Booking

To request a contract, please complete the application below. If you do not have all of your event information, feel free to leave sections blank and they can be filled in closer to the event.

Step 1 of 5

Service Providers
A service provider is any company providing services to Clients within The Showroom. If a service provider is subcontracting any portion of their services, subcontractor contact information must be provided and the subcontractor approved. All changes to the Service Providers must be provided to The Showroom LLC in writing, no later than 30 days prior to the event. All suppliers providing services must be actively participating in The Showroom approved supplier program at the time of the event. The Showroom LLC may issue a contract for an event in cases where the service providers listed are not currently approved to work within the building. Execution of a building contract is not an approval to use the vendors listed.
Event Management Company Information (if applicable)
Address
Street Address Address Line 2 City State ZIP Code
Contact
Title
Phone
Fax
Cell
Email
If multiple event management companies are being utilized, attach list of all companies and contact information
File
Max. file size: 300 MB.
Caterer
Caterer Contact Name
Caterer Contact Phone
Lighting Company
Lighting Contact Name
Lighting Contact Phone
A/V Company
A/V Contact Name
A/V Contact Phone
Florist
Florist Contact Name
Florist Contact Phone
Production Company
Production Company Contact Name
Production Company Contact Phone
Decor Company
Decor Company Contact Name
Decor Company Contact Phone
Valet
- Yes
- No

