Mississippi Administrative Code › Title 16 - History, Humanities and Arts › Part 5 - Museum Division › Chapter 2 - Old Capitol Museum Event Rental Policy › Rule 16-5-2.2 - Event Arrangements

Current through June 25, 2024
A.
Room
				Selection:
The User may indicate 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.
				  The Old Capitol Museum reserves 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 approved by the Old Capitol Museum Event Rental
				  Committee. The User must supply a copy of the vendor's articles of
				  incorporation and business permit to the Museum Division events manager prior
				  to the event.
C.
Catering:
Food and beverages are allowed for receptions in the Chancery
				  Court and must be prepared by a professional caterer or restaurant. Only with
				  the approval of the Event Rental Committee are food and beverages allowed
				  elsewhere on the first floor of the museum. No food and beverages are allowed
				  in any of the exhibit areas.
Menus must be submitted to the Museum Division events manager
				  and approved at least ten (10) working days prior to event. User must supply
				  any/all 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 by the end time designated on the
				  application.
D.
Alcohol:
Anytime alcohol is served, whether sold or distributed
				  freely, a proper permit from the Division of Revenue's Alcohol Beverage Control
				  (ABC) Division must be acquired. The User is responsible for obtaining alcohol
				  permit and a copy to the Museum Division events manager prior to the event.
				  Beer and low-alcohol content wines require one type of permit while wines and
				  liquors require a separate permit. Permits can be for a one-time use or for a
				  longer period oftime. The permit holder then is responsible for distributing
				  the alcohol and must take on the responsibilities of being insured and checking
				  identification. (
Miss. Code
§§ 63-3-15,
				  67-3-25)
E.
Decorations:
Set up and decoration plans must be submitted in writing and
				  approved by the Event Rental Committee before an event rental contract will be
				  issued to the User.
The Event Rental Committee or a designee must be present
				  during the event set up.
No changes-such as the movement of exhibits, the opening of
				  blinds and curtains, etc.- may be made to the Old Capitol Museum without
				  approval. If approved, the Event Rental Committee will make the requested
				  adjustment.
Floral arrangements brought into the museum must come from a
				  professional florist or nursery and must be approved by the Event Rental
				  Committee 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, etc.)
				  are not permitted. 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 may be placed in the museum with prior
				  approval of content and location. No decorations or signs may be adhered to
				  walls, doors, exhibits, windows, or any part of the building. Any power cords
				  must be thoroughly taped down with "gaffer" tape provided by the Museum
				  Division events manager.
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 Event Rental Committee.
F.
Equipment:
The Old Capitol Museum charges a rental fee for black
				  tablecloths, tables, chairs, and a public address system in the House Chamber.
				  Electronic equipment is not available. Trash receptacles are available on
				  request for use inside the museum only. Last minute requests for additional
				  equipment cannot be guaranteed. Additional charges may apply.
Outside rental equipment is permitted. An outside rental fee
				  may be applied. User may bring in other equipment with approval ten working
				  days prior to event by Museum. The Old Capitol Museum is not responsible for
				  any damages to equipment rented from an outside vendor. The User is responsible
				  for all damages to equipment rented from the Old Capitol Museum.
G.
Music / Other
				Entertainment:
Music or other entertainment must be approved by the Old
				  Capitol Museum Event Rental Committee at least ten (10) working days prior to
				  event. The request must be submitted in writing.
H.
Parking:
Free parking is located behind the Old Capitol Museum.
				  Handicapped parking is available on the upper level. Any special parking
				  requests, including reserved parking, must be submitted to the Museum Division
				  events manager at least ten (10) working days before the event.
I.
Security
After hours events must have security. No outside security is
				  permitted without written approval from Capitol Police. Capitol Police will be
				  on duty during regular operational hours of the Old Capitol Museum. For any
				  events, held before or after hours, it is the responsibility of the User to pay
				  for security.
When an Old Capitol Museum contract for an after hours event
				  is issued, Capitol Police will be copied on the contract. Capitol Police are
				  responsible for invoicing the User and payment will be made directly to the
				  Office of the Capitol Police.
MDAH is prohibited by law to transfer funds
				  to Capitol Police.
J.
Setup & Removal
Users may set up one hour before the scheduled event and must
				  return the designated area to its original state within one hour after the
				  event unless other arrangements have been made in advance and approved by the
				  Old Capitol Event Rental Committee. Events starting prior to 9:00 a.m. must 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. The User and vendors should use
				  the rear North entrance, unless permission is given to use the front
				  entrance.
K.
Damage/Liability Coverage:
The User is responsible for any breakage or damage and
				  associated repair costs to the Old Capitol Museum, its furnishings, or grounds.
				  Old Capitol Museum staff will obtain estimates and supervise all
				  repairs.
Since the Old Capitol Museum is administered by the
				  Mississippi Department of Archives and History, a state agency, the User has
				  liability coverage pursuant to
Miss. Code
§§
										11-46-1 et
				  seq.
L.
Videotaping/
				Filming/ Photography:
Videotaping, filming, and/or photography may be made for
				  personal use only.
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 the Old Capitol Museum. Any type of
				  commercial recording of the Old Capitol Museum exhibits, artifacts, and
				  collections is strictly prohibited without a signed Commercial
				  Filming/Photography Contract.
M.
Restrictions:
1. The Old Capitol Museum is a smoke-free
				facility (
Miss. Code
§§
										29-5-161
				(1972, as amended). No smoking is permitted.
2. No weapons are allowed in the
				building.
3. Only service animals
				are allowed in the building.
4.
				User shall conduct the event in an orderly manner and in full compliance with
				all applicablelaws, rules, and regulations. The Old Capitol Museum reserves the
				right to conclude any event at any time due to inappropriate or undesirable
				behavior by the User or the User's guests as determined by the Old Capitol
				Museum staff.
5. In order to
				prevent the appearance of the Old Capitol Museum endorsing a particular cause
				or event, Users may be asked to include the disclaimer on all forms of
				advertising starting, "The Old Capitol Museum does not sponsor or endorse this
				event."
6. As a state agency
				(established by
Miss. Code Ann.
§
										37-33-153
				) MDAH is not allowed by law to charge for services (per
Miss. Code
				Ann.
§
										27-104-203)
				to other state agencies during regular operating hours (per Old Capitol Event
				Rental Policy 2.1.E). A state agency may hold an event at the museum one (1)
				time per quarter with a total of four (4) events per agency per year. State
				agencies using the facility free of charge are limited to one (1) of the
				following spaces: the classroom or House Chamber. Rooms must stay in original
				setup.