Mississippi Administrative Code › Title 16 - History, Humanities and Arts › Part 1 - Administration › Chapter 1 - Policy for Public Access and Use of the William F. Winter Archives and History Building › Rule 16-1-1.2 - Meeting Facilities and Use

Current through June 25, 2024
A.
Primary
				Use
The Winter Building is operated as an archival storage and
				  access facility and also houses the administrative offices for the Mississippi
				  Department of Archives and History (MDAH).
B.
Organizational Use
The Orientation Room and Lobby have been designated as areas
				  for use by educational, historical, and other non-profit organizations. These
				  areas are available to such organizations only during regular week-day hours of
				  operation. The Winter Building meeting facilities will not be available to
				  private individuals or corporate entities acting on their own. No use of the
				  building may be made by political candidates or political parties in support of
				  a candidate or slate of candidates.
All reservations, proposed meeting plans, and arrangements
				  for an event must be submitted on the Facility Use Application form and must be
				  approved by the Winter Building Director of Operations, Office of Business
				  Services. MDAH may request that an organization supply proof of non-profit
				  status and its by-laws and/or constitution before approving an application.
				  Following approval of the application, a Facility Use Contract must be
				  signed.
C.
Department Co-sponsorship
Organizations or events whose purpose complements or enhances
				  the goals of MDAH may request the Department to co-sponsor an event. Requests
				  for co-sponsorship of an event should be submitted in writing to the Department
				  Director. The decision of the Department Director will be final. If
				  co-sponsorship is approved, it may be shared equally or borne by either the
				  User or the appropriate division of MDAH as determined by prior agreement. Any
				  publicity generated by the User will recognize MDAH as a co-sponsor.
D.
Fire Regulations
The Winter Building is a smoke-free facility.
Smoking
				  is prohibited in all areas of the building.
Open flames including, but
				  not limited to, candles, torches, and oil lamps may not be used in the
				  building.
E.
Event
				Arrangements
Reservations, proposed plans and arrangements for an event
				  must be submitted on the Facility Use Application and must be approved by the
				  Winter Building Director of Operations, who is responsible for ensuring that
				  all policies and conditions have been fulfilled. The Director of Operations
				  will make staff arrangements for non-MDAH events; for MDAH events, the
				  sponsoring division is responsible for staff arrangements. Following approval
				  of the Application, a Facility Use Contract must be signed. Only after the
				  contract has been signed may the Winter Building be publicized as the site for
				  an event.
Any additional use of the building, such as set-up prior to
				  the designated meeting time, must be cleared and approved through the Winter
				  Building Director of Operations.
Basic clean-up is the responsibility of the User and involves
				  removal of all organizational materials, decorations, and any trash generated
				  as a result of the event. Failure to properly clean the facilities could result
				  in a cleaning fee assessment.
Any equipment, material, or decorations brought into the
				  Building must be approved by the Winter Building Director of Operations. This
				  includes, but is not limited to, signage, decorations, banners, cameras,
				  etc
. No materials of any kind may be attached to the walls of the
				  building.
The installation and removal of approved decorations is the
				  responsibility of the User and should be accomplished on the same day as the
				  scheduled event. Some exceptions may be approved. Flowers and plants, live or
				  dried, and similar natural decorations may not be used. Decorations must not be
				  placed in such a manner as to impede the flow of traffic or to obstruct access
				  to stairs or fire exits.
No alterations, such as moving, opening, or closing, may be
				  made to furnishings (blinds, curtains, furniture, chairs) without approval from
				  the Winter Building Director of Operations. If approved, alterations will be
				  handled by the Department staff only.
F.
Security
Security is provided by the Office of Capitol Police,
				  Department of Finance and Administration. Special requirements concerning
				  security will be handled through the Winter Building Director of Operations.
				  Please note that the inability of law enforcement to provide adequate security
				  may require the cancellation of the scheduled event.
G.
