EXPLORE OUR MEETING SPACE

Welcome 

MDC would love to help you host your next event. We have distinct spaces on our 4th floor that can be rented to hold meetings, trainings, workshops, seminars, and receptions. Our spaces have character, dedicated guest Wi-Fi networks, built in audio and video systems, and whiteboards, and they boast great views of Downtown Durham’s City Center.

Download our Meeting Space Kit

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. If your organization is seeking to receive reduced nonprofit rates, please provide a copy of your 501(c)3. We will try to accommodate short-notice requests; however, we strongly encourage renters to send email requests for dates at least six weeks in advance of the desired date. MDC does not accept request forms that are not completed in full or do not provide full event details and space is reserved on a first-come, first-serve basis.

MDC may request additional documentation needed and quote the fees associated with your event.

A contract will be issued upon receipt of an approved request form. letter. The contract will include costs associated with your event as well as an invoice. Please sign the contract and return 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.

Space Rental FAQs

What is the process for renting space at MDC?

Step 1 – Send an e-mail describing the event and the requested dates to spacerental@mdcinc.org.

Step 2 – If the requested date is available you will receive a Space Rental Request Form.

Step 3 – Submit your completed Space Rental Request Form, including room configuration, catering, and A/V needs, at least four weeks in advance of the desired date.

Step 4 – You will receive an email acknowledgment with information about any additional documentation needed and the fees associated with your event details.

Step 5 – A contract will be issued upon receipt of an approved request form. Sign the contract and return it to MDC along with all additional required documentation. Reservation dates are only complete once a contract has been issued and countersigned by MDC.

When is space available for rent?

Generally, spaces are available for rent Monday through Friday from 8 a.m. to 5 p.m. except holidays. However, special arrangements may be made to access our spaces before 8 a.m., after 5 p.m., on the weekends, or on holidays (additional fees may apply). Rental rates are quotes for an eight-hour day, but half-day rentals are also available.

What does it cost to rent space at MDC?

Rental rates vary depending on the length of a meeting, the date and time, and the use of A/V equipment. 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 although you will only be charge for the actual duration of your meeting.

MDC has established a sliding-scale fee structure for renting our meeting space to make the space available to the maximum number of for-profit and nonprofit organizations. To determine what your group’s rental rate would be, please provide a copy of your 501(c)3 determination letter if you are claiming nonprofit status and include your organization’s most recent annual revenue from the most recent year’s IRS Form 990.

What are my options for room configuration?
Autry 1 & Autry 2 are smaller rooms, so you will be limited to only a few possible configurations depending upon the size of your group and the seating required to accommodate your group size. The Learning Center is a more flexible space and offers multiple options for room configuration. The cost to configure the room to your group’s needs is included in the room’s rental fee. 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. A limited number of tables are provided by MDC. Any additional tables must be rented from one of our approved vendors. All arrangements should be made independently but shared with MDC. Please see the Rental Rooms section of this page for more details about each room. View our most popular room configurations.
What additional documentation may be required to rent space?

A Certificate of Insurance for liability and property insurance for at least $2 million is required if alcohol will be served, and it may be required for other events depending upon any perceived risk.

Am I required to do a walkthrough of the space?

Walkthroughs are required at least two weeks prior to a contracted event. Renters who are not familiar with the space are highly encouraged to schedule a walkthrough prior to submitting a Space Rental Request Form. If interested in a walkthrough, please e-mail spacerental@mdcinc.org to arrange a date and time.

How many people can the rooms accommodate?

The number of people the rooms can accommodate depend upon the configuration.

The breakout rooms, Autry 1 and Autry 2, can accommodate a maximum of eight people at tables per breakout room or 18-20 people when the rooms are combined. Additional people can be accommodated in each room seated in an auditorium configuration.

The Learning Center’s seating accommodations are varied depending upon your group’s needs. Here are a few basic seating configurations. However, more are available and can be coordinated with your MDC event coordinator:

  • The round-table seating configuration can accommodate 60 people.
  • A classroom configuration can accommodate 64 people.
  • A theater-style configuration can accommodate 110 people.

The entire fourth floor has a maximum occupancy of 232 people, seated and standing.

Other configurations are available. Please use the blank layout of our learning center to design your layout, and share this with your MDC event coordinator. Please keep in mind that every effort will be made to accommodate your request, but furniture sizes may hinder some requests.

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

Yes, food and drinks can be served. The fourth floor has a limited capacity to provide additional heating for food, but all of our approved caterers are capable of providing an assortment of choices from boxed lunches to hot, plated meals.

