Event Arrangements

Event Arrangements. A. Room Selection: The User may indicate site and room preference in the application. The room selection will be stated on the contract. Once the contract is signed and returned, the room selection cannot be changed. User shall not exceed maximum occupancy per fire code. Refer to application for maximum occupancy per area. MDAH the right to remove event participants and/or cancel an event at any time if maximum capacity for the selected room exceeds fire code. B. Approved Vendors: All rentals, floral arrangements, decorations, music, and contracted services must be a professional business and approved by the MDAH Event Rental Committee. Users may be asked to supply a copy of the vendor’s articles of incorporation and business permit prior to the event. Users of the facility must provide a list of all hired vendors (including third party vendors hired by a vendor) with names, addresses, telephone numbers and email addresses and their arrival times at least (10) working days prior to the event. Failure to provide the list may cause the vendor to be denied entry. C. Catering: Food and beverages are allowed for receptions in all rental spaces. The User is responsible for hiring a caterer selected from the MDAH Approved Vendor List. The MDAH Approved Vendor List is updated in January and July each year. A caterer seeking to be added to the MDAH Approved Vendor List must submit a Mississippi Department of Health (MSDH) graded food permit, federal issued ID, and proof of liability insurance for MDAH’s consideration. No food or beverages are allowed outside the rented space. Users may be asked to submit menus for approval at least ten (10) working days prior to event. Tablecloths are available for rent from MDAH. User must supply any/all other necessary utensils, dinnerware, table decorations, service equipment, food, and beverages. The Caterer or User must provide all labor for the event. The designated area must be returned to its original condition after the event, with all trash removed offsite or to an MDAH dumpster behind the Winter Building or Two MM, by the end time designated on the application. Cooking is prohibited within the museum and on the porches. D. Alcohol: Anytime alcohol is served, whether sold or distributed freely, a proper permit from the Mississippi Department of Revenue’s Alcohol Beverage Control (ABC) Division is required. (Miss. Code Sections 67-3-15, 67-3-25). The User is responsible for obtaining the appropriate alcohol permit and providing a copy to the MDAH Event Rental Committee at least seven (7) calendar days prior to the event. Information regarding permits can be found online here: https://www.dor.ms.gov/forms-resources/form-search?division=abc_forms. The permit holder then is responsible for distributing the alcohol and must comply with all applicable laws, rules and regulations. E. Decorations: Set up and decoration plans must be submitted in writing and approved by the MDAH Event Rental Committee 30 days prior to the date of the event. Any changes to the furniture layout made within 48 hours of the event will result in a layout change fee. A member of the MDAH Event Rental Committee or a designee must be present during the event set up. No changes—such as the movement of items on walls, the opening of blinds, etc.— may be made to designated space without approval. If approved, MDAH staff will make the requested adjustment. Floral arrangements brought into the site must come from a professional florist or nursery and must be approved by the MDAH Event Rental Committee or designee ten (10) days prior to the event. These floral arrangements must be completely arranged and ready for placement. No member of the host organization is permitted to arrange flowers on site. Open flames (candles, torches, oil lamps, sparklers, cold sparklers, etc.) are not permitted on MDAH grounds. Battery operated candles are allowed. Glitter is prohibited in any form. Confetti, rose petals, and dry rice are prohibited. Bubbles, dry ice, and smoke machines may be used outdoors only. Free-standing signs must be approved prior to the event. No decorations or signs may be adhered to wall, floor, doors, exhibits, windows, or any part of the building. Any damage to the stone flooring will immediately result in a revoking of the security deposit. Any power cords must be thoroughly taped down with “gaffer” tape provided by MDAH. The User is responsible for providing any/all supplies needed for the event (pens, scissors, paper, print outs, etc.). All decorations must be removed at the conclusion of the event by the end time stated on the contract. Any items left behind shall be disposed of at the discretion of the MDAH Event Rental Committee. F. Equipment: Outside rental equipment is permitted. An outside rental fee may be applied. Audiovisual equipment, chairs, and tables may be available from MDAH for a rental fee. Additional audiovisual equipment may be secured from outside vendors if arranged in advance with the MDAH Event Rental Committee. MDAH is not responsible for any damage to equipment rented from an outside vendor. The User is responsible for all damages to equipment rented from MDAH. Last minute requests for additional equipment cannot be guaranteed. Additional charges may apply. G. Music / Other Entertainment: Music or other entertainment