Conditions Governing the Use of The Showroom
Installations
The client shall not place or construct upon, over, or under the property any installation or structure of any kind or character without advance written authorization from The Showroom LLC. No posters or banners may be displayed outside the space without the advance written approval of The Showroom LLC. When approved, such installations, placement and the process by which the items are installed must be approved by The Showroom LLC.
Laws and Ordinances
The client shall comply with all federal and local laws applicable to the activity proposed and to The Showroom rules and regulations in respect to such activity.
Security Deposit
A security deposit (separate charge) may be required from the client at least 30 days in advance of the event. Security deposit amounts are based on the scope of the event. This deposit may be forfeited in full due to building damage, failure to follow building guidelines or management instructions, vendor failure to remove items within the contracted time period, or because of excessive cleaning requirements after an event. If damage occurs, The Showroom will retain at minimum of 50% of the security deposit, no matter how minimal the damage in the opinion of The Showroom. The Showroom reserves the right, in its sole discretion, to retain more than 50%, or all of the security deposit. Additional fees will be billed if damages exceed the security deposit and are payable within 15 days of billing.
Property Removal
Any property of the client or its service providers installed or located at The Showroom shall be removed promptly at the conclusion of the proposed activity based on the contracted load-out end time. Property left on the premises after the conclusion of the proposed activity shall be disposed of by The Showroom LLC as it sees fit, and the client agrees to indemnify, defend, and hold harmless The Showroom LLC from any claim of or liability to the client's service providers and/or event guests in respect to such disposal. All trash must be taken off property by the client or the vendors and not disposed of on property or in the dumpster in the loading dock. If items are found to be disposed of on property, a charge of $2,500 will be billed. If load-out of the event has not concluded by 5:00 am of the morning immediately following the event, The Showroom LLC will bill the client $1,000 per hour thereafter plus any additional security guard fees. If all vendors have vacated the premises, The Showroom LLC reserves the right to discard the equipment or items, and the client will be billed for the disposal of these items.
Insurance
The client and each service provider of the client shall, without expense to, and to the satisfaction of The Showroom LLC, obtain and carry liability insurance as follows:
- All service providers/suppliers (excluding florists and musicians) must have general liability insurance providing coverage of not less than $1,000,000 per occurrence for injury and general liability, with The Showroom LLC and any other party designated by The Showroom LLC named as additional insured
- Service providers providing or serving alcohol (e.g., caterers) must have not less than an additional $1,000,000 in specific general liability insurance pertaining to their service of alcohol, with The Showroom LLC and any other party designated by The Showroom LLC named as additional insured
- The Client must have not less than $2,000,000 of general liability insurance pertaining to the event, with The Showroom LLC and any other party designated by The Showroom LLC named as additional insured
In no case will the facilities be available without the above stated coverage. The client shall provide insurance certificates at least 30 days prior to the event date. The Showroom reserves the right to cancel the proposed event if insurance certification is not received by this date.
Indemnification
The client shall defend, indemnify and save harmless The Showroom LLC, and LPC their agents and employees against any and all loss, damage, claim, or liability whatsoever, due to bodily injury or death or damage to property of others arising directly or indirectly out of the exercise by the client of the privilege to hold the proposed activity, or arising out of any other act or omission of the client, its employees, agents, and service providers, including failure to comply with these guidelines.
Smoking
Smoking is not permitted on the rooftop or anywhere within The Showroom or within 15 feet of the building. Any smoking inside the building or on the roof by the client's guests or vendors may result in forfeiture of the client's security deposit or a charge of $2,500.
Operation
The client shall adhere to the activities specified in the application for usage. Any modifications of the proposed activity must be agreed to in writing by The Showroom LLC 30 days in advance of the event date. The client shall under no circumstances mar or impair the appearance of the building and its contents, obstruct access thereto, or interfere with the transactions of the building’s other occupants, nor shall the client jeopardize the safety of persons or property. The improper disposal of rubbish on the property, the throwing of articles of any kind from or at the building, or the climbing upon any part of the building is strictly prohibited. No decoration, structure, or equipment may be affixed to any portion of the building without prior written approval of The Showroom LLC, which approval may be withheld at the sole discretion of The Showroom LLC. The client shall keep the premises in a sanitary condition at all times.
Storage
There are no storage facilities available at The Showroom. All property and equipment belonging to the client or its service providers must be removed immediately after the event. If vendors do not load-out by the contracted load-out end time, the client will be billed for additional load-out surcharge hours and/or additional load-out days.
Nondiscrimination
