EVENTS AT THE NATIONAL ARCHIVES MUSEUM
Home of the original Declaration of Independence, U.S. Constitution, and Bill of Rights
SPACES
Hosting your next event at the National Archives is your chance to make history. Whether it’s an intimate gathering in our Archivist’s Reception Room or an over the top gala affair in the Rotunda Galleries, an event at the National Archives is always a memorable one. The Rotunda Galleries are just steps away from the centerpiece of the National Archives Museum, the Rotunda for the Charters of Freedom where the original Declaration of Independence, U.S. Constitution and Bill of Rights are permanently displayed. This magnificent space, with marble floors and 75-foot high vaulted ceilings, is an awe inspiring backdrop for receptions and seated dinners. Patterned after the Diplomatic Rooms of the U.S. State Department, the elegant and stately Archivist’s Reception Room is the ideal setting for both daytime and evening events. In addition to crystal chandeliers, ornate rugs, and elegantly upholstered furnishings, the “quintessentially DC” space features 3 large windows that look out onto the historic Pennsylvania Avenue offering a remarkable view of both the U.S. Navy Memorial and the National Portrait Gallery. As one of the latest additions to the Museum, the Visitor Orientation Plaza is an inviting space located just beyond the Constitution Avenue Entrance. With its updated and open floor plan, the Plaza is an excellent option for a reception while also featuring direct access to exhibits in the David M. Rubenstein Gallery and unique products in the National Archives Store. The William G. McGowan Theater and the Presidential Conference Rooms can be used for daytime and evening events including a wide range of programs, meetings, panel discussions, film screenings, and theatrical performances. The 290-seat, state-of-the-art Theater is outfitted with pan, tilt, and zoom cameras, studio recording capability, and dressing and rehearsal rooms. In addition to breathtaking event spaces, our customized tours and knowledgeable guides will give your guests the opportunity to explore some of our Nations most treasured documents.
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EXHIBITS
The Rotunda for the Charters of Freedom is the permanent home of the original Declaration of Independence, the U.S. Constitution, and the Bill of Rights. The Public Vaults features 1,100 records — both originals and facsimiles — including documents, photographs, maps, drawings, and film and audio clips drawn from the more than 10 billion pages of textual records; 12 million maps, charts, and architectural and engineering drawings; 25 million still photographs and graphics; 300,000 reels of motion picture film; and 400,000 video and sound recordings that make up the records of the Archives. The Records of Rights Exhibit in the David M. Rubenstein Gallery uses the records of the National Archives to tell the stories of many individuals, including African-Americans, women, and immigrants, and their struggle for rights in the decades following the U.S. Constitution. The centerpiece of the exhibit is the 1297 Magna Carta, the only copy of “the great charter” on public display in the United States. The Lawrence F. O’Brien Gallery is home to temporary exhibitions that draw from the billions of records in the National Archives’ holdings nationwide, allowing visitors to explore such topics as the government’s effect on food, photography from the 1970s, the Civil War, and the inside story of the Cuban Missile Crisis. SPACE
HIGHLIGHTS
CAPACITY*
Rotunda Galleries
Charter of Freedom, 75-foot vaulted ceilings
200 seated 250 standing
Archivist’s Reception Room
Stately reception room, grand chandeliers
80 seated 170 standing
Visitor Orientation Plaza
Convenient for registration table and coat check
80 seated 200 standing
William G. McGowan Theater
Cameras, studio recording, dressing and rehearsal rooms
290 seated
Theater Lobby
Ideal for pre- and postprogram receptions
100 seated 150 standing
*Based on setup and maximum capacity.
