Blair County Historical Society

Transcription

1 2016 Venue Rental Fee and Benefit Schedule Rates Season May September Off Season October April Option A Grounds Option B Grounds and Visitor s Center Option C Mansion, Visitor s Center and Grounds $300 $400 $800 $250 $350 $750 Venue Options and Benefits Option A: Grounds Option B: Grounds and Visitor s Center Option C: Buildings and Grounds Access to all outdoor space: including use of the outdoor stage. Includes a waiver of the outdoor photo fee. A $50.00 value. Excludes access for restrooms or Baker Mansion. For an additional $ the mansion will be closed to the Public and you will be automatically upgraded to Option B. Access to all outdoor space and Visitor s Center with Restroom Facility. Includes a waiver of the outdoor photo fee. A $50.00 value. Excludes access to Baker Mansion. Includes one BCHS site manager. For an additional $ the mansion will be closed to the public. Access to all indoor and outdoor facilities at Baker Mansion. Includes one site manager and two site guides. Mansion is Closed to the General Public Includes a waiver of the comprehensive photo fee. A $ value. *Rental does not include catering, furnishings, entertainment, or decorating. We may assist in making vendor recommendations or you may use a vendor of your choice. *For weddings: Please note to due space limitations there are no facilities for dress, hair, or make-up; however, our restroom facilities may be used for final prep. Your rental is for a 5 hour event, this excludes time for set up and tear down. Set up may take place 24hrs prior to the event and teardown no more than 24hrs after the event s conclusion. Other arrangements for set up or rental drop off can be made 2 weeks in advance of event. Rates are based on events up to 500 guests. See Photo Contract for Photo Session Policies

2 Please note: The Blair County Historical Society owns and operates Baker Mansion as the Blair County History Center. As Blair County s official history museum, the mansion is open to the general public for tours. The mansion may be open to the public during your scheduled event or photo session. However, guides and staff will work with the photographer or event coordinator on site for full cooperation and consideration in regards to tours and traffic flow. Baker Mansion is a registered historic site, from time to time restoration work is required for the preservation of this historic treasure. The Blair County Historical Society reserves the right to have construction zones on the property at any given time. Construction equipment, tools, and storage units may be present at the time of your photo session and will not be removed or dismantled on site. It is the responsibility of the Client/Photographer/Coordinator to inquire about such possibilities two weeks in advance to help plan and coordinate the event or photo session accordingly. Parking is along Oak Lane and Crescent Avenue, this is shared parking with the Altoona School District, space and availability is dependent upon athletic events at Mansion Park. Please be advised when scheduling your rental. I. Beverage Service: Rental Conditions and Agreement While alcohol consumption is permitted at the facility, alcohol may not be served to minors or anyone appearing to be intoxicated. The Pennsylvania Liquor Control Board requires the necessary licenses and liability insurance to be obtained prior to your event. Our staff will be happy to assist you in advising you for the proper documentation prior to your event. Upon signing this agreement, the client agrees to indemnify and hold harmless Baker Mansion, The Blair County Historical Society, and employees/ members/ volunteers of said organization from any damages, costs or expenses, including reasonable attorney fees, which may arise as a result of consumption of alcoholic beverages by the client and any of the clients guests. II. Ceremony Rehearsals or Event Planning Walk-Thru: The client is welcome to use the venue for a ceremony rehearsal practice one day prior to the wedding or event. However, ceremony practice and walk-thru times must be approved by Blair County Historical Society staff due to the sensitive nature of other scheduled events or operations. III. Event Coordinator: To ensure proper use and care of Baker Mansion, we require that the client appoints an event coordinator by notifying the Blair County Historical Society in this agreement of said coordinator. The Event Coordinator will be responsible for all activities before and during the event. The coordinator will maintain the client s agenda for the rehearsal, ceremony, and the reception. They will also serve as point of contact/liaison/decision maker on behalf of the client with the client s approval in dealing with vendors to include caterer, bar service, florist, entertainment, rentals, etc. and will collaborate with Baker Mansion staff/blair County Historical Society site manager.