Groups should arrange for services directly with an approved vendor. However, it is always best to share this information with your MDC event coordinator to ensure that the vendor arrives on time and that an MDC representative is ready to greet them and instruct them on where to go.

Groups are strongly encouraged to consider plans to serve food or drinks prior to submitting a request form since contracts cannot be modified, only canceled, once issued. Any unauthorized food or drinks could result in a fine or other punitive measures.

Bottled waters and a coffee station are included in every rental fee.

Can I serve alcohol?

All groups wishing to serve alcohol must first make arrangements with MDC and provide a Certificate of Insurance for liability and property insurance for at least $2 million. However, even with this approval and insurance, an approved caterer must still serve the alcohol. Groups are not permitted to bring or serve their own alcohol.

MDC has the final say on whether alcohol may be served on site.

Groups are strongly encouraged to consider plans to serve food or drinks prior to submitting a request form since contracts cannot be modified, only canceled, once issued. Any unauthorized food or drinks could result in a fine or other punitive measures.

Bottled waters and a coffee station are included in every rental fee.

What kind of audio/visual equipment do you offer?

The Convening Room offers an array of state-of-the-art technological capabilities:

MDC has the final say on whether alcohol may be served on site.

  • 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
  • Bluray playback
  • Interactive Whiteboard
  • Mac and PC compatibility
  • Surround sound
  • Wireless internet access
Can I play music at my event?

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.

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

Renters are required to provide a “greeter,” or lobby attendant, who is responsible for ensuring that only authorized equipment and invited attendees enter the space. MDC will assist this person whenever possible.

When is my reservation final?

Generally speaking, the space is available on a first-come, first-served basis. Dates will be tentatively held once you receive an email acknowledgment that you have submitted a completed Space Rental Request form (including room configuration, A/V, and catering needs). The dates will be held assuming all additional required documentation is received within one week of the e-mail acknowledgment.

Reservations are final once a contract has been issued and countersigned by MDC.

How many dates can I reserve at one time?

Up to three event dates may be requested at one time. Once the first of these three events has expired, the group is then eligible to request another three event dates.

Reservations are final once a contract has been issued and countersigned by MDC.

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

MDC, a nonprofit organization, is pleased to provide event space for rent, but we can only provide limited on-site support, such as day-of catering coordination, A/V setup, and general event support. We cannot provide equipment, such as computers, copiers, and phones. Any other needed services must be arranged through an approved vendor.

When and how can I advertise my event?

MDC requires that groups do not publicize, advertise, or distribute materials prior to receiving a fully executed contract, countersigned by MDC. Any material containing the name of MDC must be cleared in advance with MDC and cannot be printed or distributed before written approval is given.

Is there reserved parking available for my event?

MDC does not offer reserved parking to event hosts or attendees. There is free one-hour parking on Main Street in front of the MDC building and free two-hour parking on Ramseur Street behind the MDC building, subject to availability. There is also paid parking in the city’s Corcoran parking garage and street-level parking lot, subject to availability.

View a map of parking areas in downtown Durham.

Get more information on driving directions and parking

Please note that all event coordinators and attendants must proceed to the Main Street entrance to enter the building. Instructions will be posted at MDC’s back door providing directions for reaching the Main Street entrance.

What if I need to cancel my event?

In the event that a group should decide to cancel their event at any time after execution of the contract, the following cancellation charges will apply.

  • Submission of space request form to contract signature - No cancellation fee
  • Date of signature to 30 days prior to arrival - No cancellation fee
  • 30 days to 7 days prior to arrival - 25% of total anticipated event costs
  • 7 business days prior to arrival - 50% of total anticipated event costs

 

 

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:

  • Completed Space Rental Request Form
  • 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. 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 will be obtained 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, Equipment Rental Services, and Parking Arrangements
Catering and other services are arranged by the client 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. MDC is also proud to promote and include many minority and woman-owned businesses on our list.

We work to select vendors with proven reputation for excellence and update our approved caterers list frequently. These vendors have toured our facilities and are familiar with the logistics of working out of our space and are responsive and reliable in delivering results.

Audio-Visual Support
Our learning center is equipped with an NEC Audio Visual system. MDC provides standard A/V support for this system during events. 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 a copy of your 501(c)3 status determination or your organization’s most recent annual revenue from the most recent year’s IRS Form 990 when you submit your Space Rental Request Form.

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.

View the most common room configurations. 

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

View our 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.

See a map and get driving directions.

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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