Emergency Evacuation
In the case of a severe weather emergency, such as a tornado
				  warning, visitors will be directed to a secure area of the Winter Building by
				  Department staff. Department staff and visitors are instructed to remain in the
				  secure area until the conclusion of the severe weather alert. Although visitors
				  have the right to exit the Winter Building upon initial advisory of the
				  warning, they must make this choice immediately, may not retrieve personal
				  items from the lockers, and may not re-enter the building during the severe
				  weather event, as these actions pose a risk to Department staff and other
				  visitors.
In the case of a fire or a bomb threat, visitors will be
				  directed to exit the Winter Building by a visible and audible alarm system,
				  exit signage, and Department staff. Department staff will further direct
				  visitors to a secure area outside the building. Department staff and visitors
				  are instructed to remain in the secure area until an accounting of all staff
				  and visitors has been completed. Visitors must evacuate the building
				  immediately, may not retrieve personal items from the lockers, and may not
				  re-enter the building until the Director of Operations has declared the
				  building safe, as these actions pose a risk to the Department staff and other
				  visitors.
H.
Fund
				Raising
There shall be no solicitation of funds inside or on the
				  grounds of the Winter Building by any organization other than the Department.
				  Materials for free distribution may be set up in the lobby if directly related
				  to an approved event.
I.
Parking
Limited parking for visitors is located in the Winter
				  Building parking lot on North Street. Handicapped parking is available on the
				  southern end of this lot.
J.
Equipment and Services at the
				Winter Building
The following equipment is available: floor lectern,
				  television monitor and DVD/video-cassette player, and projection screen. The
				  User is responsible for any damage occurring to the equipment during the
				  event.
The Orientation Room may be arranged for auditorium seating
				  with a maximum capacity of fifty for classroom seating.
Trash receptacles are available on request for use inside the
				  building only.
Any equipment needs not available at the Winter Building must
				  be rented at the Users expense, and set up, by the User or by specified
				  professional vendors with prior approval of the Winter Building Director of
				  Operations. Delivery and pick-up times of additional equipment must be cleared
				  through the Director of Operations.
The request for supplemental electrical equipment, including,
				  but not limited to, additional microphones, speakers, lighting, sound
				  equipment, etc., must be approved in advance by the Winter Building Director of
				  Operations. All utilization of electrical or mechanical systems must be
				  supervised by qualified Department personnel.
Staff telephones or paging service will not be
				  available.
All office equipment such as copiers, computers,
				  printers, etc., is the property of the state of Mississippi and is NOT
				  available for use by user organizations.
Staff services are provided by the Winter Building Director
				  of Operations and other designated staff who assist in making arrangements and
				  in managing events. Any Department equipment requested by User will be set up,
				  operated by (if applicable), and taken down by Department staff only.
K.
Refreshments
Food and/or beverages may be allowed in designated areas of
				  the Winter Building during public events sponsored or co-sponsored by MDAH.
				  Food and drink is limited to the Orientation Room and Lobby. The User must
				  supply all necessary tablecloths, utensils, dinnerware, glassware, table
				  decorations, service equipment, food and beverage(s). At the conclusion of an
				  event at which food and/or drink of any type are served, all trash receptacles
				  must be emptied and the trash removed from the building.
L.
Video
				taping/Filming/Photography
Videotaping, filming, and/or photography are allowed in the
				  Orientation Room and the Lobby as long as normal traffic flow is not impeded.
				  Department staff may restrict the use of secondary or auxiliary lights, flash,
				  or equipment.
Any commercial or professional videotaping, filming, and/or
				  photography requires approval and the execution of the Departments Commercial
				  Filming Agreement, which could require a negotiated fee.
Negotiation of fees involves the following issues:
1. intended use of the resulting
				product,
2. commercial or
				non-profit status of producer,
3.
				direct benefit to MDAH and its mission, or
4. demonstrated benefit to the public.
A complimentary copy of footage, video, or print must be
				  supplied to MDAH. All approved televising, videotaping, and photography must
				  contain the approved credit line.