3 At the final review, approximately two weeks prior to the event, the client and coordinator must correspond or meet with the Blair County Historical Society Staff to review agenda, floorplan diagram and establish a schedule for set up and deliveries. The coordinator is required to stay for the duration of the event. At the conclusion of the event, the Baker Mansion manager and coordinator will conduct a final walk-thru of the facilities to assess any possible damages or excessive clean up that may have occurred during the event. The security deposit will be handled as addressed in the deposit and security deposit section of this contract. Please note that the coordinator may not leave until the final walk-thru has been completed or the client will not receive the returned security deposit check. IV. Furniture: Baker Mansion is a historic house and county museum. The historic home and museum houses exhibits, historic furniture, and other antiques. We require clients and guests to use the facilities in a respectful manner. Please note that food and beverages will be prohibited in designated areas within the facilities and will be noted by proper signage. V. Hazardous Weather: For the safety of all involved, should hazardous weather occur, the Blair County Historical Society reserves the right to mandate taking shelter, stop alcoholic beverage dispensation, and may require bands or musicians to suspend performances. Shelter may be taken in the Visitor s Center and Mansion during times of inclement weather. VI. Parking: There is ample complimentary parking for all guests. Guests will be directed to park along Oak Lane and Crescent Avenue. Please note the Blair County Historical Society shares this space with the Altoona School District. Parking may be limited during School District events at Mansion Park. When considering rental dates the BCHS staff will advise the client on possible dates. However, if rentals are during playoff seasons, school district events may not be announced with advance notice. When the BCHS learns of such conflicting event the staff will make every reasonable accommodation to facilitate parking and guest access to Baker Mansion. VII. Rental Deposit and Security Deposit: The 50% rental deposit will be due upon your returning this signed and initialed rental agreement. The 50% deposit will secure your date and is non-refundable and non-transferable for any reason including natural disasters, acts of God or terrorist attacks. The 50% balance of the rental fee is due no later than four weeks prior to the event. The $ Security deposit is a separate check that will be due at the final review, no later than two weeks prior to the event. It will be returned to the event coordinator following final walk-thru at the end of the event. Baker Mansion manager on duty will make final determination if there is any excessive clean-up or damage done to the property as a result of your event and, if necessary, the security deposit will be applied towards any needed cleanup or repairs in general.

4 VIII. Tents and Rentals Tents and other rentals are not included in the rental fee. The mansion grounds can accommodate up to 500 outdoor guests, the mansion s visitor s center can accommodate up to 30 indoor guests, and Baker Mansion can accommodate up to 100 guests. Clients are strongly encouraged to use the grounds in conjunction with the mansion. Rental vendors will be consulted on all rental needs and will provide advice to meet your expectations. IX. Vendors: It is required that all pre-approved event coordinators, caterers, and bar services provide the appropriate authorization, licenses, and insurance documentation prior to the final review. All vendors and service contractors are responsible for the cleanup and removal of their equipment, food, bar supplies, and garbage within two hours of the event s conclusion. Any décor/personal/rental items left at the venue must be taken by the Event Coordinator at the end of the evening no items may be left at the venue overnight, unless explicit authorization is granted. X. Final Review Meeting: No later than two weeks prior to Event Attendees: Client/Event Coordinator, Baker Mansion Site Manager XI. Event Coordinator to provide: Agenda, vendor list, timeline, floor plan diagram, and Plan B (in case of Rain) for event. Establish a schedule for vendor set-up, deliveries, and pickup. This includes caterer, bar service, rentals, florists, baker, photographer, entertainment, etc. XII. Security Deposit and Schedule $ security deposit is due. This is a separate check from the balance and will be returned to the Event Coordinator immediately following the final walk-thru at the end of the event. The Baker Mansion Site Manger will determine if there is any excessive clean-up or damage done to the property as a result of your event and, if necessary, the security deposit will be applied towards any needed repairs. A time frame during hours of operation will be confirmed for the ceremony rehearsal, sensitive to any other events that may be occurring. If rehearsal is scheduled during a time when venue is being set up for another wedding that evening, we ask that your wedding party be respectful of those clients and that you limit your rehearsal to wedding party only.

