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!
Denise Saunders Thompson
Manager
REQUIRED DOCUMENTS FOR
RENTAL OF CRAMTON AUDITORIUM
SPACE REQUEST FORM
Downloading a PDF File is recommended.
Click on
the Adobe Logo below to download the Policy and Procedures Letter as well as
Space Request Form.
