Vendor Guidelines for Special Events
The AFI Silver Theatre and Cultural Center is a state-of-the-art moving image
exhibition, education and cultural center. The AFI Silver Theatre offers a
year-round program of the best in American and international cinema, featuring
a dynamic mix of festivals, premieres, retrospectives, special events, on-stage
guest appearances and education programs. Anchored by the restoration of noted
architect John Eberson's historic 1938 Silver Theatre, the AFI Silver is a
one-of-a-kind facility featuring 32,000 square feet of state-of-the-art theaters, office and meeting spaces, production and broadcast facilities, and reception and exhibition areas. As a rental facility, events take place in our public and private spaces. All vendors contracted by AFI Silver rental clients are expected to adhere to the guidelines listed below when working in our facility.**
The Special Events Manager is the central point of contact for all vendor
relationships. Every event held in the AFI Silver Theatre must be preceded
by a walk-through with the Events Manager, Operations Manager, caterer, client
and necessary event services provider(s) at least one week prior to event date.
Any vendor working within AFI Silver Theatre must have a current certificate
of insurance on file that meets the following insurance limits. The certificate
of insurance must be received by the Special Events Manager prior to the event
- Commercial General Liability — $1,000,000 per occurrence, including
coverage for products liability and contractual liability.
- Liquor Liability Coverage — No liquor may be served by a Caterer on site at AFI Silver without proper licensure from Montgomery County. Caterers holding a license designated by the Montgomery County Liquor Control Board must provide proof of licensure to the Special Event Manager. Arrangements may be made with AFI Silver to provide AFI bar staff and alcohol procurement. Note: AFI Silver bar staff is only licensed for beer and wine service. An additional license is required for the service of hard alcohol.
- Automobile Liability Coverage — $1,000,000 per accident for bodily
injury and property damage.
- Workers Compensation — Statutory Limits.
- Indemnification and Hold Harmless Provisions — Catering firm must agree to
indemnify and hold harmless AFI Silver Theatre from any and all claims, liability,
cost and expenses, arising from any negligent act or omission on the part of
the catering firm, its agents or employees, associated with the use of AFI Silver
Theatre, including injury to guests, AFI Silver employees and catering firm
employees or agents. A signed certificate to this effect must be provided to
AFI Silver by the catering firm.
All arrangements for alcohol, including beverage service and procurement, must
be made through the AFI Silver Special Events Manager, unless a catering firm
possesses a license to serve through Montgomery County Liquor Control Board
referred to in the above section.
Cash bars are not permitted.
As a courtesy to our customers, AFI Silver allows service of red wines and
juices. However, a fee will be assessed for any staining that occurs during
the rental period. A walk-through with the Special Events Manager at the
conclusion of the event is required.
Food and Beverages
No glassware is permitted inside any AFI Silver Theatre Screening Room.
Glassware is permitted in the lobby areas and in the 3rd Floor Media and
AFI Silver does not provide glassware or disposable food and beverage service
ware. Arrangements should be made through caterer or rental company.
AFI Silver is not responsible for any lost or stolen catering equipment or
All caterers must set up in staging areas designated by AFI Silver Special
Events Manager. Approval for staging plan must be obtained from AFI Silver
Events Manager prior to the event.
Floors of designated staging area must be protected by plastic sheeting
as designated by AFI Silver Events Manager.
Approved extensions of staging area must be masked with screens or drapes
provided by caterer.
- All electrical needs for catering must be approved by AFI Silver Special
Events Manager prior to the event.
- No propane or butane may be used for warming or cooking of food on the
- Sterno may be used for food warming.
- Open flames for food preparation, or demonstration, are prohibited.
All vendor deliveries for special events must be scheduled with AFI Silver
Special Events Manager prior to the event date.
Deliveries must be made via loading dock (entrance located on Colesville Road).
AFI Silver does not have public storage spaces. All equipment for special
events must delivered immediately preceding set-up for the event and removed
immediately after the event.
Caterers and vendors must provide their own hand trucks for delivering food or
The license plate number and driver name for any delivery truck entering the AFI
Silver loading dock must be provided to AFI Silver Event Manager three days
before the event.
Access to the third floor is limited to AFI Silver Elevator. Elevator doors
should not be propped open at any time.
A site visit must be arranged with the AFI Silver Special Events Manager at
least 10 days prior to the event date. All event logistics, including, but
not limited to, floor plans, decorations, AV, temporary structures, stage and
lighting, must be approved by the AFI Silver Events Manager 10 days prior to the
Setup times are to be arranged with the AFI Silver Special Events Manager.
Drop tables and staff to collect glassware must be provided at entrances to any AFI Screening Room in use.
No entrances, exits or fire egresses, as identified by AFI Silver Events
Manager, may be blocked by vendor equipment.
Due to the nature of AFI Silver's multi-use facility, all load-in, set-up,
breakdown and load-out taking place during theater operating hours must be
executed in a discreet and unobtrusive manner. Visitor safety and venue appearance must be maintained during set-up and breakdown.
Vendor deliveries and removal must not cause undo wear and tear on the
facility, including, but not limited to, scraping and discoloring of walls,
damage to entrances, etc.
AFI Silver furniture and equipment may not be moved without approval from
AFI Silver Special Events Manager.
Décor and Lighting
All sound, lighting and staging companies must receive prior approval from
AFI Silver's Events and Operations Managers.
A copy of a current certificate of insurance from each responsible company
and subcontractor must be received prior to the event.
No decorations, structure, equipment or banner may be affixed to any portion
of the building without prior approval from AFI Silver Events Manager.
Helium balloons may be used only when properly affixed and weighted. Approval
required by the Events Manager.
All cables or cords must be secured with gaffers tape. All tape must be removed
immediately following the event.
Clean Up and Trash
All trash related to catering services must be removed by the caterer or client
from the premises immediately following the event. Trash must be taken to the
designated dumpster located in the loading dock.
Caterers must provide their own cleaning supplies and agents.
At the conclusion of the event, all prep and event spaces must be cleaned
thoroughly, to include vacuuming, sweeping and mopping as needed.
All trash cans must be emptied and all trash removed to designated dumpster
Solid refuse and large quantities of ice should not be left in the sinks.
At the end of the event, the Catering Captain and AFI Silver Events Manager must perform a walk-through of all areas to ensure building is returned to acceptable condition.
All floral delivery must be scheduled with AFI Silver Events Manager.
All flowers and floral debris must be removed at the conclusion of the event.
All AV contractors must plan and execute their event design under the guidance
and supervision of AFI Silver's Events and Operations Managers.
AFI Silver can provide access to limited A/V equipment to include microphones,
podium etc. Additional equipment and or services must be requested at least 10
days prior to event date. Access to power outlets must be approved by Operations
Manager. Projection equipment is only to be operated by AFI Silver house
Videotaping and photography may be used for archival and non-commercial corporate
and institutional purposes. Permission for videotaping and photography must be
obtained in advance from the Special Events Manager.
A copy of a current certificate of insurance from each responsible company and
subcontractor must be received prior to the event.
Proposed entertainment must be approved by Events Manager.
**AFI Silver Theatre reserves the right to disallow access to the building to a
client or vendor who has violated these guidelines.
Download a copy of Vendor Guidelines for Special Events