitted to purchase, possess, or drink an alcoholic
beverage in, at or from the AWMA. The client is solely responsible
for verifying that anyone requesting alcoholic beverage service is
of proper age and shall refuse service to any person without adequate
proof of age.
Clients
must request a letter from the Mellon Auditorium in order to receive
a DC liquor license. This letter should be requested at least 60 days
prior to your event date.
For all
evening events, alcohol service shall conclude at 1:00 a.m.
CHOICE
OF FORUM & ATTORNEY'S FEES
In the event that EE/AWMA shall take any action or institute any proceeding,
whether judicial or otherwise, to enforce and/or collect any amounts
under this agreement, the client shall pay to EE/AWMA, in addition
to any amounts actually owed or recovered, any and all costs, expenses,
fees, including attorneys fees and costs incurred by EE/AWMA for the
same. Any and all litigation arising from, relating to or in any way
resulting from this agreement shall be adjudicated in a court of competent
jurisdiction in the District of Columbia and the substantive law of
the District of Columbia shall apply; however, if the United States
is a party Federal law and venue shall apply and the client expressly
waives trial by jury in any action arising from or relating to this
agreement.
SECURITY
Security for all events will be provided by EE/AWMA. Estimated fees
for security will be provided 45 days in advance of the event date.
Payment of the estimated security fee will be due 30 days prior to
event date. Unless approved in writing by EE/AWMA, outside security
companies are not permitted in the building.
SOUTHEST
FEDERAL CENTER
All vehicles delivering to AWMA must go to the Southeast Federal Center
for screening prior to delivering to the Mellon Auditorium. Vehicles
will be checked by security on Constitution Avenue prior to entering
the loading area. All vehicles delivering on Sunday or after SE Federal
Center hours must be scheduled at least 30 days in advance. These
vehicles will be searched manually at the expense of the client. Each
client is permitted a maximum vehicles per event day based on the
Rental Fee Inclusions listed in this application. Additional vehicles
delivering during Southeast Federal Center hours will be billed at
$100.00 each. Vehicles not scanned at the Southeast Federal Center
will be denied access to the building. Passenger vehicles cannot drive
on property at any time.
SURCHARGE HOURS FOR EQUIPMENT LOAD-IN & LOAD-OUT
Rental rates are for 14 hours of site use falling between the hours
of 8:00AM and 2:00AM the following day. Hours outside the 8:00AM -
2:00AM window beyond the 14-hour max are consider surcharge hours.
Upon approval of AWMA, surcharge hours for equipment load-in / load-out
may be purchased for $400.00 per hour. Surcharge hours may start as
early as 5:00AM the day of your event and go as late as 5:00AM the
following day. If load-out for an event goes past 5:00AM, a load-out
day will be billed at $6,000. Clients with load-outs scheduled to
end at 4:00AM or 5:00AM, at the discretion of EE/AWMA, will be requested
to pay an additional security deposit of $6,000.
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