Cramton Auditorium - Event Inquiry Procedures

Howard University

Cramton Auditorium
2455 Sixth Street, NW
Washington, DC 20059
PHONE: (202) 806-7194 * FAX: (202) 806-4862

Thank you for your recent inquiry regarding the rental of Cramton Auditorium. Howard University’s Administration is committed to the use and maintenance of Cramton Auditorium, which will contribute to a comfortable and conducive educational, recreational, and work environment.

The demand for the use of the auditorium facilities necessitates the adoption of daily and hourly scheduling of the facilities for the entire academic year, August 15 through May 15. Priority will be assigned to departments and programs normally involved in the use of these facilities to include Student Life/Activities groups, Colleges and Programs of the University, and University Administration.

The facilities will also be made available to those organizations on an individual program rental basis for purposes that are compatible with, or enhance the mission of the University and in the interest of the community.

All users will comply with the rules and regulations outlined in this document. Cramton Auditorium will consider requests for scheduling events and support spaces on the basis of the following use priority. The University reserves the right to cancel your event and refund all allowable monies.

Priority I Howard University Office of the President;

Priority II Howard University Office of the Secretary;

Priority III Other University activities: Appropriate public performance and non-performance
events and activities by other campus entities (student, administrative);

Priority IV      Other users

                           Please Note:
                           A. Sponsorship. Sponsorship of an event is only with a recognized department or
                           student organization of the University.
                           B. Student Organizations. The representative of a Student organization completing
                           the space request form must be listed on the organizations registration form on file
                           with the Office of Student Life and Activities.
                           C. Authorized representation. The representative of University departments and/or
                           off-campus organizations must be authorized to commit resources and funds on behalf
                           of their departments and/or organizations.

In order to request the use of the auditorium, formal facility reservation procedures must be followed:

1. Scheduling. Scheduling of events is the responsibility of the Manager, in consultation with the Director. To schedule an event, complete a space request form. The space request form must be completely filled out and indicate the title of the event, the date, as well as an alternate date, and the time of his/her event. Your request will be taken pending availability of space, technical equipment and staff.

2. Upon receipt of the Space Request Form, confirmation of availability will be sent to the
organization within 5 – 10 business days.

3.            A pre-production meeting with the Manager, Production, Box Office, and House
                Operations Coordinators will be scheduled in order to determine the requirements of your
                event.

4.            Rental fee and appropriate charges will be determined via an Estimate of Costs Letter and
                invoiced on one form to the organization. The prospective client will sign the Estimate of Costs
                Letter and submit a 50% Non-Refundable Deposit. The organization’s check should be
                payable to Howard University, Cramton Auditorium. All charges must be paid in full
                before the organization can take possession of the facility.

5.            Upon the Cramton Auditorium Administrative Office receiving a 50% Non-Refundable
                Deposit, the prospective client will be authorized to advertise and promote his/her event
                and then tickets will be placed on sale for distribution. A Lease Agreement will be signed
                at the payment date of balance due (within 30 days prior to the event).

6.             Ticketing. When admission for the event is charged, the Cramton Auditorium Box Office must
                 be contracted. Additional charges will be assessed for staffing requirements, set-up, clean
                 up and/or restoration of facility for damages from event ticket sales.

RENTAL CHECK LIST

Give thought to the dates and time you are interested in. Know the approximate number of participants in your event, including audience, performers, speakers, etc. Know your budget. An estimate of costs, based on the needs of your event, will be provided in writing once you have met with the Manager.

______ Contact the facility regarding availability of space. This can be done via the space request
form on the website or can be faxed or mailed to you.

______ Complete the Space Request Form and fax to Manager at 202-806-4862. Manager will
contact you directly regarding status of your request within 5 - 10 business days.

______        Complete the Ticketing Form and fax to the Ticket Office at 202-806-4862. Contact the
                      Ticket Coordinator by phone, 202-806-7194, to confirm receipt of your form and to discuss
                      the Ticketing Process. Ticket may not be issued prior to contract execution.

______        Pre-production meeting scheduled to discuss event logistics in detail and walkthru
                      of space. The Manager and staff will work with you to assess your labor and technical
                      needs and will put together an Estimate of Costs for your event. This estimate will
                      become part of the Facility Lease Agreement, sent to you by the Manager.

______ Acquire event insurance coverage from your insurance company.

______ Review and Sign the Estimate of Costs Letter and the Facility Lease Agreement.

Once the above steps have been taken, return the following to the Manager as soon as possible but no later than 4 weeks prior to your event:

______ Signed Facility Lease Agreement.

______        Final payment for use of facility. Make check payable to Howard University,
                     Cramton Auditorium. (50% non-refundable deposit is due as noted on the
                      Estimate of Costs Letter).

______ Certificate of Insurance

It is essential that 30 days or earlier before your event, all requirements have been met. The University reserves the right to cancel your event and refund all allowable monies. Please call with any questions to (202) 806-7194. Thank you for your interest in Cramton Auditorium! We look forward to hosting your event!

Steven G. Johnson
Director

REQUIRED DOCUMENTS FOR RENTAL OF CRAMTON AUDITORIUM
SPACE REQUEST FORM
Downloading a PDF File is recommended.