Mississippi Administrative Code › Title 16 - History, Humanities and Arts › Part 5 - Museum Division › Chapter 15 - Eudora Welty House And Garden Event Rental Policy › Rule 16-5-15.2 - Event Arrangements

Current through June 25, 2024
A.
Space
				Selection:
The User may indicate their space preference in the
				  application. During hours of operations, access to the Visitor Center is
				  limited to the gift shop, viewing of exhibits, and use of public restrooms.
				  After hours, the User can access the garden and VC for event set-up. Access to
				  staff offices and the upstairs of the VC is prohibited. For after hours events,
				  limited access to the kitchen is available. Use of the stove and oven is
				  prohibited, as is the use of VC dishware, utensils, and food. The space
				  selection will be stated on the contract. Once the contract is signed and
				  returned, the space selection cannot be changed. User shall not exceed maximum
				  occupancy of 50 guests. Refer to application for maximum occupancy per area.
				  Eudora Welty House & Garden 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 or jeopardizes the integrity of the space.
B.
Approved Vendors:
All rentals, floral arrangements, decorations, music, and
				  other services must be contracted to fully licensed businesses. The User must
				  supply a copy of each vendor's articles of incorporation and business permit to
				  the Event Rental Committee prior to the event.
C.
Catering:
Food and beverages are allowed for receptions in the garden
				  and VC and must be prepared by a professional caterer or restaurant. A
				  Mississippi Department of Health (MSDH) graded food permit must be submitted
				  prior to the event. Menus must be submitted and approved at least ten (10)
				  working days prior to event. User must supply any/all necessary tables, chairs,
				  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 the
				  alcohol permit and providing a copy to the Event Rental Committee 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 Eudora Welty House & Garden.
Eudora Welty House & Garden director or a designee must
				  be present during the event set up.
No changes-such as the movement of items on walls, movement
				  of display cases, the opening of blinds, rearranging of chairs and benches
				  etc
.
- may be made to spaces within the Eudora Welty House &
				  Garden without approval. If approved, Eudora Welty House & Garden staff
				  will make the requested adjustment. Floral arrangements brought into the VC and
				  garden must come from a professional florist or nursery and must be approved by
				  the Event Rental Committee ten (10) days prior to the event.
Potted plants are prohibited. 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 Eudora Welty House & Garden grounds. Battery operated
				  candles are allowed. Glitter is prohibited in any form. Confetti, rose petals,
				  bubbles, dry ice, dry rice, and smoke machines are prohibited.
Free-standing signs and demarcations must be approved prior
				  to the event. No decorations or signs may be adhered to wall, doors, exhibits,
				  windows, or any part of the building. Any power cords must be thoroughly taped
				  down with "gaffer" tape provided by the Eudora Welty House & Garden.
All decorations must be removed at the conclusion of the
				  event by the end time stated on the contract. Any items left over three days
				  shall be disposed of at the discretion of the Event Rental Committee.
F.
Equipment:
Outside rental equipment is permitted. Rental equipment such
				  as stages, tables, dance floors, chairs, tables, and audiovisual equipment are
				  only permitted on the Welty House front lawn, camellia room, and in the
				  backyard of the Visitor Center. The Eudora Welty House & Garden is not
				  responsible for any damage to equipment. In the event of bad weather or muddy
				  ground, the Eudora Welty House & Garden reserves the right to make changes
				  to the layout of the event to avoid damage to the historic garden.
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
				  manager and Eudora Welty House & Garden administrator at least ten (10)
				  working days prior to event. The request must be submitted in writing.
				  Additional lighting may be secured from a list of Eudora Welty House &
				  Garden approved vendors. 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.
I.
Parking:
Eudora Welty House & Garden has designated free parking
				  in front of the house and Visitor Center for up to 8 vehicles. Free parking is
				  available on Pinehurst Street, Peachtree Street, and Olive Street.
J.
Security:
Only Capitol Police may provide security at events held at
				  the Eudora Welty House & Garden. No outside security is permitted without
				  written approval from Capitol Police. Capitol Police will be on duty during
				  regular operational hours of the Eudora Welty House & Garden. For any
				  events held after hours, it is the responsibility of the User to pay for
				  security provided by a security company selected by the Two Mississippi
				  Museums. The number of officers and hours needed will be decided by the Two
				  Mississippi Museums. The cost will be included on the Users Two Mississippi
				  Museums invoice.
K.
Set up & Removal:
Users of the facility 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. Events starting prior to 9 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 prior to the day of use. 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 Eudora Welty House & Garden, its
				  furnishings, or grounds. Eudora Welty House & Garden staff will obtain
				  estimates and supervise all repairs.
Since the Eudora Welty House & Garden 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.).
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 Eudora Welty
				  House & Garden exhibits, artifacts, and collections is prohibited.
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
				  Eudora Welty House & Garden. Any type of commercial recording of the Eudora
				  Welty House & Garden exhibits, artifacts, and collections is strictly
				  prohibited without a signed
Commercial Filming/Photography
				  Contract
.
N.
Restrictions:
1. The Eudora Welty
				House & Garden can accommodate a maximum of 50 people on-site.
2. The Eudora Welty House & Garden is a
				smoke-free facility (
Miss. Code
§§
										29-5-161 (1972, as amended). No
				smoking is permitted anywhere on the grounds.
3. Only service animals are allowed in the
				buildings and on the grounds.
4.
				Individuals and individuals acting on behalf of a group may reserve tour spaces
				and purchase tour admission at the Visitor Center. Tickets bought and sold
				through third-party vendors may not be valid.
5. User shall conduct the event in an orderly
				manner and in full compliance with all applicable laws, rules, and regulations.
				The Eudora Welty House & Garden 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 Eudora Welty House & Garden staff.
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) during regular
				operating hours. A state agency may hold an event at the Eudora Welty House
				& Garden one (1) time per agency per year.
7. In order to prevent the appearance of the
				Eudora Welty House & Garden endorsing a particular cause or event, Users
				must include the disclaimer on all forms of advertising stating "The Eudora
				Welty House & Garden does not sponsor or endorse this event."