LAC 25:III.107. Building Use Policy for Events [Formerly §103]

A. The Louisiana State Museum is an historical, cultural, and educational institution whose primary purpose shall be to collect, preserve, and present, as an educational resource, objects of art, documents, artifacts, and the like that reflect the history, art, and culture of Louisiana. B. Use of the Louisiana State Museum facilities for functions and events may be permitted only insofar as such use does not compromise or put at risk the mission, accreditation, or integrity of the Louisiana State Museum and its collections and such use comports with applicable law and the regulations set forth herein. C. Certain buildings and spaces within buildings in the Louisiana State Museum may be designated as being unavailable for functions and events. D. The agency is authorized to determine whether the proposed use, user, and museum or space within a museum meet the eligibility criteria for the agency’s building rental policy for events and whether the request complies with the procedures and requirements set forth in this chapter and applicable laws. E. Procedure 1. Eligible Users. Requests for the use of a Louisiana State Museum building or space thereof for an event or function will be considered from: a. nonprofit organizations with purposes similar to the educational and historical museum purposes of the agency; b. governmental agencies for governmental purposes or events; c. groups, persons, or companies whose proposed use is, in the opinion of the assistant secretary, not in conflict with the purposes of the agency. 2. Eligible Use. Requests will be considered from eligible organizations, agencies, groups, persons, and companies only for use that does not compromise or put at risk the mission, accreditation, or integrity of the Louisiana State Museum and its collections. Such use generally falls into one of two types of events or functions: a. receptions and sit-down meals, which must occur when the museum is closed to the public; or b. business meetings and lectures, which may occur when the museum is open to the public. 3. Capacity. Requests shall state the reasonably anticipated attendance at the event, which attendance shall not exceed the maximum building capacity of the museum as established by the fire marshal. 4. All requests must be submitted in writing (at least 30 days prior to the date of the event is preferred) to allow for proper planning, coordination, and completion of all required paperwork, including but not limited to the required written event agreement. 5. The agency may deny an application if: a. the applicant does not meet the eligibility criteria; b. the applicant has requested to use a museum or space within a museum that is unavailable for use as a venue for an event or function; c. the proposed use exceeds the capacity of the museum or space within the museum; d. the proposed use may put the museum, its collections, or accreditation at risk; e. the agency does not have sufficient staff or resources to support the proposed use; f. the application is incomplete or is not submitted timely; g. the proposed use will interfere with the exhibitions or other programs or activities of the museum; h. the event agreement is not executed timely; or i. the applicant fails to remit the deposit or other amounts when due and payable, fails to present certificates of insurance if required, or otherwise fails to comply with the terms of the event agreement. F. Terms of UseEvent Agreement 1. The terms of use for the event will be established fully in a written agreement between the agency and the host or a legally authorized representative of the host. The event agreement should be completed and executed by both parties at least 30 days prior to the date of the use. 2. The event agreement is specific to the building and the approved use. Terms shall include, but are not limited to: a. the agency will not remove collections or exhibition items to accommodate the event; b. smoking and open flames are prohibited; c. the host is responsible for choosing and making its own arrangements with caterers and vendors. However, the agency reserves the right to reject caterers and vendors that do not comply with the agency's instructions; d. the host is responsible for its own parking arrangements staff, contractors, or guests; e. the host is responsible for arrangements for tables, chairs, audio-visual and other equipment, which must be approved in advance by the agency. At some museums, such equipment may be available at an additional charge; f. the host shall designate an authorized representative to be present for the entire duration of the use. The representative must have decision-making authority to act on behalf of the host. The representative will be responsible for all coordination with the agency.