5 XIII. Client and Event Coordinator information and Checklist The coordinator must work with all vendors (music, lighting, rentals, etc.) to determine overall power needs ahead of time and makes arrangements for generators if necessary. *For Weddings: Coordinator will make arrangements for the bridal party for makeup, hair, and dressing at an offsite location due to historic rooms and limitations. Final makeup and hair prep may be completed at the visitor s center restroom given arrangements are made with the site manager for use of facilities. Fireplaces are not in working order and smoking inside the buildings are not permitted. It is up to the individual clients to safely store personal belongings. Please determine ahead of time who will be responsible for clean up at the event s conclusion. Nails, adhesives, and staples are not permitted when placing decorations please use zip ties or fishing wire. The client or vendor is responsible for suppling décor materials, ladders, supplies, and set up equipment. All clean-up, breakdown, and rental pick up must be completed within two hours of event conclusion. Except for the tent. The coordinator is required to coordinate set up, full day of vendor management, timeline, and breakdown of the event. The coordinator must stay until the conclusion of the event breakdown to survey the house and grounds for damages and ensures proper cleanup/breakdown before leaving the property. Please note: if the coordinator fails to check out with the site manager on duty, the client will not receive the security deposit. Event Coordinator Signature Date Client Name Date of Event

6 XIV. Client/Caterer/Bar Service Information All caterers and bar service must fill out an application with the Blair County Historical Society and be pre-approved in order to work in the venue. All caterers and bar services must be licensed and insured and must provide the Blair County Historical Society proof of license and insurance two weeks prior to the event date. All garbage must be removed at event s conclusion The catering and bar service staff representative is required to survey the house and grounds for proper clean-up before leaving the property. Please note, if catering representatives fail to check-out with the site manager on duty, the client will not receive the returned security deposit. Caterer Signature Catering Company Date Client Name Date of Event

7 XV. Client/ Band or Disc Jockey Information We ask that you are considerate and respectful to our neighbors surrounding Baker Mansion We ask that the following guidelines be followed at all times. Music volume must be lowered after 11PM It is up to the Event Coordinator and the band/dj Booking agent to determine power needs and location ahead of time and make arrangements for necessary adaptions. Use of outdoor stage is permitted for Band or DJ Rented dancefloors are permitted on the grounds Indoor performances are permitted only at moderate volume levels and with the approval of the Blair County Historical Society. Band/ DJ Signature Booking Agent Signature Date Client Name Date of Event

8 XVI. Rental Agreement No part of the rental contract or terms may be altered without agreement by both parties, nor may it be transferred or sublet by the renter. Full payment must be received no later than four weeks prior to the scheduled event. Your event date will be reserved upon receipt of this contract, the terms and conditions page, and the non-refundable 50% deposit. Renters Name: Fiancé: Address: City, State, Zip Code: Home/Work/Cell Phone: Type of Event: Start Time: End Time Number of Guests: Ceremony Location: Rental Option (A, B, or C): Event Coordinator: Phone and How did you hear about Baker Mansion? Payment Information Rental Fee: Total Fee: 50% Deposit of Total Fee: (Due with signed Contract) Security Deposit: (Due two weeks prior to event date)

9 Method of Payment Please make all checks payable to Blair County Historical Society Mail to P.O. Box 1038 Altoona, PA attn: Joe DeFrancesco, Executive Director CHECK CREDIT CARD AMOUNT $ VISA/MC/AMEX/DISCOVER # EXP: Security Code: Name on Card: Statement Billing Address: City, State, Zip Code: The individual, agent, or entity signing this contract, along with the event guests and any contracted labor, will hold the Blair County Historical Society, staff, members, and volunteers, and all affiliates individually and jointly not liable for any loss, damage or injury to personal or property resulting from the use, occupancy or possession of the premises, in conjunction to the laws of the United States and the Commonwealth of Pennsylvania. Upon signing this agreement, the client agrees to indemnify and hold harmless Baker Mansion, The Blair County Historical Society, and employees/ members/ volunteers of said organization from any damages, costs or expenses, including reasonable attorney fees, which may arise as a result of consumption of alcoholic beverages or any related event activities by the client and any of the clients guests. I, herby acknowledge that I have read the above rental agreement and foregoing terms and conditions and I agree to the terms and conditions this day of, 20 Renters signature: Print: Blair County Historical Society, Authorized Representative Signature: Print:

