Download pdf - School for Advanced Research Facilities Rental Information April … · 2017-11-14 · School for Advanced Research 660 Garcia Street, Santa Fe, New Mexico 87504-2188 505-954-7200

School for Advanced Research

660 Garcia Street, Santa Fe, New Mexico 87504-2188 505-954-7200 www.sarweb.org Updated:5.03.17

SchoolforAdvancedResearchFacilitiesRentalInformation

April2017

SpecialConsiderations× RentalHours:Weekdays(Mon-Fri)9:00-5:00pm&Weekends(Sat-Sun)9:00-5:00pmandEvenings5:00-8:00pm× Not-for-profitorganizationsandBusinessSponsors($2,500+)receive10%discountonmeetingrooms× 3%transactionfeechargedforallcreditcardpayments× SARparkingassistancestaffingfeeof$64/perhour(2personmin)requiredfor25+cars× Afterhours&facilitystaffingfeeof$64/perhour(2personmin)maybeapplicableonweekendsandevenings× AV/TechAssistanceavailableweekdaysforone-timeset-upfeeof$100(digitalprojector,wirelessaccess)× IndianArtsResearchCenter(IARC)VaultToursandWalkingHistoryToursofferedfor$20pp/pertouron

weekdaysandbasedonavailabilityofdocents× SARisunabletoaccommodaterequestsforweddings,weddingreceptionsorbridalparties

EricS.DobkinBoardroom• $500/weekdayor$100/hourwithafourhourminimum• $1000/weekends&eveningsor$150hourwithafourhourminimum

× IncludesSARseatingsetup,corridor,restrooms,staffprepkitchen× $250refundabledamagedepositrequired× $175set-up/cleaningfeeaddedtoeveryrental

ReceptionCenterMeetingRoom• Onlyopenweekdays8:00am-5:00pm• $150/dayor$75/halfday(4hours)

SchwartzSeminarHouse

Lodging• OnlyavailableinconjunctionwithSARco-sponsoredevent,baseduponavailability• Ten-bedroom,fivebath,one-story;noairconditioning• $75pernight/personforprivateroom(10available)withsharedbath

LivingRoom,DiningRoom&PatioRoomRental• $200/day(pergroup)/weekday• $300/day(pergroup)/weekend

FoodandBeverageService• Breakfast……………………….……………….$15pp• Lunch……………………………………………..$20pp• Dinner…………………………………………….$35pp• Snacksforseminar/meetings………...$30pp

§ Coffee,tea,andfruitinmorning;§ softdrinks,bottledwater,cookies,nutsinafternoon;§ wine/beerandhorsd’oeuvresinevening

§ TotalFoodandBeverageService..…$100pp



FUNCTIONSPACESANDCAPACITY

Size

DobkinBoardroom*16’x34’(AdministrationBuilding)*NoAccesstoBalcony;noairconditioning*Requires$250refundabledamagedepositandone-time$175set-upfee

17’x34’

36

(six48”rd)30 50 30 22 60

DobkinBoardromPatio 30’x35’48

(eight48”rd)48/24 60 - - 80

ReceptionCenterMeetingRm - 15 - - 15 -

SchwartzSeminarHouseDiningRoom - 12 - - - 25

SchwartzSeminarHouseLivingRm&Patio 20/50 - 30 - - 15/50

× GETTINGHERESARislocated15miles/25minutesfromtheSantaFeAirportand65miles/1hourfromtheAlbuquerqueInternationalAirport.TheclosestAmtrakstationislocatedinLamy,NMabout18miles/25minutesfromSantaFe.

× CAMPUSFEATURESTheSARcampusislocatedon7.5acresinaresidentialneighborhoodofSantaFe.Thehistoric1920sadobebuildingsaresurroundedbymaturetrees,terracedgardensandgravelwalkways.Comfortableshoesarehighlyrecommendedduetothehillyterrain.Manyoftheadobebuildingsdonothaveairconditioning.

× INDIANARTSRESEARCHCENTER(IARC)TOURSPrivategrouptoursofthecollectionscanbearrangedonweekdaysonlyfor$20perpersonbasedonavailability.Toursusuallylastanywherefromonetotwohoursbutcanbecustomizedtofityourtimeframe.

× WALKINGHISTORYTOURSPrivategrouptoursofthecampuscanbearrangedonweekdaysfor$20perperson.Explorethefascinatinghistory,stunningarchitecture,andbeautifuloutdoorgardens—includingthefamouspetcemetery—onthe7.5acrecampusoriginallythe1920shomeofAmeliaElizabethWhiteandMarthaRootWhite.IfagroupreservesanIARCtourandaWalkingHistoryTour,thecostis$30ppforboth.

× AV/TECHNICALASSISTANCETechSupportpre-eventset-upisavailableonweekdaysonlyforanadditionalonetimechargeof$100.(Includesdigitalprojector,wirelessaccess).Wi-FireceptionintheDobkinBoardroomisunpredictableduetothewell-constructedadobewalls.



× DAMAGEDEPOSITA$250RefundableDamage/MaintenanceDepositisrequiredforalleventsintheDobkinBoardroom.Portionsorallofthedepositwillbeforfeitedifdamage,extramaintenance,orextraordinarycleanupoccurs.Forexample,redwinestains,brokenglass,damagedequipment,foodonfloor,andmorewillresultinfeescharged.TheFacilityRentalCoordinatorwilldeterminethesefees.Otherwise,thedepositisrefundedapproximatelytwoweeksaftertheevent.

