Information & Guidelines for Usage of the CityCenter Site
The following Usage Guidelines and Policies shall apply to all applicants wishing to license any portion or all of the old Convention Center Site for use. All applications must be submitted to the Downtown Events Corporation (DEC) (Licensor), licensor of the site, for consideration/approval. DEC has total discretion in granting licenses for the site.
| Location: | Boundaries: | Metro Access: | |||
| 900 9th Street, NW Washington, DC 20001 |
North - New York Ave. South - H Street East - 9th Street West - 11th Street |
Gallery Place/Chinatown - Red, Green and Yellow lines Metro Center - Red, Blue and Orange lines Mount Vernon Square/Convention Center - Green and Yellow lines |
Criteria for Rentals/Producers
Events must:
- benefit the community
- embrace the diversity of the District of Columbia
- promote the vitality of Downtown DC
- be financially viable
- for events over 3,000 patrons, must go to Mayor's Special Events Task Group
- structures must be erected to have minimal impact on surrounding buildings/neighbors (noise.)
Hours of Operation
The site may be used from 9:00 am - 10:00 pm for events unless otherwise agreed to or prohibited in writing. Each event, its content and its impact on the neighborhood will be evaluated.
Load-in and load-out may occur 24 hours per day as long as all applicable rules, regulations, policies, procedures, ordinances and laws are adhered to. Licensee shall, at its sole cost and expense, pay for any and all staffing costs of Licensor outside the hours of 6:00 am and midnight.
Any load-in/out that may be potentially disruptive (noise) to the adjacent hotel neighbors must occur between the hours of 7:00 am and 7:00 pm.
Adherence to Laws, Regulations, Policies and Procedures
Licensee agrees at all times to comply with any and all applicable policies, procedures, regulations, ordinances and laws of the District of Columbia including, but not limited to those pertaining to health, fire and safety.
License/Permits/Taxes
Licensee shall be licensed to do business in the District of Columbia. The Licensee shall be responsible for acquiring, at its sole cost and expense, any and all licenses and permits required. Additionally, Licensee shall be liable for paying all taxes required by the District of Columbia.
Insurance
Licensee shall, at its own expense, secure and maintain in full force and effect during the term of this Agreement, the following minimum insurance coverages. Said insurance must be with an Insurance Company licensed to do business in the District of Columbia and have an A- rating or higher with AM Best.
- A comprehensive general liability insurance policy with a limit of not less than Two Million Dollars ($2,000,000.00) per occurrence for bodily injury, property damage and contractual liability. Such policy or policies will evidence coverage for personal injury, advertising injury and fire legal.
- A comprehensive automobile liability coverage for all owned, non-owned, and hired vehicles with bodily injury limits of no less than One Million Dollars ($1,000,000.00) per person, One Million Dollars ($1,000,00.00) per accident and property damage limits of no less than One Million Dollars ($1,000,000.00) per accident.
- If applicable, worker's compensation coverage as required by District of Columbia law and employer's liability insurance in the amount of Five Hundred Thousand Dollars ($500,000.00).
- For events that will serve alcohol: Dram Shop Insurance. Dram shop coverage having a minimum policy limit of Two Million Dollars ($2,000,000.00).
- Licensee shall provide Licensor with certificates evidencing such insurance and, except for workers compensation coverage, and shall name, as additional insureds, the Downtown Events Corporation, Downtown DC Business Improvement District, Washington Convention Center Authority, the District of Columbia, any and all vendors, sponsors and corporations or entities associated with event and their parent, related and affiliate companies, and the officers, directors, employees, agents, representatives, successors, and assigns.
- These certificates shall be provided a minimum of (10) days prior to the event.
- Additionally, all vendors, suppliers, affiliates and/or subcontractors of Licensee shall be bound by the same insurance requirements stated above.
Entities to be named as Additionally Insured:
Downtown Events Corporation
1250 H Street, NW
Suite 1000
Washington, DC 20005
Washington Convention Center Authority
801 Mount Vernon Place, NW
Washington, DC 20001
Downtown DC BID
1250 H Street, NW
Suite 1000
Washington, DC 20005
Government of the District of Columbia
1350 Pennsylvania Avenue, NW
Washington, DC 20004
Payment of Fees
A security deposit, amount to be determined based on the scope of the event, is due a minimum of 30 days prior to the event.
No event shall be confirmed without the receipt of the security deposit and insurance certificates.
Full payment is due a minimum of 3 business days before the event.
The security deposit will be returned to licensee after conclusion of event, less any charges for site restoration.
Cancellations
If a cancellation occurs less than 90 days prior to the event, all monies previously paid by the Licensee to the Downtown Events Corporation are forfeited unless the event is re-booked within six months. If the prepaid amount does not equal the minimum rental, the balance shall become due at the time of cancellation.