The client agrees that no person will be discriminated against in connection with the use of the property on the grounds of sex, age, creed, race, religion, national origin, marital status, or disability, nor will any person be denied the benefits of or subjected to discrimination in connection with the event. The client will obtain from each person or firm, who through contractual or other arrangements with the client, provides services, benefits, or performs work on the property, a written agreement whereby the person or firm agrees to assume the same obligations with respect to nondiscrimination as those imposed upon the client by law. The breach by the client of conditions relating to nondiscrimination shall constitute sufficient cause for cancellation and revocation of the license and forfeiture of fees.
Cancellation
All cancellations by the client must be made in writing. In case of cancellation by the client, any related costs incurred in preparation for the event are the responsibility of the client. If canceled by the client, any and all deposits and payments for site fee or service charge are partially refundable once received by The Showroom LLC, based on the sliding scale provided within this document. If The Showroom LLC is unable to perform any or all of its obligations under this agreement for reasons including, but not limited to, government acts, strikes, labor disputes, accidents, restrictions on travel, security requirements or emergencies, acts of war, acts of God, acts of terrorism that results in delays or any other matter over which it has no control this agreement shall terminate at the option of The Showroom LLC, and non-performance shall be excused by client without any obligation of any type upon either party except that The Showroom LLC shall return client’s deposit and any additional amounts paid.
Client agrees to pay the following percentage of the Total Estimated Contract Value as cancellation fees based on the following scale:
Date of Notice of Cancellation in Writing more than 180 calendar days prior to Event - 25%
between 90 days and 180 days prior to Event 50%
between 60 days and 89 days prior to Event 75%
between 30 days and 59 days prior to the Event 85%
less than 30 days prior to Event 100%
Payment
The deposit is due in full upon signing of the agreement. The remaining balance and additional fees for security and the security deposit are due no later than 30 days prior to the event. If all required certification, payments, plans, and insurance are not filed 30 days before the event, the event may be canceled without refund and without penalty to The Showroom LLC. Payment should be made by wire transfer or check. MasterCard, Visa, American Express credit card payments are accepted with a handling fee of 4% of the total charge.
Disable Access
Access for individuals with disabilities is available.
Illegal Narcotics
Persons attending the event (including but not limited to, the client, guests and service providers) are prohibited from possessing or being under the influence of any illegal narcotic drug, hallucinogen, marijuana, barbiturate, or amphetamine.
Gambling
Gambling is not permitted on the premises.
Attire
Individuals must be fully clothed at all times inside the premises and building. Any state of undress is prohibited. Any guest refusing to adhere to this policy will be escorted from the facility by security guards, barred from later entry, and may be subject to arrest. Shoes must be worn at all times. Any guest refusing to adhere to this policy will be escorted from the facility by security guards.
Special Needs
All requests and special needs related to the event should be forwarded in writing to The Showroom LLC no later than 10 working days in advance of the event. Such requests shall not be made to persons other than The Showroom LLC staff.
Printed and Verbal Reference to the Site
The Showroom and its address may be listed on printed material as the site or venue for the event, but not as the host of the event unless previously agreed upon by the venue and client. Copies of all printed and electronic material containing this reference (i.e., advertising, promotional, tickets, websites, emails, invitations, and menu cards) shall be submitted to The Showroom LLC for approval before distribution. Promotional advertising may not take place until the contract has been approved and the deposit received.
Right to Photograph
The client shall have the right to photograph and record the exterior and interior of The Showroom. In no event shall the images be used for advertising, promotional or commercial purposes in such a way that it suggests that The Showroom endorses the activity. The client grants to The Showroom LLC the right to photograph the event for the purpose of creating media for future marketing and promotional materials.
Closing
All events must end by the contracted end time or additional surcharge hours may be charged. If a client wishes to continue past their contracted end time they will be asked to provide The Showroom with a signed credit card authorization which may be billed for extra hours. They must provide this information that evening when the decision is made to extend the event.
Ticket Sales
Sale of tickets is prohibited at the site. There are no ticket sales allowed at the door, with the exception of previously arranged sales through a will-call operation. Under no circumstances are ticketing agents permitted to sell tickets to events at The Showroom. All publicity or invitations must be through the private coordination of the sponsoring organization.
Access / Deliveries
The client acknowledges and agrees that any and all deliveries to The Showroom in connection with this event are subject to inspection. Deliveries must be scheduled in advance and must use existing, established entrances to The Showroom. All delivery activities must take precautions to protect the finishes and structure of The Showroom and the building including putting down floor protection in the lobby if anything is to be rolled across the floor.
Street Entrances
No service providers can block access to The Showroom.
Service Providers
Any service providers providing services at The Showroom must meet the approval of The Showroom LLC. Approval of the service provider's services shall be in The Showroom LLC’s sole discretion.

