Event Guidelines
Requesting Meeting Space
A request is required to reserve event space and must be submitted at least seven days before the meeting date. Last minute requests may be accommodated but on a strictly space available basis and for a fee.
Upon approval, the client must complete the contract and pay the deposit to confirm the space and date. Once the contract and deposit have been completed, a meeting planner will be assigned to the event.
There are three meeting rooms available for use:
| Eisenhower A&B |
Forrestal |
Sridhar |
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General
All groups and/or persons using the meeting facilities are responsible for leaving the space in the same condition as they found it. Failure to do so may result in the loss of privilege to use the meeting space in the future and a fee to repair the damage.
Food & Beverage
NDIA provides catering options with our pre-approved caterers. You may apply to have a different caterer, but the use of outside food and beverage vendors must be approved by NDIA staff and a catering waiver fee may be applied.
NDIA is focused on sustainability with our meetings. We encourage the use of recycled products. Bottle water is not allowed. However, NDIA will provide water pitchers and filtered water for the meeting usage.
Receptions may include alcohol if it is served by someone who is TIPS certified.
Audio-Visual
All audio-visual requirements will be coordinated through your assigned NDIA meeting planner. The NDIA meeting rooms are equipped with state-of-the-art audio visual. Please consult with your dedicated meeting planner for different requirements, which will be priced upon request.
Photos
Photography is allowed.
Displays & Exhibits
Displays are permitted with prior NDIA approval. Materials may not be attached to walls or ceilings. The use of balloons is permitted, if secured.The throwing of rice, confetti, flower petals, or other such items is not permitted.
Media Coverage & Notices
Subject to prior approval by Rachel Sutherland, Director of Communications & Public Affairs at rsutherland@NDIA.org or (703) 247-2544.
Alcohol Consumption
All applicable laws regarding serving and consumption of alcohol must be followed.
Personal Property
NDIA does not accept responsibility for items brought into the NDIA office space or facilities.
Deliveries/Shipments
NDIA will accept event materials no earlier than one day prior to the event. Packages should be addressed to:
NDIA
Attention: Name of Meeting Planner
2101 Wilson Blvd, Suite 700
Arlington, VA 22201
NDIA will not assume any responsibility for damage or loss of materials, nor for return shipping of materials at conclusion of the event. Any items brought to NDIA must be removed by the client at the conclusion of the event.
Storage space.is limited; please consult with your assigned NDIA meeting planner if the shipment exceeds five boxes. Deliveries received will be charged a storage fee of $10 per box.
Inappropriate Behavior
NDIA reserves the right to require a guest to leave the premises if their behavior is deemed inappropriate or is perceived to be a threat to safety and well-being.
Right to Shut Down Event
NDIA reserves the right to shut down an event at any time. This action might occur if the renter has misrepresented the event or if general behavior becomes inappropriate and presents a danger.
Liability
The licensee is liable for any damage to the premises. NDIA will determine damage. All repairs and replacements will be charged in full to the licensee.
Building Access
The building is open from 7:00 am – 6:00 pm.Outside of these times, you must prearrange for an NDIA employee with a building card to grant access.
Smoking
NDIA is a non-smoking facility.Smoking is allowed outside of the delivery door off the side of the lobby only.