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Explore Our Meeting Space

 

Overview

As a first step, please visit our "Frequently Asked Questions" for information on our rental policies in order to determine if MDC’s meeting space is the right place for your event. If you have determined that you would like to proceed, please send an e-mail describing the event and the requested dates to: spacerental@mdcinc.org.

If the requested date is available you will receive a Space Rental Request Form (which includes details on room configuration, catering, A/V needs).

Submit the Space Rental Request Form at least one month in advance of the requested date. Please note that although we will try to accommodate short-notice requests, we strongly encourage Renters to send email requests for dates at least six weeks in advance of the desired date. Please note that MDC does not accept request forms that are not completed in full or do not provide full event details.

You will receive an e-mail acknowledgment with information about any required documentation and associated fees.

A contract will be issued upon receipt of an approved request form. If your organization is seeking to receive reduced nonprofit rates, please be prepared to provide a copy of your 501(c)3 letter. The contract will include costs associated with your event as well as an invoice. Please sign the contract and return it to MDC along with the additional required documentation mentioned above, if requested. Reservation dates are only complete once a contract has been countersigned by MDC.

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Space Rental FAQs - click a topic below

What is the general process for renting space at MDC?

When is space available for rent?

What does it cost to rent space at MDC?

What are my options for room configuration?

What documentation is required to rent space?

Am I required to do a walkthrough of the space?

How many people can the rooms accommodate?

Can I serve food and/or drinks at my event?

Can I serve alcohol?

What kind of audio/visual equipment do you offer?

Can I play music at my event?

Are there on-site rules or requirements I should be aware of?

When is my reservation final?

How many dates can I reserve at one time?

What type of on-site support is available on the day of my event?

When and how can I advertise my event?

Is there reserved parking available for my event?

What if I need to cancel my event?

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Space Rental Documents

Please see our "Overview" page for information on the overall rental and reservation process. The following documents are required to secure your reservation:

  • A copy of the signed contract
  • A copy of the organization’s 501(c)3 certification letter to be considered for the nonprofit rental fee rate, if requested (Please note the organization name on the 501(c)3 letter must match the organization name on the request forms and contract).

    A copy of the organization’s IRS Form 990 may be requested to verify the organization’s annual revenue for the purposes of determining the applicable room rental fee.
  • Payment for all applicable fees. Payment may be made by credit card, but a convenience fee will be assessed. Checks should be made out to MDC.
  • A Certificate of Insurance (COI), if requested by MDC.

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Rental Fees

Fee payments may be made in the form of check or credit card. Credit card payments will incur a convenience charge of 3.75 percent. The following costs may apply, depending on your needs:

Catering, Audio-Visual, and Equipment Rental Services
Catering and other services are arranged independently but must be communicated to MDC. Payment for these services must be arranged with and made directly to the entity selected. MDC requires that groups obtain needed services from its approved vendor list.

Audio-Visual Support
MDC provides standard A/V support. There is a standard fee for the rental of this equipment which will be listed separately on the event contract and invoice. However, if your event requests an A/V technician to be posted in the room through the event, an approved vendor must be utilized.

Rental Fee
Rental prices are assessed in full-day or half-day increments. MDC has a sliding-scale fee structure for nonprofits interested in renting our meeting space. If you are interested in taking advantage of this nonprofit pricing, please include your organization’s most recent annual revenue from the most recent year’s IRS Form 990 when you submit your Space Rental Request Form, and please be willing to provide a copy of that form, upon request. You may also be asked to provide a copy of your 501(c)3 status determination letter.

Rates quoted are for an eight-hour day. Rooms are available in half-day increments (consisting of four hours) with the related fee assessed at 50 percent of the daily rate. Provision for set-up and breakdown must be incorporated in the rental period. On average, it takes approximately one hour to setup the room before an event and one hour to pack up and vacate the room. For example, if your four-hour event requires one hour for the caterer to set-up and one hour to restore the room to its standard layout, you must request the room for a total of six hours.

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Rental Rooms

LEARNING CENTER

Set-Up
Room configuration: Round tables, Classroom, or Theater (other configurations are available but must be discussed with MDC). In order to avoid damage, renters are not allowed to move furniture.

Accommodates 60 seated at round tables, 64 in a classroom setting, and 110 in a theater-style setup. Setup determines seating capacity. Smaller banquet-style chairs can be rented to increase the seating capacity at MDC’s tables. For example, standard banquet chairs can accommodate approximately 80-100 seated at round tables, 75-80 in a classroom setting, and 120-130 in a theater-style setup. Any furniture not available on site may only be rented from an approved vendor.

To view the most common room configurations for the Learning Center, click here.

Food
Catering may be arranged by the renter through one of our approved caterers, but must also be communicated to MDC.

Technical Capabilities

  • Three projection screens capable of simultaneous or independent projection
  • Three LCD Hi-Definition projectors
  • Multiple microphone options
  • Audio and video conferencing
  • Video recording
  • DVD/CD playback and recording
  • Interactive Whiteboard
  • Mac and PC compatibility
  • Surround sound
  • Wireless internet access

As the building also serves as an office building during the daytime, MDC reserves the right to specify the maximum volume of music at all times.

AUTRY 1 & 2

Set-Up
Room type: Small-group meeting
Standard layout accommodates up to eight people per room. If rooms are combined, the entire space can accommodate up to 20 people.

MDC policy prohibits event organizers and attendees from moving furniture during events. Any unauthorized changes to the layout, including moving furniture, could result in a fine or other punitive measures.

Food
Catering may be arranged by the renter through one of our approved caterers, but must also be communicated to MDC.

Technical Capabilities
Wireless internet access is available in both rooms. Both Autry 1 and Autry 2 are also equipped with a projector screen that descends from the ceiling. Each room also has one whiteboard. Portable LCD projectors are available for rent. Groups may bring their own projector if desired.

As the building also serves as an office building during the daytime, MDC reserves the right to specify the maximum volume of music at all times.

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Approved Caterer List

Please click here to see our most recent list of approved caterers.

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Directions

MDC is located at 307 West Main Street, Durham, NC 27701, in the historic John Sprunt Hill Building, the four-story building located between Corcoran and Chapel Hill streets.

Directions from Raleigh-Durham International Airport or Eastern North Carolina

  1. Follow terminal signs to I-40 West.
  2. Drive about four miles.
  3. Take exit 279B to merge onto North Carolina 147N toward Durham/Downtown.
  4. Drive about eight miles.
  5. Exit onto South Duke Street.
  6. Turn right onto West Chapel Hill Street.
  7. Turn right on Ramseur Street/Downtown Loop to access free, two-hour street parking or the paid lot located behind MDC. Walk around the side of the Self Help building to access the Main Street entrance.
  8. For parking on Main Street, continue on West Chapel Hill Street past Ramseur. Turn slight right on West Main Street.

Directions from Western North Carolina

  1. Drive east on I-40 E/I-85 N.
  2. Take exit 172 to merge onto North Carolina 147 South toward Durham/Research Triangle Park/Downtown.
  3. Take exit 13 for Chapel Hill Street.
  4. Turn left onto West Chapel Hill Street.
  5. Turn right on Ramseur Street/Downtown Loop to access free, two-hour street parking or the paid lot located behind MDC. Walk around the side of the Self Help building to access the Main Street entrance.
  6. For parking on Main Street, continue on West Chapel Hill Street past Ramseur. Turn slight right on West Main Street.

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Contact Us

If you would like more information about hosting an event at MDC, please contact us via e-mail or phone. Please note: e-mail is the preferred method of contact.
E-mail: spacerental@mdcinc.org
Phone: 919-381-5802 x 342

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