Use of Institute Facilities by Individuals or External Organizations
In certain circumstances, some of the common areas of the Institute may be rented by individuals or external organizations for private gatherings.
The following rooms and venues may in certain circumstances be hired for use by individuals and external organizations: (a) Dining Hall, Dilworth Room, Marquand House, areas in the Institute grounds (e.g. pond area); (b) Wolfensohn Hall; (c) Fuld Hall Common Room, West Building Lecture Room, White/Levy Room, Simonyi Hall Lecture Room, Bloomberg Hall Lecture Room; (d) West Building Seminar Room.
With the exception of Wolfensohn Hall, the period of hire must be on a Saturday or Sunday if in the months of September to June. In the case of Wolfensohn Hall, events taking place in the evening will be considered on any day of the week. Events taking place on any day of the week in any of the locations listed will be considered during July and August.
Applications for hire may be made by employees of the Institute (Staff and Faculty), Members of the Institute (during the period of their Membership), Emeritus Faculty, Trustees, Emeritus Trustees, and surviving spouse and partners of deceased Faculty and Emeritus Faculty, for personal use or for use by an external organization of which the applicant is a member. Additionally, applications for personal use of Marquand House may also be made by past employees who have at least 20 years’ service for the Institute, and members of the Founder’s, Director’s and Chairman’s circles of the Friends of the Institute.
Applications should be made in writing to the Director. Where an application is made by a Member or on behalf of an organization whose activities relate to one of the Schools, The Director will consult the relevant School before deciding whether to grant the application. In deciding whether to grant an application, the Director will have regard to the nature and purpose of the event for which the application is made, the level of commitments already made and the need to preserve the tranquil working atmosphere of the Institute. The Director will consult the Executive Officers of the relevant Schools through the Administrative Officers before granting applications for use of rooms in Bloomberg Hall (Natural Sciences), Simonyi Hall (Mathematics), and the West Building (Historical Studies and Social Science). Bookings under this policy should be regarded as provisional until about nine months before the event in case the Institute needs the facility itself. (December 31 for the following September to December; March 31 for the following January to April; and June 30 for the following May to August.)
Applications for personal use will be granted for weddings, birthdays, and Bar and Bat Mitzvahs of the immediate family members of the applicant, provided that the level of commitments already made is not too large. Applications made on behalf of external bodies will be granted only if the purpose of the event is broadly educational or cultural and if it is not for profit. An application will not be granted if it seems possible that there might be conflict between the purpose of the event and the interests of the Institute.
The charges for hire for the various categories listed above are: (a) $3.50 per guest; (b) $250; (c) $125; (d) $50. Additionally there will be charge of $55 per Staff member per hour for maintenance and custodial services including setting up and cleaning up. There will be further charges for the repair of any damage. Any caterers or other vendors to be used must be approved by the Institute. The host and vendors must provide certificates of insurance naming the Institute as certificate holder. All ordinances of Princeton Township, including those relating to noise, must be complied with.