The client shall request in writing within this application the use of any non-approved service providers for the Event. Any additions or changes to the service providers listed within this application must be submitted in writing, no later than 30 days prior to event load-in. Any sub-contractor using The Showroom must be experienced in performing similar services in large properties and also be approved by The Showroom and submit their insurance information. The client is responsible for assuring that all service providers use care in protecting all finishes, structures, and features of The Showroom.
Alcohol
If alcohol is served, it shall be provided and served by an approved catering company in compliance with all applicable laws. Proof of all applicable licenses and sufficient liability insurance (see insurance paragraph) must provided to The Showroom prior to the event. If alcohol is served, food must also be served and the client is solely responsible for managing the responsible use of alcoholic beverages served and/or made available in connection with an event.

For all evening events, alcohol service shall conclude at 1:30 a.m. Cash bars are not permitted, but drink tickets may be sold - these tickets and their transactions are the responsibility of the client.
Choice of Forum and Attorney’s Fees
In the event that The Showroom LLC shall take any action or institute any proceeding, whether judicial or otherwise, to enforce this agreement and/or collect any amounts under this agreement, the client shall pay to The Showroom LLC, in addition to any amounts actually owed or recovered, any and all costs, expenses, fees, including attorneys fees and costs incurred by The Showroom LLC for the same. Any and all litigation arising from, relating to or in any way resulting from this agreement shall be adjudicated in a court of competent jurisdiction in the District of Columbia and the substantive law of the District of Columbia shall apply.
Security
Security for all events will be provided by The Showroom LLC. Estimated fees for security are provided at the time of contract. However, additional fees may be incurred based on the final scope of the event. Payment of the estimated security fee will be due 30 days prior to event date. Outside security companies may only be used, with written approval from The Showroom LLC. Staff from outside companies cannot wear an officer’s uniform and cannot be armed unless they are actual police security details or Secret Service.
Surcharge Hours for Equipment Load-In and Load-Out
Rental rates are for 10 hours of site use falling between the hours of 8:00AM and 3:00AM the following day. Hours outside the 8:00AM – 3:00AM window beyond the 10-hour max are considered surcharge hours. Upon approval of The Showroom LLC, surcharge hours for equipment load-in / load-out may be purchased for $500.00 per hour during peak season and $300.00 per hour during non-peak season. Surcharge hours may start as early as 5:00AM the day of your event and go as late as 5:00AM the following day. If load-out for an event goes past 5:00AM, a late load-out fee will be billed at $1,000 per hour. Clients with events scheduled to end at 2am will be required to have a pre-authorized credit card on file in order to pay the additional fee if load-out goes past 5:00AM.

