Mississippi Administrative Code › Title 16 - History, Humanities and Arts › Part 5 - Museum Division › Chapter 18 - Capitol Complex Event Rental Policies › Rule 16-5-18.2 - Event Arrangements

Current through June 25, 2024
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 vendors
				  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 e 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.
D.
Alcohol:
Anytime alcohol is served, whether sold or distributed
				  freely, a proper permit from the Division of Revenues Alcohol Beverage Control
				  (ABC) Division must be acquired. The User is responsible for obtaining alcohol
				  permit and and providing a copy to the MDAH 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 MDAH Event Rental Committee 30 days prior to the date of the
				  event.
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, 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, doors, exhibits, windows, or any
				  part of the building.
Any power cords must be thoroughly taped down with "gaffer"
				  tape provided by the 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 break down 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 that 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 Users
				  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.
The Mississippi Department of Archives and History is a state
				  agency therefore the User has liability coverage pursuant to
Miss.
				  Code
§§
										11-46-1 et seq.
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. Only service animals are allowed in MDAH
				buildings.
c. 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.
d. 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 Users guests as determined by MDAH
				staff.
e. 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."
f.
				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. A state agency may hold an event at an
				MDAH site 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 using
				a space that stays in its original setup. The Craig H. Neilsen Auditorium at
				Two MM is exempt from the free rentals.