Purpose

The Baldwin House is named for Ms. Eleanor R. Baldwin, a longtime Boca Raton resident and Broward County high school teacher. Ms. Baldwin’s intention for making this contribution was to provide FAU with a facility to assist the institution in meeting its community based goals and to provide a cornerstone on which University traditions will be built.

The Baldwin House is an events and reception facility as well as private residence for the President. The purpose of the house is to present a gracious setting for the University to extend its hospitality and to celebrate its achievements. These types of events will center on gatherings for faculty, students, or alumni, recognition of donors, academic milestones, and volunteer appreciation.

Types of Events that may be hosted

The Baldwin House is an appropriate site for several types of functions, although only one event takes place at a time. The house can accommodate up to 175 people standing for a reception. If theater style seating is required, that number will be reduced.  The Grand Ballroom provides seating for 100 guests. It also will hold a hollow square meeting table for approximately 35 people. The dining room has a fixed table which seats 20 people. The lounge will hold 10-15 people and has a large-screen television. The lanai is covered and extends from the Grand Ballroom.   In addition, the back yard provides a stabilized area of 60’ X 120’ for erecting large tents. Electrical power is available.

Parking is available on site and valet service may be contracted for individual events. There are approximately 28 paved parking places, with several handicapped designated spots. There is an additional area on the property that will accommodate another 40 automobiles. This parking is on a hardened grass surface, similar to the tent area. Valet service may be necessary for large functions and will be the event sponsor’s expense.

Guidelines

Although the President is the official host of each event, for all internal events, the Provost or the Vice President who oversees the area requesting the use of the House must be in attendance.  This provides for the rare instance where the President may be unable to attend after the event has been approved and invitations have been sent.  The President may co-host an event with a university affiliated organization, or community organization in which case an appropriate representative will be designated as an Event Contact. The Event Contact will be responsible for organizing and staffing the event.  The President is always listed first as a co-host as the facility is her residence.

Fiscal Responsibility

The responsibility of paying for events rests with the sponsoring organization(s). While the President may host an event, it may primarily benefit one college or department, and that department will be responsible for the cost. The fiscal responsibility for each event will be determined as the event is being scheduled on the President’s calendar.  Before an event can be approved, the sponsoring department must confirm that it has adequate funds available to appropriately host an event at Baldwin House.

Scheduling an Event

Event requests should be made at least three months prior to the desired event date through the facility director via the Baldwin House website http://wise.fau.edu/president/baldwin/reservations.php

The facility director, the President, and the President’s Special Assistant will review each request based on the appropriateness of the request, the availability of the President, the existing schedule for the Baldwin House, and any other major events that may be occurring around the same time on campus or in the community.   The facility director will send a decision via email to the Event Contact within seven to ten (7 – 10) business days following the request, as well as any necessary modifications and the appropriate next steps.     

Contract Services  

Upon approval of the event, the Event Contact will meet with the facility director to discuss planning details and complete a facility use contract.  For any event requiring food service, Chartwells is the campus food service provider and is the exclusive caterer for the Baldwin House. Please review University Event protocols beforehand in the Special Event Planning and University Protocol Standards and Guidelines.