10 Photo Session Contract 2016 Rates: Outdoor $50.00 Indoor $50.00 A. Indoor or Outdoor Fee: The Client/Photographer/Coordinator agrees to pay the Blair County Historical Society a session fee of $50.00 two weeks before the session date. The session can be for either inside or outside photos. This is a non-refundable fee. B. Indoor and Outdoor Fee: The Client/Photographer/Coordinator agrees to pay the Blair County Historical Society a session fee of $ two weeks before the session date. This is a non-refundable fee. C. Scheduling/Time: The Client/Photographer/Coordinator agrees to schedule the photo session at least 2 weeks prior to the photo session by notifying the Blair County Historical Society s administrative offices located at Baker Mansion. The Client/Photographer/Coordinator agrees to notify the Blair County Historical Society of arrival time for the photo session. Outdoor time is 90mins and Indoor time is 90Mins. D. Access: The Client/Photographer/Coordinator has total access of outdoor space. Please, note that from time to time exterior work and/or the grounds may be under construction. Please, check with the Blair County Historical Society for any exterior restrictions prior to scheduling. The Client/Photographer/Coordinator has total access to public areas of the interior of Baker Mansion. Please, note that from time to time rooms or floors may be closed due to repair or renovation. Please, check with the Blair County Historical Society for any interior restrictions prior to scheduling. Bridal or individual parties will have access to the visitor s center restroom upon request with no additional charge during regular hours of operation. Note, due to the historic nature of Baker Mansion, there are no guest accommodations. However, during regular business hours, the visitor s center restroom may be used for prep or as a waiting area. If the photo session occurs after business hours, the Client/Photographer/Coordinator agrees to make restroom use requests two weeks prior to the photo session at the time of payment. If the photo session occurs within regular business hours the restroom is free, if it occurs outside regular business hours the use of restroom facility is $10.00.

11 E. Interior Restrictions: The Client/Photographer/Coordinator agrees that in certain rooms furniture may not be used for seating or props with human interaction, due to their historical significant nature. The Client/Photographer/Coordinator is welcome to bring prop seating for the photo sessions. F. Integrity: The Client/Photographer/Coordinator agrees that session conduct and photographs do not compromise the public s trust of the Blair County Historical Society. Conduct must be professional and respectful of professional museum policies. The Blair County Historical Society reserves the right to have staff present for all photo shoots during the session. Nudity and explicit photography is prohibited. G. Payment: The Client/Photographer/Coordinator agrees to make all payments in full 2 weeks prior to the scheduled photo session. Note: The session will not be permitted until payment is received by the Blair County Historical Society. There will be no refund for paid photo sessions in the event of cancellations. H. Liability: The Blair County Historical Society is not responsible for any injuries inflicted upon any participating parties and will not be held responsible for loss/damage of property by Photographer/Client/Coordinator. I. Historic Site and Museum Disclaimer: The Blair County Historical Society owns and operates Baker Mansion as the Blair County History Center. As Blair County s official history museum, the mansion is open to the general public for tours. The mansion may be open to the public during your scheduled photo session. However, guides and staff will work with the photographer on site for full cooperation and consideration in regards to tours and traffic flow. Baker Mansion is a registered historic site, from time to time restoration work is required for the preservation of this historic treasure. The Blair County Historical Society reserves the right to have construction zones on the property at any given time. Construction equipment, tools, and storage units may be present at the time of your photo session and will not be removed or dismantled on site. It is the responsibility of the Client/Photographer/Coordinator to inquire about such possibilities two weeks in advance to help plan and coordinate the photo session accordingly.

12 I. Photo Session Agreement: The Client has read in full and understands the terms and conditions set forth in this contract. Client Contact information: Signature Printed Name Date Phone - - Street City State Zip Date of the Photo Session: Time of the Photo Session: Type of Photo Session (circle one) Outdoor Indoor or Both Use of Visitor Center Restroom Yes or No If restroom use is requested outside of regular hours of operation there will be a $10 usage fee, otherwise if the session occurs within regular operating hours there is no charge. Contact Person if other than Client: Phone: For Credit Card Purchases Call Payment: Checks can be made payable to: Blair County Historical Society Payment can be sent to P.O. Box 1083 Altoona, PA Payment Amount: Note: Payments will not be processed until Blair County Historical Society Authorization is granted, at such time the Client/Photographer/Coordinator will be notified of availability and commitment. Blair County Historical Society Authorization/Approval: Joseph A. DeFrancesco

13 Executive Director Signature Date Thank you for your business!