Mississippi Administrative Code › Title 16 - History, Humanities and Arts › Part 5 - Museum Division › Chapter 16 - William F. Winter Archives and History Building › Rule 16-5-16.1 - Event Rental

Current through June 25, 2024
The William F. Winter Archives and History Building (Winter
				  Building) is operated as an archival storage and access facility and also house
				  the administrative offices for the Mississippi Department of Archives and
				  History (MDAH). The Orientation Room, lobby with the front porch,
				  3rd floor rooftop porch North, and
				  3rd floor rooftop porch West have been designated as
				  areas for use by are available for rental by organizations/businesses. The
				  Winter Building will not be available to individuals acting on their
				  own.
A.
Application:
An organization or business must complete an application (and
				  may be asked to supply bylaws and/or articles of incorporation) to rent space
				  in the Winter Building. The Event Rental Committee-consisting of the MDAH
				  director of operations, Museum Division events manager, and director of
				  Archives & Records Services Division-must review and approve all requests.
				  Applications must be submitted electronically using the webform on the MDAH
				  website a minimum of sixty (60) calendar days prior to the event. Requests for
				  a shorter timeframe may be denied.
B.
Contract /Security Deposit
Event reservations are confirmed once the signed contract and
				  the security deposit have been received by the Museum Division events manager.
				  The security deposit will be refunded after the event provided the rented area
				  is returned to its original state. Contracts are valid for fifteen (15) days
				  after issue date.
C.
Rental Fees:
The fee schedule has been approved by the MDAH Board
				of Trustees. Sales tax applies to all fees. If an organization is exempt from
				paying sales tax, a copy of the Letter Ruling from the Mississippi Department
				of Revenue must be submitted with payment (
Miss. Code
§§
									27-65-111).
				Other state agencies or organizations that are prohibited by state law from
				paying fees to MDAH are limited to using the facility only during regular
				weekday operating hours and other restrictions may apply.
Rental fees are invoiced at the time the contract is issued
				  and are due in full thirty (30) calendar days prior to the event.
The
				  event reservation will be cancelled if payment is not received by the due date.
				  The User will be notified of the cancellation and the security deposit will not
				  be refunded.
If the security deposit is paid by credit card, the same card
				  must be used for the rental fee. If the security deposit is paid by check, a
				  credit card may be used for the rental fee. A purchase order is an acceptable
				  form of payment
D.
Cancellation:
If the User sends written notice of cancellation and
				it is received by the museum division events coordinator more than thirty (30)
				calendar days prior to the scheduled event, the User will receive a refund of
				75% of the total. Cancellations fewer than 30 working days prior to the event
				will result in the forfeit of all fees paid.
MDAH reserves the right to cancel an event if the Winter
				  Building is rendered unsuitable due to unforeseen circumstances, and the user
				  will receive a full refund.
E.
Hours of Operation / Building
				Access
1. Public access to the William
				F. Winter Archives and History Building (Winter Building) will be provided at
				the first floor North Street entrance.
2. Daytime events may be held during regular
				operating hours: 9 a.m. to 4 p.m., Tuesday - Friday and 9 a.m. - 1 p.m. on
				Saturday.
3. The Winter Building is
				closed on Sunday and rentals are not available on Mondays.
4. After hours Events may be held: Tuesday -
				Thursday, 5 p.m. - 9 p.m., Friday, 5 p.m. - midnight, and Saturday 2 p.m. -
				midnight
5. The Winter Building is
				handicapped accessible.
6. During
				normal operating business hours, tours of the non-restricted areas of the
				Winter Building may be arranged through the Event Rental Committee. Security
				concerns limit the size of the tour group to
				twelve.