NATIONAL CATHEDRAL SCHOOL
FACILITIES RENTAL POLICIES AND PROCEDURES
National Cathedral School (NCS) is an independent day school for girls and is a constituent unit of the Protestant Episcopal Cathedral Foundation (PECF). It is the policy of the Governing Board of the School to allow school facilities to be used by individuals and organizations for meetings, for recreational activities, and for cultural and social events, provided that, in the School’s sole judgment, the proposed usage:
1. Is consistent with the philosophy, by-laws and public image of the School and the Cathedral Foundation;
2. Can be comfortably accommodated with respect to the School’s own scheduling, staffing, legal and physical requirements; and
3. Will be conducted in strict accordance with the insurance, catering and general operating procedures set forth by the School administration.
As a matter of NCS policy: NCS does not normally rent out space during the school day; special events should not interfere with school operations; and NCS events have priority over rental events. Special access to the facility outside the scheduled event will be subject to approval by the Event Coordinator.
The person signing the agreement agrees to be present and assume responsibility for the conduct of all persons (including but not limited to vendors and service personnel); for payment of additional fees; for any personal injury, or damage to or loss of school property occurring during the event. NCS does not assume responsibility for private property used on PECF property, although private property can be used at the owner’s risk.
An NCS receptionist shall be present to supervise during the event and will secure the building afterwards. Staff duties include responsibility for the security of the building, its contents, and inhabitants; and acting as a point of communication.
The name National Cathedral School is a registered trademark and may not be used in any document without prior written approval by NCS. Photographs and videotape footage of NCS may be used for archival purposes only, and may not be used for advertising, commercial or promotional purposes. Advance approval is required for media coverage of any event or video production occurring on PECF property, and additional fees may be charged in the case of commercial photography involving the buildings or grounds.
Smoking is not permitted in any school building or on the school campus.
Most forms of entertainment and dancing are permissible at NCS with prior approval from the Event Coordinator.
Special lighting design significantly enhances the appearance and atmosphere of an event space. Enhancement lighting is permitted. Additional information regarding lighting may be obtained from the Event Coordinator.
NCS will bear no financial responsibility for any disruptions that may occur due to mechanical difficulties, NCS emergencies, or unanticipated events beyond NCS’s control.
Use of NCS facilities will be automatically cancelled when the school must be closed for inclement weather or emergency situations.
Granting permission to use these facilities does not constitute NCS endorsement of the users or their beliefs.
Equipment belonging to an organization or group may not be stored in between events unless otherwise arranged and agreed in writing.
Renters must return the space to the condition in which it was found. Any damages to facilities, furniture, equipment, etc., as a result of group or individual use will be paid based upon present replacement costs, by said group or individual. Such group or individual will be denied use of the facilities until payment is received.
ATHLETIC CENTER SPECIFIC LIMITATIONS
Athletic Center facilities are available for use by nonprofit organizations for non-NCS related programs of a civic, cultural or educational nature. No for-profit organization may use the facilities, nor may they be used for commercial purposes.
No more than 50 persons are allowed at any one time in the building, and no more than 40 persons are allowed at any one time on the field. These maximum capacities are in effect regardless of the number of rental groups present and regardless of the individual (player, coach, referee, parent, spectator, etc.).
Only one outside playing field can be used at any one time, and a 45 minute interval is required between scheduled uses.
The building cannot be accessed prior to 7:00pm and must be vacated no later than 9:00pm Monday through Friday. On Saturdays the building is available from 9:00am to 9:00pm and on Sundays from noon to 5:00pm. There is no loitering before or after the scheduled rental time. All persons must arrive no more than 10 minutes before their scheduled rental time and must vacate the premises within 10 minutes of the end of the rental time.
The fields cannot be accessed Monday through Friday. Saturdays the fields are available 10:00am to dusk or 6:00pm (whichever is earlier) and on Sundays from noon to 5:00pm.
The entrance to the Athletic Center is at 35th Street and Woodley Road NW. All users are required to park, pick-up and drop-off on the Cathedral Close (an area comprised of the campuses of NCS, STA, Beauvoir and Washington National Cathedral) as a precondition of use. These areas include the underground parking garage at the NCS Athletic Center, outside parking at the Cathedral, and the Cathedral parking garage with entrances on both Woodley Road and Wisconsin Avenue. At times when school is not in session, visitors may use surface parking spaces normally reserved for employees. All parking restrictions are enforced by the PECF police or the District of Columbia police. Additional parking information may be obtained by visiting the following: http://www.nationalcathedral.org/visit/parking.shtml and http://www.ncs.cathedral.org/directions.
