Ole Jim Policies

The Peikoff Alumni House ("Ole Jim") has policies in place for space rentals.

Please review the following policies to ensure you understand what is required of you and your organization when making a reservation. While making a reservation, you will need to sign an agreement stating you have read the Ole Jim policies and are subject to fines if any policies are violated. So, please read below. Thank you. 

OPERATING HOURS

Business hours are Monday - Friday, 9:00 a.m. - 4:00 p.m. The rooms are also available for reservation after hours and on weekends--except holidays--until 1 a.m.

RESERVATION/CANCELLATION POLICY

The rental fee is due before the time of reservation, otherwise, the reservation cannot be guaranteed. All payments will be processed at least seven days prior to the event. The rental fee will be refunded in full if the reservation is canceled with at least seven days' notice. Reservations canceled with less than seven days notice are subject to forfeiture of the rental fee. Reservation is subject to the availability of the building supervisor.

USER MEMORANDUM

•  The event Host as indicated on the Peikoff Alumni House Room Reservation Request form must be present for the duration of the event. If the Host is not present, the event may not proceed.

• Additional charges will be levied if the party arrives earlier or leaves later than the times indicated on the Room Reservation Request form.

• Gallaudet University may require additional security personnel for events. There will be $50.00 per hour per officer charge for security personnel.

• Candles are prohibited. Flameless candles are fine

• Helium balloons are prohibited on the Upper Level.

• Use of packing tape is prohibited. Use only scotch or masking tape.

• Only the building supervisor may touch the light switch keypad. 

• The event Host must inform the building supervisor before leaving the building after the event.

• The event Host is responsible for ensuring that the party leaves the space as it was found; including, but not limited to:

  • • Removing all items brought by the party, such as food, decorations, and all tape.

    • Cleaning the tabletops, sweeping the floor, and removing all litter and spills, if any.

    • Ensuring that the refrigerator is empty, and the food warmer is cleaned and turned off.

    • Emptying all trash bins and replacing the bin liners. All trash is to be placed behind the building.

    • You are responsible to wipe/clean all surfaces after the event.

• The event Host must inform the building supervisor before leaving the building after the event.

• If these terms and conditions are not followed properly, the event Host will not get the security deposit back.

CATERING SERVICES

The Alumni Office does not cater events. However, anyone planning meal functions are encouraged to use the University's food services.

Cafe Bon Appetit catering 

Kellogg Conference Hotel catering 

ALCOHOLIC BEVERAGES

Gallaudet University’s alcohol license and insurance cannot be used by private parties. Even if a host is an employee of Gallaudet, it is not a Gallaudet University function unless it meets the requirements above. Examples of a private function would be a birthday party or wedding shower hosted by the employee. To use the Peikoff Alumni House for a private function, the host of the event must comply with five (5) requirements:

1. Reserve the location with a deposit more than a month in advance. The host must be an employee or alumni of Gallaudet University.

2. Obtain a District of Columbia Alcohol License. This required DC license enables the host to serve alcohol, and it is typically a one day, site- and day-specific license available from the Alcohol Board of Control. The host is responsible for getting the license and paying the fee (2014 costs: $250 for beer or wine or $350 for beer, wine and hard liquor). The host has a few options:

   1. The host can directly obtain the alcohol license. DC requires a minimum of 72 hours to obtain a one-day alcohol license, and it recommends license issuance a minimum of two weeks prior to the event to ensure that the event can be held. The host must provide all licensing and insurance documentation at least 48-hours before the start of the event, or the reservation will be cancelled.

   2. Alternatively, the host may contract with one of the University’s two management companies with catering licenses for the campus: Flik International (Kellogg Conference Hotel) and Bon Appetit (campus food service). Costs associated with food catering and serving alcohol are between the host and these management companies. University management does not negotiate on behalf of faculty, staff, teachers or students for private events.

   3. Finally, the host can make arrangements with another catering service authorized to do business in the District of Columbia. The caterer must have and provide a valid DC alcohol license.

3. Require that a DC-Licensed Bartender serves alcohol and manages the bar. This is a bartender who has completed the TIPS training and is licensed to serve alcohol in the District of Columbia. The host can directly hire a licensed bartender, or use a licensed bartender employed by a campus management company or other caterer.

4. Be Insured. Hosts are required to have a liability insurance policy that covers alcohol liability and that has a limit of at least $1,000,000. Gallaudet University must be listed as an “Additional Insured” on this policy and get an appropriate certificate of insurance at least a month before the event. The host can directly provide insurance, or use the insurance of a campus management company or other caterer.

5. Plan a safe event. Ensure that the activities are appropriate for the Alumni House environment and account for people who will be consuming alcohol. Offer non-alcoholic beverages and food alongside alcoholic beverages, and support the bartender’s decisions about serving to, and restricting from, particular guests.

Please note: It is the host, the person sponsoring the event and contracting with the Alumni House, who is responsible for all license, bartender and insurance requirements. The host must have all documentation to the Alumni House management prior to the start of the event. Gallaudet University reserves the right, at its sole discretion, to cancel any event that, in its opinion, has not met the licensing or liability insurance requirements. If an event is cancelled due to non –compliance with DC law and the University’s alcohol policy, all funds paid by the host will be forfeited. Under no circumstances will the rental cost of the Alumni House be waived or deposit returned, and the University will assume no financial responsibility for any costs incurred by the host. It is also the sole responsibility of the host, as the contracting party, to read and understand any contractual agreements associated with the event. Examples of these may include the Peikoff Alumni House rental agreement, bartending and catering contracts, liability insurance policies, etc. The University assumes no responsibility to review and approve any contractual documents other that ensuring that they meet the University’s alcohol policy. The University assumes no responsibility to ensure that the arrangements made by the host are appropriate for the activities during the event or adequate for the host’s needs.