Mayor's Special Events Task Group
Any event with an anticipated audience of more than 3,000 participants at any one time must present at the Mayor's Special Events Task Group. This group meets on the second and fourth Mondays of the month. City agencies potentially impacted by the event are present at this task group.
Events should schedule this appearance AFTER being approved by the Downtown Event Corporation for use of the site.
Police/Security
Licensee, at its sole cost and expense, shall pay for any and all Police/Security Personnel required for the safe conduct of the proposed event. Licensor shall, at its sole discretion, and in conjunction with the Metropolitan Police Department, determine the number of Police Officers/security personnel required.
Electricity
Minimal electrical power is provided on-site. Licensee may be billed for electrical use, if applicable. Licensee shall be responsible, at its sole cost and expense for arranging for all necessary electric power (generators) required.
Water
Water is available on site. Licensee may be billed for water usage. Licensee shall be responsible, at its sole cost and expense, for arranging for all necessary equipment to access/transport water required.
Trash Removal
The Licensee must, at its sole expense, make arrangements for the removal of all trash and debris throughout the license period. Further, Licensee shall be responsible for leaving the site and surrounding area impacted by event attendees free and clear of any and all trash and debris at the time the license period ends.
Drilling
Holes may not be drilled into any surface at the site without the express written consent of Licensor.
Access for People with Disabilities
The Licensee shall have the responsibility of complying with the Americans with Disabilities Act (ADA) of 1990. The Licensee shall also insure that all activities comply with the ADA for the entire term of the contract.
Alcoholic Beverages
The sale and/or serving of alcoholic beverages is permitted on the site. Licensee, at its sole cost and expense, shall be responsible for obtaining any and all applicable permits and licenses required.
A number of caterers have licenses that allow them to work on the site. A list can be provided upon request.
Animals
With the exception of specially trained assistance animals and animals that are a part of a contracted event, animals are not allowed on the site. In contracted events that include live animals all federal and local laws and regulations must be followed in order to insure the safety of the animals, the public and any other persons. Once approval is received, the following procedures must be followed:
1. Animals must be confined to a specific area by means of a pen, stall, fence, cage, collar or harness.
2. Animals must be attended and held in such a manner that they do not present a danger to the public or themselves. Hoofed animals have a tendency to slip on smooth concrete, therefore rubber matting or some type of bedding material must be used.
3. The animal handler must remain with the animal(s) at all times.
4. Provisions must be made for the sanitary disposal of animal waste. Licensee is responsible for the removal of animal waste from the facility daily.
Banners and Signage
Event-related banners may be displayed on the site. Licensor, at its sole discretion, shall have the right to cause the removal of signage it deems inappropriate. No adhesives may be used to place signage on site structures.
Site Access
Licensees will be granted access to the site only during their license period.
Music Licensing/Copyright Fees
ASCAP, BMI, SESAC or any other copyright fees applicable to any event are the sole responsibility of the Licensee. The Licensee must make payment of any copyright fees directly to the applicable copyright agency.
Drayage
Licensor will not accept freight shipments for Licensee.
Emergency Medical Technician (EMT's)
Based on law and regulation, Licensee may be required, at its sole cost and expense, to provide Certified Emergency Management Technicians (EMTs) on site.
Noise
It is the Licensee's responsibility to control noise levels within the rules, regulations, ordinances and laws of the District of Columbia. Failure to comply may result in applicable fines and/or immediate termination of license.
Parking
Parking is available onsite. Applicable rates apply.
Transportation
Access to the site via public transit (Metro Rail, Metro Bus, Circulator) should be actively included in marketing materials and communication to event patrons.
The Downtown DC Business Improvement District will provide temporary bicycle parking at no charge. Contact events@downtowndc.org to make arrangements.
If the event expects to attract more patrons traveling by car or tour bus than can be accommodated on the site, information about alternate parking should be provided. The web site www.GoDCgo.com is a useful resource for both event planners and patrons.
Pyrotechnic Special Effects
Pyrotechnic displays of any type are strictly prohibited.
Security Plans
Licensee must provide a comprehensive plan for securing the site and ensuring public safety throughout the license period. Licensee is responsible, at its sole expense for providing any and all security personnel required.
Evacuation Plan
Licensee must provide a comprehensive plan for evacuating the site in case of an emergency.
Site/Operations Plan
Licensee must submit and receive approval of its Event Site Plan. Licensee must provide a comprehensive site and operations plan detailing all aspects of the proposed event.
Office of Tax and Revenue
If anything is sold at the event, the event, or its vendors must register with the office of tax and revenue.
