Meeting Facilities and Use

Meeting Facilities and Use. A. Primary Use The Winter Building is operated as an archival storage and access facility and also houses the administrative offices for the Mississippi Department of Archives and History (MDAH). B. Organizational Use The Orientation Room and Lobby have been designated as areas for use by educational, historical, and other non-profit organizations. These areas are available to such organizations only during regular week-day hours of operation. The Winter Building meeting facilities will not be available to private individuals or corporate entities acting on their own. No use of the building may be made by political candidates or political parties in support of a candidate or slate of candidates. All reservations, proposed meeting plans, and arrangements for an event must be submitted on the Facility Use Application form and must be approved by the Winter Building Director of Operations, Office of Business Services. MDAH may request that an 8:00 a.m. – 5:00 p.m., Monday-Friday 8:00 a.m. – 1:00 p.m., Saturday organization supply proof of non-profit status and its by-laws and/or constitution before approving an application. Following approval of the application, a Facility Use Contract must be signed. C. Department Co-sponsorship Organizations or events whose purpose complements or enhances the goals of MDAH may request the Department to co-sponsor an event. Requests for co-sponsorship of an event should be submitted in writing to the Department Director. The decision of the Department Director will be final. If co-sponsorship is approved, it may be shared equally or borne by either the User or the appropriate division of MDAH as determined by prior agreement. Any publicity generated by the User will recognize MDAH as a co- sponsor. D. Fire Regulations The Winter Building is a smoke-free facility. Smoking is prohibited in all areas of the building. Open flames including, but not limited to, candles, torches, and oil lamps may not be used in the building. E. Event Arrangements Reservations, proposed plans and arrangements for an event must be submitted on the Facility Use Application and must be approved by the Winter Building Director of Operations, who is responsible for ensuring that all policies and conditions have been fulfilled. The Director of Operations will make staff arrangements for non-MDAH events; for MDAH events, the sponsoring division is responsible for staff arrangements. Following approval of the Application, a Facility Use Contract must be signed. Only after the contract has been signed may the Winter Building be publicized as the site for an event. Any additional use of the building, such as set-up prior to the designated meeting time, must be cleared and approved through the Winter Building Director of Operations. Basic clean-up is the responsibility of the User and involves removal of all organizational materials, decorations, and any trash generated as a result of the event. Failure to properly clean the facilities could result in a cleaning fee assessment. Any equipment, material, or decorations brought into the Building must be approved by the Winter Building Director of Operations. This includes, but is not limited to, signage, decorations, banners, cameras, etc. No materials of any kind may be attached to the walls of the building. The installation and removal of approved decorations is the responsibility of the User and should be accomplished on the same day as the scheduled event. Some exceptions may be approved. Flowers and plants, live or dried, and similar natural decorations may not be used. Decorations must not be placed in such a manner as to impede the flow of traffic or to obstruct access to stairs or fire exits. No alterations, such as moving, opening, or closing, may be made to furnishings (blinds, curtains, furniture, chairs) without approval from the Winter Building Director of Operations. If approved, alterations will be handled by the Department staff only. F. Security Security is provided by the Office of Capitol Police, Department of Finance and Administration. Special requirements concerning security will be handled through the Winter Building Director of Operations. Please note that the inability of law enforcement to provide adequate security may require the cancellation of the scheduled event. G. Emergency Evacuation In the case of a severe weather emergency, such as a tornado warning, visitors will be directed to a secure area of the Winter Building by Department staff. Department staff and visitors are instructed to remain in the secure area until the conclusion of the severe weather alert. Although visitors have the right to exit the Winter Building upon initial advisory of the warning, they must make this choice immediately, may not retrieve personal items from the lockers, and may not re-enter the building during the severe weather event, as these actions pose a risk to Department staff and other visitors. In the case of a fire or a bomb threat, visitors will be directed to exit the Winter Building by a visible and audible alarm system, exit signage, and Department staff. Department staff will further direct visitors to a secure area outside the building. Department staff and visitors are instructed to remain in the secure area until an accounting of all staff and visitors has been completed. Visitors must evacuate the building immediately, may not retrieve personal items from the lockers, and may not re-enter the building until the Director of Operations has declared the building safe, as these actions pose a risk to the Department staff and other visitors. H. Fund Raising There shall be no solicitation of funds inside or on the grounds of the Winter Building by any organization other than the Department. Materials for free distribution may be set up in the lobby if directly related to an approved event. I. Parking Limited parking for visitors is located in the Winter Building parking lot on North Street. Handicapped parking is available on the southern end of this lot. J. Equipment and Services at the Winter Building The following equipment is available: floor lectern, television monitor and DVD/video- cassette player, and projection screen. The User is responsible for any damage occurring to the equipment during the event. The Orientation Room may be arranged for auditorium seating with a maximum capacity of fifty for classroom seating. Trash receptacles are available on request for use inside the building only. Any equipment needs not available at the Winter Building must be rented at the User’s expense, and set up, by the User or by specified professional vendors with prior approval of the Winter Building Director of Operations. Delivery and pick-up times of additional equipment must be cleared through the Director of Operations. The request for supplemental electrical equipment, including, but not limited to, additional microphones, speakers, lighting, sound equipment, etc., must be approved in advance by the Winter Building Director of Operations. All utilization of electrical or mechanical systems must be supervised by qualified Department personnel. Staff telephones or paging service will not be available. All office equipment such as copiers, computers, printers, etc., is the property of the state of Mississippi and is NOT available for use by user organizations. Staff services are provided by the Winter Building Director of Operations and other designated staff who assist in making arrangements and in managing events. Any Department equipment requested by User will be set up, operated by (if applicable), and taken down by Department staff only. K. Refreshments Food and/or beverages may be allowed in designated areas of the Winter Building during public events sponsored or co-sponsored by MDAH. Food and drink is limited to the Orientation Room and Lobby. The User must supply all necessary tablecloths, utensils, dinnerware, glassware, table decorations, service equipment, food and beverage(s). At the conclusion of an event at which food and/or drink of any type are served, all trash receptacles must be emptied and the trash removed from the building. L. Videotaping/Filming/Photography Videotaping, filming, and/or photography are allowed in the Orientation Room and the Lobby as long as normal traffic flow is not impeded. Department staff may restrict the use of secondary or auxiliary lights, flash, or equipment. Any commercial or professional videotaping, filming, and/or photography requires approval and the execution of the Department’s Commercial Filming Agreement, which could require a negotiated fee. Negotiation of fees involves the following issues: 1. intended use of the resulting product, 2. commercial or non-profit status of producer, 3. direct benefit to MDAH and its mission, or 4. demonstrated benefit to the public. A complimentary copy of footage, video, or print must be supplied to MDAH. All approved televising, videotaping, and photography must contain the approved credit line. M. Credit Line Any publicity or printed material should include the following credit line: "(name of group) gratefully acknowledges the use of the William F. Winter Building Archives and History Building." In the case of co-sponsorship of an event, MDAH shall be named as co-sponsor.