CFR Subpart C

CFR Subpart C
in effect

36 C.F.R. § 1280.60 Permitting use of public areas.

(a) The primary use for NARA property and facilities, including those areas open to the public, is conducting official NARA business. NARA's official business includes educational and public programs and other activities we conduct on our own or in conjunction with government organizations, the National Archives Foundation (“Foundation”) and Presidential library foundations, or other private organizations. NARA uses all of the public areas of NARA property and facilities in the course of conducting official business. (b) We may permit, under the conditions described in this subpart, Federal agencies, quasi-Federal agencies, and state, local, and tribal government organizations to occasionally use certain public areas for official activities (“government organization use”). (c) We may also permit occasional, non-official use of specified public areas for private group activities and events that relate to or further NARA's archival, records, or other interests. The authorities for such use are 44 U.S.C. 2112(e) (for Presidential libraries) and 44 U.S.C. 2903(b) (for other NARA property and facilities). (1) Examples of private use that relate to or further NARA's archival, records, or other interests include, but are not limited to: Meetings and other business activities held by archival, historical, or other professional organizations with a connection to NARA's holdings or mission; activities or events that promote research in, or use or preservation of, NARA holdings; invitation-only screening of film or TV premieres when NARA holdings have been used in the production or when the screening otherwise promotes use of NARA holdings (e.g., documentary film premiere); and dinners, receptions, or other private group events where the connection to NARA is the location itself (e.g., The National Archives Building or a Presidential library) or the opportunity to view NARA exhibits. Private group events may include events of a personal or social nature, such as weddings and wedding receptions, and school-sponsored activities. (2) Each NARA facility with public use space determines whether and what kind of events of a personal nature the facility can support, given the size and configuration of available space, staff availability, and other logistical factors. We also reserve the right to limit the number and size of personal celebrations, and to limit or prohibit activities as part of a private group event that pose a risk to the facility, property, people, or our holdings. If you are interested in holding a private group event at a NARA facility, contact that facility directly for more information. See 36 CFR part 1253 for facility listings and contact information. (3) We may charge fees for private group and government organization use of these public areas and the services related to such use. See § 1280.68. NARA, the Foundation, or Presidential library foundations may collect the fees.

36 C.F.R. § 1280.62 General rules when using public areas.

In addition to the rules listed in subparts A and B of this part, the following rules apply to all government organization and private group use of NARA public areas: (a) You may not characterize your use of NARA property or facilities as an endorsement by NARA of your organization or its activities, or otherwise suggest an official relationship between NARA and your organization if such a relationship does not exist. (b) You may not charge or collect admission fees, or money for other purposes, at the event. (c) You may not use NARA property, facilities, or permission to use a NARA property or facility for any activities that involve: (1) Profit-making; (2) Advertising, promoting, or selling commercial enterprises, products, or services; (3) Partisan political activities; (4) Sectarian or other similar activities; or (5) Any use inconsistent with those authorized in this section. (d) You may not use NARA property or facilities if you or your organization or group engage in discriminatory practices proscribed by the Civil Rights Act of 1964, as amended. (e) You may not misrepresent your identity to the public or conduct any activities in a misleading or fraudulent manner. (f) You must ensure that no Government property is destroyed, displaced, or damaged during your use of NARA public areas. You must take prompt action to replace, return, restore, repair, or repay NARA for any damage caused to Government property during your use of NARA facilities or property, and the facility director may charge additional fees to recoup the cost of any damage that occurs due to your use of the property or facility.

