Event Guidelines

Booking Procedures

Please contact eventrentals@newseum.org for assistance with availability and to select the appropriate space, place a hold on space for your event and answer questions. After a date has been put on hold, you will be contacted by Wolfgang Puck Catering to determine menu, beverage and event details. Wolfgang Puck Catering will outline pricing and menu options. We will provide you with a contract that outlines all requirements, deposits and fees.

Guarantee

A guaranteed number of guests is required for all functions five business days prior to the event, subject only to increase and charged accordingly. The guaranteed number of guests may not decrease by more than 10 percent from the original estimated number of guests. We will accommodate last-minute attendees at seated events by planning a 5 percent allowance in food preparation over the guaranteed number. This 5 percent overage is not applicable to buffet meals, hors d’oeuvre receptions, or events of 20 or fewer guests. Should the client fail to provide Wolfgang Puck Catering with the guarantee in a timely manner, the estimated attendance on the agreement will serve as the guarantee.

Payment

We require a 50 percent non-refundable deposit on the room fee and a 50 percent non-refundable deposit on food and beverage, exclusive of tax and labor charges to be included with the signed contract. The Newseum and Wolfgang Puck Catering require that a credit card authorization form be filled out, signed and returned with a copy of the front and back of the credit card 30 business days prior to the function to cover any additional charges incurred during the event. Full pre-payment is due five business days prior to your event. Any changes above and beyond pre-payment will be posted to the credit card on file immediately.

Labor and Tax

Additional charges include labor and local taxes. Washington, D.C., tax laws require the hospitality industry to collect a 10 percent sales tax on food and beverage, and miscellaneous fees as well as 10 percent on labor fees.

Equipment – Knight Conference Center Levels 7 and 8

Based on availability, Wolfgang Puck Catering is a full-service caterer that provides the following equipment for your events on levels 7 and 8.

  • Tables
  • Chairs
  • Glasses
  • Flatware
  • China
  • Linen, napkins and votive candles will be provided for an additional charge.

Event Parking

The Newseum does not provide on-site visitor parking. We are happy to assist you with selecting a local valet service, subject to final approval by the Newseum and Wolfgang Puck Catering.

Bus Drop-off

Groups arriving by bus for daytime events in the Knight Conference Center may be dropped off at the 6th Street entrance. Groups arriving for evening events may be dropped off at the main entrance on Pennsylvania Avenue or at the 6th Street entrance after 6 p.m., depending on the location of your event.

Audiovisual

Our in-house audiovisual department provides state-of-the-art technology and services. The audiovisual services manager will answer any questions regarding available services as well as pricing on equipment and labor. If the services you require are not available in-house, the manager will contact an outside vendor, or, you may choose a vendor. The Newseum audiovisual staff must approve and coordinate outside vendors. A fee may be charged for use of outside vendors retained at client’s request or with client’s consent. The audiovisual staff must also review/approve all content shown on the 40’ x 22’ video screen in the Newseum.
Audiovisual Guidelines and Policies

Retail

The Newseum Store may be available during your event with advance notice at a flat fee of $500 for the night. The store manager will arrange pre-packaged gift bags for guests if paid for and arranged at least three weeks prior to an event.

Pre-event set-up time

For extended set-up time, additional fees may apply. Set-up time must be coordinated at the time of agreement. Set-up for events in the Knight Conference Center (Levels 7 and 8) and the Newseum Level 2 private dining area will be scheduled based on availability, typically one to one-hour-and-a-half prior to start time. Set-up for events in the Newseum (atrium, exhibits and galleries) will begin at the closing of the Newseum at 5 p.m., and events may begin after 6:30 p.m. All events must end no later than midnight. An overtime fee will be applied for the labor of events that go past midnight.

Vendors

Newseum and Wolfgang Puck Catering reserve the right of final approval of entertainment and any other outside vendors selected for the event as well as all décor brought onto the premises. We will be glad to provide you with a list of vendors for your event. Balloons are prohibited in the atrium.

Vendor Deliveries

All deliveries and shipping of boxes for storage must be coordinated with the Knight Conference Center manager. Vendors are responsible for all preparation, materials brought into the building and removal. All vendors for Newseum events must sign in with Security to obtain an identification badge upon arrival.

Storage

All rental equipment must be removed at the conclusion of the event. Due to limited on-premise storage, you must coordinate equipment delivery with the catering manager and/or Knight Conference Center manager.

Music

Live or recorded music is allowed in the Newseum for evening events only. Recorded or live music in the Knight Conference Center must be approved for daytime events.

Promotional Material and Press

The Newseum’s Marketing Department will approve all published material pertaining to the event and use of the Newseum and Wolfgang Puck’s logo and/or name. This includes press releases, save-the-date cards, invitations, and letters of invitation, promotional materials, brochures, programs and signage at the event. Please provide the Newseum with final copies of printed materials.

Security and Maintenance

There is a security checkpoint at the main entrance of the Newseum. Newseum security will be on duty during your event. If the Newseum determines that additional security guards are necessary, the client will be informed and required to pay necessary costs.

Building Policies

  • Smoking is prohibited.
  • Flash photography is not permitted in galleries or exhibit areas.
  • No person may carry a firearm or other dangerous weapons or explosives either openly or concealed, with the exception of those carried by law enforcement officers performing official duties.
  • No alcoholic beverages will be served or consumed on the premises except under special arrangements at special events or in the food court.
  • Food and beverages may be permitted in selected galleries.
  • One adult chaperone is required for every 10 children.
  • No throwing or dropping of items from the six levels of the atrium, bridges or terraces.
  • No running.
  • No chewing gum.
  • No sitting on stairs or floors, either inside the Newseum or outside the front entrance.
  • Skateboards, rollerblades and bicycles are prohibited.

Timing of Events

Knight Conference Center: Daytime events ending time of 5 pm. Evening event may not begin before 6:30 pm. Any changes to start and end time must be approved by Conference Center Director or VP.

Newseum: Evening events ONLY. Earliest start time 6:30 pm.

Entertainment:

All entertainment must be approved for Newseum and Knight Conference
Center.

Cancellation

In the event a function is canceled by the client, the client must pay Wolfgang Puck Catering and the Newseum percentages of the estimated charges to cover liquidated damages and the cancellation fee.

For more information, contact Pam Galloway-Tabb at 888/NEWSEUM (888/639-7386) or eventrentals@newseum.org.

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