must be approved by the MDAH Event Rental Committee at least ten (10) working days prior to event. The request must be submitted in writing. H. Lighting: Any additional lighting must be approved by the MDAH Event Rental Committee at least ten (10) working days prior to event. The request must be submitted in writing. Additional lighting may be secured from outside vendors if arranged in advance with the MDAH Event Rental Committee. The User is responsible for the operation, set up, and breakdown of all additional lighting equipment. The User is responsible for any damages to equipment rented from an outside vendor or from MDAH. I. Parking: MDAH offers free parking in the Visitor Garage at the Two Mississippi Museums and behind the Old Capitol Museum. Parking is also available on adjacent streets. Handicapped parking is available in front of the Winter Building, within the Two Mississippi Museums parking garage, and the upper parking level of the Old Capitol Museum. Any special parking requests, including reserved parking, must be submitted to the MDAH Event Rental Committee at least ten (10) working days before the event. J. Security: Events must have security. State Capitol Police will be on duty during regular operational hours. For any events held after hours, MDAH has approval from Capitol Police to hire a third party. It is the responsibility of the User to pay for the after-hour security provided by a security company selected by MDAH. The number of officers and hours needed will be decided by the MDAH Event Rental Committee. The cost will be included on the Users invoice from MDAH. K. Set up & Removal: Users of the facility will set up one hour before the scheduled event. An extended set-up time is available for an additional fee with approval from the MDAH Event Rental Committee. Users must return the designated area to its original state within one hour after the event unless other arrangements are made in advance and approved by the MDAH Event Rental Committee. Events starting prior to 9 a.m. may be set up the day before between 4 and 5 p.m. Any use of the building prior to the designated meeting time must be approved by the MDAH Event Rental Committee. The User and vendors must use the loading dock or designated entrance. Items will not be allowed through the front entrance without prior permission. Violation of the set up and removal policy will forfeit the User’s security deposit, and additional fees may occur. L. Damage/Liability Coverage: The User is responsible for any breakage or damage and associated repair costs to the rented space, its furnishings, or grounds. MDAH staff will obtain estimates and supervise all repairs. M. Weddings: A professional wedding coordinator and/or planner must be available the entire wedding day through the cleanup time indicated on contract. One month prior to the wedding, a final walkthrough with the MDAH Events Rental team is required to finalize details. Any changes after the meeting may result in an additional fee. N. Rain Plans If an event is planned for outdoors, a rain plan must be developed in advance. If rain plan is not approved prior to the day of the event, an additional fee will be charged. O. Event related Videotaping/ Filming/ Photography: Videotaping, filming, and photography may be made for personal use only. Any type of multimedia related recording of MDAH exhibits, artifacts, and collections is prohibited unless the User has obtained a Commercial Filming/Photography Contract. Any commercial or professional videotaping, filming, and/or photography requires approval by the Museum Division director or the MDAH director. If approved, a Commercial Filming/Photography Contract will be issued to the User and applicable fees will be charged. A complimentary copy of the media or print must be provided to MDAH. Any type of commercial recording of MDAH exhibits, artifacts, and collections is strictly prohibited without a signed Commercial Filming/Photography Contract. P. Restrictions: a. All MDAH sites are smoke-free facilities (Miss. Code §§ 29-5-161 (1972, as amended). Smoking is permitted only in designated areas. b. Cooking is prohibited within the museum and on the porches. c. Only service animals are allowed in MDAH buildings. d. When events are open to the public and/or the museum galleries are open after regular business hours, all individuals entering the building may be required to go through a security checkpoint and/or metal detector. e. User shall conduct the event in an orderly manner and in full compliance with all applicable laws, rules, and regulations. MDAH reserves the right to conclude any event at any time due to inappropriate or undesirable behavior by User or User’s guests as determined by MDAH staff. f. In order to prevent the appearance of MDAH endorsing a particular cause or event, Users may be asked to include the disclaimer on all forms of advertising stating “MDAH does not sponsor or endorse this event.” g. Due to high demand from the public, state agencies, universities and public junior and community colleges (“state entities”) may only rent space from MDAH four (4) times per calendar year and may rent the Craig H. Nielsen Auditorium and the Nancy and Ray Nielsen Hall of History only once each per calendar year. State entities may schedule an event no more than six (6) months prior to the date of the event.