36 C.F.R. § 1280.64 Requesting to use our public areas.

(a) This section provides a general description of the process that different NARA facilities use to review and respond to requests to use their public areas. You should contact a facility before submitting a formal request, to check on availability and to obtain any forms, procedures, or rules that are specific to that facility. (b) National Archives Building and the National Archives at College Park. (1) If you are interested in hosting an official governmental event or meeting at the National Archives Building, you should contact NARA Special Events by phone at 202.357.5164 or by email at specialevents@nara.gov. If you are interested in hosting a private group event at the National Archives Building, you should contact the National Archives Foundation by phone at 202.357.5404, toll-free at 844.723.2155, or by email at events@archivesfoundation.org. Additional information is in subpart D of this part and online at https://www.archives.gov/dc/host-an-event. (2) If you are interested in hosting an event or meeting at the National Archives at College Park, you should contact NARA Special Events by phone at 301.837.1504 or by email at specialeventsa2@nara.gov. Additional information is in subpart D of this part. (3) You will need to submit a written request at least 30 calendar days before the proposed date of your event. Your request will need to include such information as the name of your group and any other organization that is participating, point-of-contact information, the date and time you are requesting, number of attendees, type of event, description of the event, other arrangements you would like to include, and other information about the event to enable us to determine whether we can accommodate it. We may also request additional information. OMB control number 3095-0043 covers this information collection. (c) Presidential libraries and museums. (1) You should contact the Presidential library and museum where you wish to hold your event (see contact information in 36 CFR 1253.3). (2) Depending on what kind of event you want to host, you may be referred to the foundation that supports the library to make the event arrangements and to pay any event fees and costs that apply. Some Presidential libraries are located at shared-use facilities where their library foundations own certain areas and spaces used for private group events and operate those areas and spaces under their rules rather than the rules in this part 1280. (3) For events held in Presidential library areas or spaces that are considered NARA property, you will need to submit a written, signed request to the library you wish to use (see 36 CFR 1253.3 for the address) and complete NA Form 16011, Application for Use of Space in Presidential Libraries. OMB control number 3095-0024 covers this information collection. (d) Archival research facilities and Federal records centers (FRCs). (1) Most archival research facilities and the FRCs do not have any public use areas or spaces. (2) If you wish to request use of public areas at an archival research facility, you must submit a written, signed request to the director of the facility you wish to use (see 36 CFR 1253.5 for a list of addresses) at least 30 days before the proposed date of your event. GSA's rules for requesting use of the facility will also apply if the facility is located on GSA property (see 41 CFR part 102-74, subpart D, Occasional Use of Public Buildings). (3) Your request will need to include such information as the name of your group and any other organization that is participating, point-of-contact information, the date and time you are requesting, number of attendees, type of event, description of the event, and other information about the event to enable us to determine whether we can accommodate it. We may also request additional information. OMB control number 3095-0043 covers this information collection. (e) NARA facilities located on GPO property. None of the NARA facilities that are located on GPO property have spaces available for public use.

36 C.F.R. § 1280.66 How we handle requests to use public areas.

(a) When you ask to use NARA property, we review your request to: (1) Ensure that it meets all of the provisions in this subpart and subpart D of this part; (2) Determine if the public area you have requested is available on the date and time you have requested; (3) Evaluate whether the requested space can accommodate your proposed use; and (4) Determine the fees and costs we will charge for the event. (b) When we have completed this review, we will notify you of the decision. We may ask for additional information before deciding whether or not to approve your event. (c) We reserve the right to review, reject, or require changes in any material, activity, or caterer you intend to use for the event.

36 C.F.R. § 1280.68 Fees for using public areas.

(a) We are authorized to charge fees for occasional, non-official use of NARA public areas, as well as for services related to such use, including additional cleaning, security, and other staff services. We will either exercise this authority directly, or through the Foundation or an authorized Presidential library foundation or support organization. (b) Federal and quasi-Federal agencies, and state, local, and tribal governmental institutions using public space for official government functions pay fees for the costs of room rental, administrative fees, additional cleaning, security, and other staff services NARA provides. (c) You will be informed in advance and in writing of the total estimated cost associated with using the public area of interest. If we collect the fees directly, you will pay the National Archives Trust Fund. If the Foundation collects the fees, you will pay the National Archives Foundation. If a Presidential library foundation collects the fees, they will inform you where to submit the payment.

36 C.F.R. § 1280.70 Additional rules that apply to approved events.

(a) Once we approve your event, you must provide any support people you need to register guests, distribute approved literature, name tags, and other material. (b) We must approve in advance any item that you plan to distribute or display during your use of NARA property or facilities, or any notice or advertisement that refers, directly or indirectly, to NARA, the Foundation, a Presidential foundation or supporting organization, or the National Archives Trust Fund, or incorporates any of NARA's logos or seals (see 36 CFR 1200.2). (c) We must approve in advance any vendor or caterer who will work in NARA facilities. You must comply with all NARA requirements for the use of food and drink at your event. (d) You may not allow or consume food or drink in areas where original records or historical materials are displayed.

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