Reservations | Facility Rules | Catering

RESERVATIONS

Rental Hours

Business meetings/conferences are for eight consecutive hours. Additional hours may be purchased. (See the fee schedule for rates.) Rooms are available only during the time scheduled per your contract. Any changes must be submitted one week (five working days) prior to the meeting.

Social events are for seven hours (two hours for setup, four hours for the event and one hour for cleanup). Extra hours may be purchased. (See the fee schedule for rates.) Changes in the contract time may be made if requested at least 14 days prior to the event.

Guests must leave by 10:00pm and cleanup must be completed by 11:00pm for Sunday–Thursday rentals. On Friday and Saturday, guests must leave by midnight and cleanup must be completed by 1:00am.

Confirmation

We will hold tentative reservations for up to 14 days. For the reservation to be confirmed, we must receive 40% of the rental fee within the 14 days. The remaining 60% of the rental fee and a $500 refundable security deposit are due 21 days prior to the event.

Payment

We accept personal checks up to 21 days before an event. Payment less than 21 days in advance must be made by certified check, cash or money order. (The check face must have the complete name, address and telephone number of the individual or organization making the payment.) We do not accept second party checks. Checks should be made out to
M-NCPPC and mailed to:

Reservation Office
Woodlawn Manor Park
11001 MacArthur Blvd.
Potomac, MD 20854

We also accept VISA and MasterCard. Call 301-299-5026.

Security Deposit

Renters are responsible for any damages to the facility or grounds caused by—but not limited to—guests, caterers, florists and musicians. Damage or failure to follow any of the rules and regulations may result in the partial or total forfeiture of the security deposit, at the discretion of the facility manager.

Refund checks are issued by M-NCPPC usually within 21 after an event.

Cancellation/Refund

Events cancelled at least 45 days in advance will receive 50% of the rental payment. Fifty percent of any reservation payment is non-refundable.

Final Arrangements

You must provide the reservation office with the name of your caterer and/or requested equipment at least 14 days prior to an event. All requested equipment will be set up/moved by facility staff. You are responsible for the setup and removal of any items not provided by us.

Termination

Management or an authorized representative of the M-NCPPC reserves the right to terminate a reservation if it is determined that any activity is endangering the health and safety of patrons or interfering/infringing on the rights of others or facilities are incurring damage as the result of the usage.

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FACILITY RULES

The sponsor of a reservation shall indemnify and hold harmless the M-NCPPC from and against all actions, liabilities, claims, suits, damages, costs, or expenses of any kind which may be brought or made against the M-NCPPC of which M-NCPPC must pay and incur by reason of or in any manner resulting from the sponsor's negligent performance of or failure to perform any of his/her obligations under the terms of the reservation agreement. M-NCPPC reserves the right to require clients to provide proof of general liability insurance for any avent being held at a M-NCPPC facility. The amount of insurance is based upon the type of event taking place.

Alcoholic beverages are permitted only at catered events held within the facility. A bar mat must be set up and all alcoholic beverages must be served by the drink. In accordance with Maryland state law, no person under the age of 21 may consume any alcoholic beverages. "Bring your own bottle" functions are not permitted. For a cash bar or admission charge, a Class C Special Alcoholic Beverage License must be obtained from the Board of License Commissioners of Montgomery County. M-NCPPC does not have a license for the sale of alcohol.

Amplified sound that complies with the Montgomery County noise ordinance is allowed outside.

Audio/visual equipment is not available.

Campfires are not permitted.

Candles must be enclosed in containers with bases or placed in candelabras with bases to catch wax drippings.

Deliveries prior to an event must be approved in advance by the facility manager. Advance deliveries are discouraged, however, because of the lack of storage space and secured areas. Items left after an event are subject to disposal. M-NCPPC is not responsible for equipment or property that is lost or damaged before, during or after an event.

Firearms may not be used in or around the facility.

Fireworks are not permitted in or around the facility.

Furniture and requested equipment may be set up and moved only by facility staff and shall be used inside only.

Gambling is not permitted in or around the facility.

Grills may be used outside only in designated areas. Check with the facility manager for specifics.

Handicap accommodations are available. Please contact the facility manager in advance for special arrangements.

Kitchen facilities include a warming oven, freezer and refrigerator.

Licenses required by the state of Maryland and/or Montgomery County are the responsibility of the event sponsor.

Lodging is not available.

Public safety measures must be followed. Keep all corridors and emergency exits accessible. Sprinkler heads must be free from attachments. Flammable material, open flames or other such devices are prohibited.

Security, provided by the Park Police and paid for by the event sponsor, may be required by the facility manager if the protection, safety or well-being of guests and/or the facility is needed.

Signage must be free standing or may be held by coated wire or string. The use of nails, tacks, tape or similar materials to affix anything to the interior or exterior of the building or grounds is prohibited.

Smoking is prohibited inside any Montgomery County public building. Cigarette urns are available outside the facility.

Tableclothes are not provided.

Tents/canopies may be installed and removed by a vendor with the approval and scheduling of the facility manager.

Throwing or releasing rice, confetti or birdseed is not allowed.

Wildlife lives around the facility and may visit. Please give them plenty of space. Please do not give them food.

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CATERING

If catering services are desired for an event, it is the sole responsibility of the event sponsor to identify and enter into a separate agreement with a caterer.

• The catering agreement shall not include the M-NCPPC as a party.

• The catering agreement must obligate the caterer to provide to the sponsor, prior to the scheduled event, copies of the caterer's food service facility license, food manager license, and liability and damage insurance certificate. The insurance certificate must be for at least one million dollars and must name the M-NCPPC as a certificate holder and an additional insured as follows:

  Maryland-National Capital Park and Planning Commission (M-NCPPC)
  6611 Kenilworth Avenue
  Riverdale, MD 20737
  ATTN: Nancy Steen

• The catering agreement must require the caterer to abide by all laws, rules and regulations of the State of Maryland and Montgomery County, as well as all rules and regulations of the M-NCPPC, including—but not limited to—Title 21, Subtitle 3, of the Health-General Article of the Maryland Annotated Code, Title 10 of the Code of Maryland Regulations, and Chapter 15 of the Code of Montgomery County, Maryland.

At least 30 days before the event, the sponsor must provide the facility manager with copies of:

• The catering agreement
• The caterer's food service facility license
• The caterer's food manager license
• The certificate of insurance

Following the event, but before leaving the facility, the caterer/sponsor must:

• Dispose of any leftover ice in a sink or paved area—not on the grass.
• Removed all delivered items from the building and grounds. (Any items left after
  an event are subject to disposal.)
• Stack all chairs in groups of five.
• Wipe off all tables. Tables should be left standing.
• Sweep, mop and/or vacuum all areas used during the event. (Equipment is provided.)
• Remove all trash and recyclables from the building and grounds to the designated bins.
• Arrange for inspection and checkout with facility staff.

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