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FEES & GUIDELINES
FEES Enjoy the opportunity to host a special event at the National Archives Museum. Your contribution will provide critical support of National Archives exhibitions, public programs, and educational initiatives. Evening Events: $20,000 contribution and $5,000 building management fee Daytime Events: $10,000 contribution and $2,500-$5,000 building management fee Included with your contribution: • Support from Foundation’s professional special events staff throughout the entire event process • Complimentary site visit and final event walk through • Coordination of building logistics by Foundation Special Events Manager and on-site facilitation of load-in, setup, event flow, and load-out by Foundation Special Events team • Opportunity to invite the Archivist of the United States or a senior Foundation representative to attend and/or provide brief welcome remarks at your event • Customized guided tours during your event • Assistance with selection and purchase of gifts through the National Archives Store and 10% discount on bulk purchases • Security, facilities, and housekeeping for your event • VIP tickets to annual event manager showcase event at the National Archives • Recognition on archivesfoundation.org and in Annual Report Interested in receiving recognition in our Museum lobby or a discount on event rentals? Consider becoming a member of the Foundation’s Corporate Council and enjoy a range of benefits including recognition in our Museum galleries and lobby, tickets or tables at our annual Gala, and private tours throughout the year.
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GUIDELINES CRITERIA
Consistent with the Code of Federal Regulations (CFR) 36 Part 1280 and the objectives of Title VI of the Civil Rights Act of 1964, National Archives facilities shall not be made available to any organization that practices or advocates discrimination based on race, color, religion, sex, national origin, age or condition of handicap. The National Archives Building event space is not available for: • Events of a primarily political or fundraising nature • Events where the co-host organization is planning to: • charge admission fees • make collections • seek contributions • give door prizes • have auctions or raffles • Events that promote commercial enterprises or products; • Events for partisan political, sectarian, or similar purposes. *All events are subject to approval.
EVENT TIME FRAMES
As a matter of National Archives policy, private events should not interfere with the general public access to exhibit spaces and facilities. The regular operating hours of the National Archives Experience exhibit space are: 10:00 a.m. - 5:30 p.m. daily . The earliest access time for the National Archives Experience exhibit space for event vendors is 30 minutes after closing time. Private events in the Rotunda Galleries exhibit space may not take place during public hours. All evening events must conclude by 9:45 p.m.
INVITATION/GUEST LIST POLICY
An invitation list may be requested by the National Archives in advance of any mailing. A list of guests attending the event must be submitted at least three (3) business days prior to the event. An updated list will be necessary for security purposes on the day of the event. If official government or diplomatic dignitaries are attending the event, the National Archives reserves the right to determine the appropriate protocol for greeting and handling of these guests while in the building. The Special Events staff must be notified as soon as possible if dignitaries, including Members of Congress or Cabinet level officials, are expected to attend the event.
EVENT VENDORS
The National Archives has final approval of all vendors contracted by co-host organization, see Approved Event Vendors. The selected event vendor is responsible for operating under the National Archives Building Catering and Vendor Policies and Guidelines. The co-host organization is responsible for the actions of any vendors or other agents, including caterers, photographers, entertainers, decor and audio-visual companies contracted for the event. The co-host organization shall indemnify and hold harmless the United States and the National Archives, their agents and employees, against any and all damages, claims, or other liability due to personal injury or death, or damage to, or loss of, the property of others, arising out of its use of the National Archives facilities.
CATERING AND VENDOR POLICIES AND GUIDELINES
The National Archives requires all vendors and staffs to adhere to the Rules and Regulations Governing Buildings and Grounds issued by the Federal government as well as follow the National Archives’ specific policies. The National Archives policies relate to the nature and protection of the materials contained in this building. Therefore, we have strict policies in security, fire prevention and cleanliness. For these reasons, we require the following: All caterers must be fully licensed and have full liquor liability insurance. The proper documents must be on file in the Special Events Office and updated annually. All vendors must abide by all fire codes and regulations. The blocking of doors, fire extinguishers, fire alarms, egress routes or emergency exits is strictly prohibited. The National Archives staff has the final word on such matters. The co-host organization must provide, at least two weeks in advance of the event, a list of all vendors hired to support the event i.e., caterers, florists, décor and lighting designers and liquor companies. The load In/load out must be coordinated with the Special Events Office.
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EVENTS AT THE NATIONAL ARCHIVES MUSEUM events@archivesfoundation.org archivesfoundation.org/host-an-event