Guidelines for Use of The Showroom
Subject to special authorization by The Showroom LLC, the following are presented as guidelines.
Deliveries
- All deliveries must be scheduled at least 30 days in advance and must occur during the contracted hours of the event.
- Once a truck is unloaded, it should be moved out of the loading dock.
Electricity
- The Showroom LLC’s electrician on duty has authority over all contractors.
- All sound, light, and power service must be installed in compliance with existing District of Columbia code.
- Visitor safety and access to halls and exits must be maintained during set-up and breakdown periods.
- Generators are not permitted on property.
- Cable ramps must be used in all traffic areas.
- If, in the sole discretion of The Showroom LLC’s electrician, it is determined the power needs of the event cannot be met internally it is the responsibility of the client to coordinate with The Showroom LLC’s electrician and receive approval from The Showroom LLC for the use of alternative power sources. All financial responsibility for alternative power sources is that of the client.
Equipment Load-In and Equipment Load-Out
- No item shall be rolled or placed on the floor of the lobby without carpeting, rubber matting or masonite being used as floor protection. Catering plastic and tarps are not to be used as floor protection.
- Each vendor is responsible for their own floor protection.
- The Showroom, lobby and loading area must be clean of all debris prior to the last vendor departing.
- All vendors must be completely off property by the contracted end time. Surcharge hours will be incurred if items are not removed.
- The client or the client’s vendors are responsible for sweeping the venue at the end of event. The client must arrange with vendors to bring equipment. There are NO brooms available on site. Failure to leave the space in a clean and satisfactory condition will result in a $2,500 fine. Satisfactory means that all trash has been removed and taken offsite, the floor is swept and the kitchen area is clean. The space should be left in the same manner it is found. Restroom trash and restocking will be the responsibility of the venue and is included in the rental fee.
Schedules and Entry Points
- Clients must provide a detailed event schedule including load-in designation for all service providers.
- A preliminary schedule must be provided 30 days prior to the event with a final draft no less than 7 days prior to the event.
- Schedules should denote all proposed access points to the building (i.e. catering entrance, VIP entrance, and guest entrance). The Showroom LLC will augment access points if needed based on building capacity requirements.
- Front Entrances will be closed and locked fifteen minutes after the end of the event. If event host would like delayed closing of the front doors, a request should be included on the schedule.
- No door shall be opened without a security officer or without the approval of The Showroom staff.
VIP Requirements
- The Showroom LLC must be informed of all VIPs attending events with their own security detail.
- Parking in the garage is the responsibility of the client and vendors unless valet or pre-paid parking tickets have been arranged.
- Motorcade vehicles may stage in front of The Showroom, subject to all applicable laws and with prior approval, if drivers remain with vehicles.
Caterers and Equipment Suppliers
- All catering plans must be reviewed in advance with The Showroom LLC.
- All caterers must be on the pre-approved, Preferred Caterer List.
- The Showroom LLC must be informed of all delivery, setup and load out schedules.
- All equipment and decorations must be removed immediately following the event.
- The caterer’s kitchen and The Showroom LLC’s office are off-limits to all guests.
- The caterers are responsible for removal of all debris in the catering areas and must remove all garbage and bottles when they leave. The use of The Showroom’s or its contractors’ dumpster is not permitted. The client will be fined $2,500 if trash is left onsite or the dumpster is used.
- No liquid or solid refuse of any kind is to be disposed of in The Showroom’s lavatories or on The Showroom property except water in the catering sink.
- All loading / unloading areas must be completely clean of all debris and trash at the conclusion of the event. Failure to do so or dumping of any type of waste around the building, by any of the client's service providers will result in a $2,500 fine.
- If full bar service is provided for cocktails, food must be served. Alcohol must not be served to anyone who is, or appears to be, intoxicated or to anyone under the legal drinking age. Open bars are limited to four hours of service.
- Only professional bartenders provided by the caterer are permitted to serve alcohol and guests may not serve themselves from the bars.
- The caterer must place bar mats behind each bar.
- Caterers must clean up spilled drinks or broken glass immediately upon any incident and should have brooms and mops with them for this purpose.
- Only votive candles in enclosed votive holders are allowed in the building, and are to be placed only on tables with a minimum height of 36”. No raised votive holders can be used with real flame. Scented candles are not permitted. There shall be a maximum of five (5) small votive candles per table in centerpieces placed on tables. All other candles must be LED or battery powered.
- All tables and chairs must have felt or soft rubber tips to protect the floor. Felt tips should be in place prior to arrival at The Showroom. Caterers and Equipment Suppliers.
- No stoves may be used inside the building.
- Fire extinguishers must be provided in the catering area.
- Coat check areas cannot block stairways.
- Waiters must store all garment bags in catering space or room provided.
- Before setup work begins, catering representatives must check-in at The Showroom and provide names of event captains.
- The Showroom, LLC is not required to pay for the cost of vendor parking.
- All floor areas should be protected during load-in and load-out. Pathways shall be created, at the expense of the event host for moving equipment across the lobby floor.
