Mississippi Administrative Code › Title 16 - History, Humanities and Arts › Part 5 - Museum Division › Chapter 16 - William F. Winter Archives and History Building › Rule 16-5-16.2 - 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.
				  MDAH 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 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.
C.
Catering:
Food and beverages are allowed for receptions in all rental
				  spaces and must be prepared by a professional caterer or restaurant. Users may
				  be asked to submit menus for approval at least ten (10) working days prior to
				  event. User must supply any/all necessary tablecloths, and all 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 providing a copy to the Museum Division events coordinator 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 of
				  time. The permit holder then is responsible for distributing the alcohol and
				  must take on the responsibilities of being insured and checking identification.
(Miss. Code
§§
										67-3-15,
				  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 by the Winter Building. The 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 spaces within the Winter Building
				  without approval. If approved, Winter Building staff will make the requested
				  adjustment. Floral arrangements brought into the building must come from a
				  professional florist or nursery and must be approved by the 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, etc.)
				  are not permitted on Winter Building 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 adheredto wall, doors, exhibits, windows, or any
				  part of the building.
Any power cords must be thoroughly taped down with "gaffer"
				  tape.
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:
Outside rental equipment is permitted. An outside rental fee
				  may be applied. Audiovisual equipment, tablecloths, chairs, and tables are
				  available for a rental fee. Additional audiovisual equipment may be secured
				  from outside vendors if arranged in advance with the Event Rental Committee.
				  The Winter Building is not responsible for any damage to equipment rented from
				  an outside vendor. The User is responsible for all damages to equipment rented
				  from the Winter Building.
G.
Music / Other Entertainment:
Music or other entertainment must be approved by the 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 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 Event Rental Committee. The User is responsible
				  for the operation, set up and break down of all additional lighting equipment.
				  The User is responsible for any damages to equipment rented from an outside
				  vendor or from the Winter Building.
I.
Parking:
Free parking is located along North Street, Amite Street, and
				  behind the Old Capitol Museum. The Two Mississippi Museums public parking
				  garage may be available, but visitors may need to pay to park. Handicapped
				  parking is available in front of the Winter Building and within the Two
				  Mississippi Museums parking garage.
J.
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 Winter Building. For any events
				  held after hours, it is the responsibility of the User to pay for security.
				  When a Winter Building 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.
K.
Set
				up & Removal:
Users of the facility will 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 are made in advance
				  with the 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 Event Rental Committee.
				  Violation of the set up and removal policy will forfeit the User'ssecurity
				  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 Winter Building, its furnishings, or grounds.
				  Winter Building staff will obtain estimates and supervise all repairs.
Since the Winter Building is administered by the Mississippi
				  Department of Archives and History, a state agency, the User has liability
				  coverage pursuant to Mm.
Code
§§ 11-46- 1 et
				  seq.
M.
Event related
				Videotaping/ Filming/ Photography:
Videotaping, filming, and photography may be made for
				  personal use only. Any type of multimedia related recording of the Winter
				  Building 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 the Winter Building. Any type of commercial
				  recording of the Winter Building exhibits, artifacts, and collections is
				  strictly prohibited without a signed Commercial Filming/Photography
				  Contract.
N.
Restrictions
1. The Winter
				Building a smoke-free facility
(Miss. Code
§§
										29-5-161
				(1972, as amended). Smoking is permitted only in designated areas.
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 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 Winter Building staff.
5. 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
"The Mississippi Department of Archives & History 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 Mm.
Code
				Ann.
§
										27-104-203)
				to other state agencies during regular operating hours (per Two MM Event Rental
				Policy 12.1.E). A state agency may hold an event at the museums 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 the Orientation Room and the
				room must remain in its original setup.