No food or drinks other than water allowed on the courts.
All participants must wear sports shoes that will not leave marks on the court floors; no cleats are allowed in the building.
Bathrooms are available on Lower Level 1. Renters will not have access to NCS locker rooms.
Renters are restricted to the space that is being rented. Renters do not have access to the weight room, jogging track, classrooms, multipurpose rooms, locker rooms, etc.
Athletic Center communications systems, such as telephones, scoreboards, etc., may not be used during events or to promote future events or to disseminate information to members of an organization.
Renters may not play hockey on the courts.
No one is to use the rock climbing wall. A rental group’s contract can be cancelled if any member of the rental group uses the climbing wall.
SCHEDULING AND RESERVATION PROCEDURES
The use of all NCS facilities must be scheduled by Heidi Blake, Event Coordinator. To check availability, contact Mrs. Blake at HBlake@cathedral.org or (202) 537-6356.
Upon approval and tentative scheduling, a “Facilities Rental Contract” confirming event cost, date(s), location(s), start and end time(s), number of guests expected, and event scenario will be sent to the renter. When signed and returned with appropriate payment and certificate of insurance, the scheduling will be confirmed and the contract will serve as a binding contract between the school and renter.
Upon signing the Letter of Agreement, a non-refundable payment of 50% of the rental fee is required. The balance is due no later than 60 days before the event date. Should the event be cancelled after receipt of the balance, the renter will be entitled to a 25% refund of the total rental fee; if the cancelation occurs 10 days before the event, no refund will be provided.
The agreement may be terminated by NCS at any time, in whole or in part, for any or all events or potions thereof, for any reason deemed necessary by NCS, and NCS will refund the renter any advance payment received. NCS shall not be liable for any costs or any other damages of any kind which may be incurred by the renter, participants, vendors, or anyone involved with the event if such cancellation becomes necessary.
If food or beverages are to be served, the renting party shall employ a caterer with the proper insurance coverage. It is the responsibility of the renter to make sure the caterer’s insurance certificate naming the PECF and NCS as additionally insured is sent to the Event Coordinator. The preferred and in-house caterer at NCS is FLIK Independent Schools of Compass Croup, Inc. (FLIK). Please contact Juliana Grayson, Director of Dining Services, to discuss catering requirements: (202) 537- 6324 or JGrayson@cathedral.org.
Outside caterers are permitted; NCS has final approval in the selection of all vendors.
ALCOHOLIC BEVERAGE POLICY
If alcohol is being served at an event, the renter must also provide evidence that their caterer maintains a license that authorizes them to serve alcohol in the District of Columbia. In the instance that the caterer does not have such a license, the renter will be responsible for obtaining a temporary license through the Alcoholic Beverage Regulation Administration. This should be provided to the Event Coordinator prior to the event.
Organizations renting at NCS are required to provide a certificate of insurance covering the specific date and event, and naming the PECF and NCS, as an additionally named insured. All individuals renting at NCS must provide a certificate of insurance for the event naming the PECF and NCS as certificate holder. This coverage shall include general public liability insurance of at least $1,000,000 and liquor liability insurance if alcohol is to be served and your caterer does not have it. Please contact the Event Coordinator if you have additional questions regarding general public liability insurance.
Renters must park, pick-up and drop-off on the Cathedral Close (an area comprised of the campuses of NCS, STA, Beauvoir and Washington National Cathedral). These areas include the underground parking garage at the NCS Athletic Center, outside parking at the Cathedral and the Cathedral parking garage with entrances on both Woodley Road and Wisconsin Avenue. At times when school is not in session, visitors may use surface parking spaces normally reserved for employees. All parking restrictions are enforced by the PECF police or the District of Columbia police. Additional parking information may be obtained by visiting the following: http://www.nationalcathedral.org/visit/parking.shtml and http://www.ncs.cathedral.org/directions.
There is no loitering on the Cathedral Close. The renting groups or individuals are to ensure that participants and/or spectators are not loitering in other areas of the campus before, during or after an event. All traffic laws are in effect on Cathedral Close roads and parking lots.