- No tape may be adhered to any wall surfaces. Gaff tape ONLY may be used on marble or concrete floors.
All Contractors and Vendors, Sound, Lighting, and Stage
- Times of all sound checks must be approved by The Showroom LLC.
- Sidewalks on the sides and front of The Showroom may not be obstructed at any time.
- All floor plans, decorations, sound, stage, lighting and other arrangements must be approved in advance by The Showroom LLC.
- All contractors or service providers must be approved by The Showroom LLC and have a copy of their current insurance certificate on file with The Showroom LLC. The Showroom LLC reserves the right to prohibit any vendor from working in the building.
- No decoration, structure, or equipment may be affixed to any portion of the building without the prior consent of The Showroom LLC.
- No painting of décor may take place inside the premises or outside the entrances.
- Razor blades may not be used on the floor. All carpeting must be precut.
- Fountains, Hazers and Fog Machines, and Sparklers are not permitted on the premises.
- Helium balloons are not permitted in the building.
- All equipment and decorations must be removed immediately following the event. The Showroom LLC is not responsible for the loss or damage to any equipment or decorations left overnight in the building.
- Road boxes and other equipment may not be stored in view of guests of the event.
- The Showroom LLC reserves the right to require a bond or security deposit from the organization sponsoring the event or from any other contractor hired by the sponsoring organization to ensure compliance with above guidelines.
- Outside security companies are not permitted in the building unless a request is previously submitted to The Showroom, LLC.
- Access to the rooftop must be requested and approved in advance.
Floral and Foliage
- If flowers or plants are provided for the event, they must be completely removed immediately after the event. Failure to do so will result in a $1,000 fine.
- Real candles may not be incorporated into floral centerpieces.
- All centerpieces must be pre-constructed before arriving at The Showroom. Florals may not be constructed inside the building. Cutting of flowers or foliage is not permitted at The Showroom.
Tenting
- Tents are only allowed on the rooftop, subject to prior written approval of The Showroom.
- The tent must be secured without drilling into or in anyway causing damage.
- Sidewalls of the tent must remain up overnight, if applicable for multiple day events, with a clear passageway.
- Appropriate EXIT signage and Fire Extinguishers must be in the tent prior to caterer move in.
- All applicable laws must be followed.
- Tents must be removed from the property by the contracted end time for the event if they are only going to be used that day.
- Tents may not be secured to any building fixture.
- Access must remain to at least one of the ADA ramps.
Valet
- Valet parking must be arranged through the exclusive valet vendor of The Showroom.
- Valet companies must remove any trash from the valet area prior to departing.
Entertainment
- Parking is the responsibility of the musician.
- Musicians must use Gaff tape only and such tape shall not be used on any walls.
- Entertainment is responsible for laying and removing their own floor protection in the lobby.
- Bands are NOT considered approved vendors and cannot provide sound or lighting for events except speakers that fit on their stage. All other audio and lighting services must be provided by approved vendors. Bands may provide their own backline and mixing board.
Storing Empty Cases
- Cases may be stored in any rented area that does not block an exit or stairway. The client is responsible for determining storage area and receiving approval from The Showroom. All cases must be AT LEAST six inches from any wall.
Internet
- The Showroom LLC offers a variety of internet solutions for events. Fees are associated with this access and are based on the scope of the event. Access requests must be submitted at least 30 days prior to the event date.
- The client is responsible for contracting with The Showroom LLC approved supplier for internet distribution.
Additional Rules and Regulations
- The Showroom LLC reserves the right, in its sole discretion, to require clients to turn down the volume of any music.
- Without the prior written consent of The Showroom LLC, no guest shall enter any portion of the building other than The Showroom.
- If any person throws anything off of the rooftop, the client shall be fined $8,000.00 and such person may not be permitted to remain at the event. A security officer will be present on the roof.
- Client shall pay $500.00 to The Showroom LLC for any human waste removal.
- Except for service animals, no animals are allowed in The Showroom or in or about the building.
- No space heaters are allowed unless previously approved.
Special Services Detailed arrangements for the proposed event must be submitted to The Showroom LLC and are subject to prior approval by The Showroom. Such arrangements include, but are not limited to:
- Security Arrangements
- Insurance Documentations
- Public Address Systems
- Special Electrical Needs
- Audio-Visual Equipment
- Floor Plan
- Publicity Plans (and Copy)
- Delivery Schedule of Equipment
- Access to the Building Outside Standard Hours
- Construction of Temporary Structures
- Installation of Furniture
- Decorations
- Ambient Lighting
In order to ensure safety and the smooth operations of such special plans, The Showroom LLC may, in its sole discretion, require further special arrangements. The costs for such arrangements shall be the responsibility of the client. Contractors supplying any services for the client are subject to the approval of The Showroom LLC. All logistical plans must be carried out in consultation with The Showroom LLC to ensure that the setup, operation, and dismantling of the event does not disrupt the operation of The Showroom LLC or other persons and/or organizations occupying the building.

Step 1 of 5

Client Information

Service Providers

If multiple event management companies are being utilized, attach list of all companies and contact information

Conditions Governing the Use of The Showroom

Guidelines for Use of The Showroom

Signature of Authorized Official