× CLEANINGFEEA$175Non-refundableroomset-up/breakdown/cleaningfeewillbeaddedtoeveryrental.

× PARKING

SARhasthreeseparateparkingareaswhichcancollectivelyaccommodate50cars.TwoSARfacilitystaff($64perhour)arerequiredtoassistwithdirectionalparkingforgroupsexpecting25-50vehicles.SARwouldbehappytoproviderecommendationsforvaletcompaniesforgroupsanticipating50+vehicles.ParkingonGarciaStreetisnotrecommended.

× CATERINGIn-housecateringisonlyavailablefortheSchwartzSeminarHouseinconjunctionwithanSARco-sponsoredevent.GroupsrentingotherSARfunctionspacesshouldhireacateringcompanyoftheirchoice,providedthatthecatererscanprovideproofofinsuranceandafoodhandler’spermit.Allfoodmustbepreparedinanapprovedcommercialkitchen.AllalcoholmustbeservedbyadultswithavalidNewMexicoalcoholserver'scertificateandmusthaveproofoftheirindividualcertificationontheirpersonduringtheevent.

× RENTALS,DECORATIONSandFIRESAFETYPleasemakearrangementstoreceiveanyrentalitems(tables,chairs,linens)beforeandafteryourevent.SARstaffwillnotbeavailabletoreceiveorplacerentalitems.Alldecorationsmustbecontainedonrentaltables,notSARfurnitureorshelves.Pleaseknowthatonlyflamelessbattery-operatedcandlesareallowedoncampus.Nopyrotechnicdevices,smoke/fogmachinesoropenflameareallowed.Nothingmaybenailed,tacked,taped,hung,stapledoraffixedinanywaytothefacility,insideorout.Noartworkmaybeimpededorcoveredbyanystandupsignsoneasels.

× SMOKINGSARisa100%smokefreecampus.Allformsoftobaccouse,includingcigarettes,cigars,smokeless/spittobacco,pipes,e-cigarettesandsnuffareprohibited.Thisappliestoallcampusgroundsincludingparkinglots,patios,officespaces,conferenceroomsandcommonareas.

× TABLES&CHAIRSSARhasfour-6ft.plasticwhitefoldingrectangulartables(nolinens)andsix-8ft.plasticwhitefoldingrectangulartables(nolinens)availableatnocost.Wealsohave60armlessplasticchairsaswellas30chairswitharmsandapaddedseat.Youarewelcometouseourtablesandchairsbutitisadvisabletorenttablesandlinensfromoneofthesuggestedrentalcompaniesonthevendorlist.Whilewearehappytoassistwhenwecan,itshouldneverbeassumedthattheuseofequipmentsuchascarts,handtrucks,etc.willbeavailable.Pleasebesuretoprovideyournecessaryequipmentforeaseofpreparations.



× INSURANCE&LIABILITYAsspecialeventholder,youwillberequiredtoprovidethefollowingproofofliabilitytoSAR:

1. CertificateofInsurance(whichincludesSARasanadditionalinsured)

2. SpecialDispenserPermit(SDP)(PicnicLicense)isrequiredif:a. Eventisopentothepublicb. orAlcoholissold(cashbar)c. orTicketsaresoldfortheevent

IfyoureventrequiresaSpecialDispenserPermit(PicnicLicense)toservealcohol,thelicenseisduetoSARtwoweekspriortotheevent.EventholderorcaterermustvisiblypostacopyofthePicnicLicenseatthelocationofalcoholservice.Asareminder,allalcoholserversmusthaveproofoftheirindividualalcoholserver’scertificationsontheirpersonduringtheevent.MoreinformationonNewMexicoStateregulationscanbefoundatwww.rld.state.nm.usYoumayalsoconsiderpurchasingCare,CustodyandControlLiabilitytocoverpossibledamagethatyouoryourguestsmaycausetothefacility.Pleaseknowyouwillbeheldresponsibleregardlessifyouhavepurchasedthecoverageornot.

× PublicityMaterialsUnlessotherwiseindicated,SARreservestherighttouseyourorganization’snameintheirpublicityandmarketingmaterials.

SuggestedCaterers,RentalCompaniesandPhotographers

× SuggestedCaterers1. AdoboCatering505.989.76742. WalterBurkeCatering505.473.96003. RedMesaCuisinehttp://redmesacuisine.com/505.466.63064. Peas‘n’PodCatering505.438.2877

× SuggestedPartyRentalCompanies

1. SantaFePartyRentalshttp://santafepartyrentals.com505.986.12002. ClassicPartyRentalshttps://classicpartyrentals.com505.344.99073. OccasionsServicesandEventshttp://www.occasionservicesevents.com/505.884.0434,

[email protected]

× SuggestedEventPhotographers1. DanielQuatPhotography,[email protected],505.982.7474,

https://danielquatphoto.com/contact/2. TonyBonannoPhotography,LLC,http://bonannophoto.com



SchwartzSeminarHouseDiningRoom

SchwartzSeminarHouseLivingRoom

DobkinBoardroom

DobkinBoardroom–Classroomset-upwith60chairs



DobkinBoardroomwithsix–48”Rounds

DobkinBoardroomwithsix–48”Rounds

DobkinBoardroomPatio DobkinBoardroomPatio

CottonwoodPatio