Event Space Rentals. Rental Information & Contract Packet

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Lynette Kelly
7 years ago
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1 Event Space Rentals Rental Information & Contract Packet

CCHM COMMUNITY ROOM RENTAL GUIDELINES Venue Space Located in Vancouver s 1909 Carnegie Library Building, the Clark County Historical Museum is dedicated to the collection, preservation, and

2 CCHM COMMUNITY ROOM RENTAL GUIDELINES Venue Space Located in Vancouver s 1909 Carnegie Library Building, the Clark County Historical Museum is dedicated to the collection, preservation, and interpretation of the cultural history of Clark County, Washington. CCHM offers rental space in our Community Room and galleries for receptions, parties, and corporate events. This intimate and inviting space provides the backdrop for your memorable party or event in a unique, historic setting. Viewing the exhibitions is always included in the rental rates. Check out the attached PDF of our rental information packet to view the space and our rates. We look forward to being a part of your next event! At 808 square feet, this venue offers an open floor plan with recycled open beam ceiling construction, exposed brick walls, and historical architectural accents. Our Community Room rental includes access to a staging area with sink and non-commercial refrigeration. Rental of the Community Room includes access to all open galleries on the main floor of the museum and ADA compliant restrooms located in the lower level. CCHM provides tables and chairs, set-up as requested and tear-down with each rental. We have 7 tables 6 x2, and approximately folding chairs. You may use your own tables and chairs if desired. Our Community Room can be set up in three main styles: lecture, classroom or seated dinner/buffet. The lecture style seating provides seating for people with use of a lectern for the speaker. The classroom set-up includes tables for attendees to write on and seats A/V accompaniment is provided at the request of the Host for an additional fee. The seated dinner/buffet arrangement provides seating for 30 to 50 people and can be set up as a square, aisles or U-shape. Lecture/Presentation Format

3 Rental Rates & Availability Business Individual Non-Profit/Member 1 st Hour $100 $75 $65 (up to 50 guests) Additional Hour(s) A/V Rental Fee for over 50 guests Rental time begins at the Host s set-up and ends at Host s tear-down. Rental requests should be made to CCHM 21 days prior to the event date requested. CCHM will provide a projection screen at no charge if the Host provides their own a/v equipment. Rentals on Monday and Sunday, when the Museum is always closed, may be available; call for information. Because CCHM is a public museum, facility rentals must fit the schedule of our primary function of serving the community. While public programming must take precedence over rental requests, we will work with the Host to find a suitable alternative in the event the requested day is unavailable. The museum hours are 11AM - 4PM, Tuesday through Saturday. Blackout dates for rentals include: First Thursday evening programs from 5 9 PM (February through November) and First Friday of each month from 5 9 PM for VDA s First Friday Downtown. We will try to accommodate your event request if it falls on a Sunday or Monday. Preferred hours for events are post-close 5 9 PM. Exhibitions The exhibitions within the museum are preplanned and designed to meet the Museum mission and goals. Interpretive panels, paintings, artwork, artifacts or other media may be present in the space being rented. The content of these exhibitions is predetermined. We ask those interested in renting the Community Room to investigate our current exhibition offerings to ensure that the content does not conflict with the event.

4 Heating and Cooling This historic building was built in 1909 and does not have air-conditioning. Rather it is air cooled by fans and a small air conditioning unit mounted in the Community room for your convenience. Most events taking place in the evening will benefit from the location of the Community Room on the east side of the museum building as it is cooler in the evenings. In colder months we have a radiator heat system in place that functions very well and will be in use during the rental time as seasonally appropriate. Payments All Hosts will receive a verbal quote when a request for a rental is received. The final invoice will reflect hours and services actually used and thus may differ slightly from the verbal quote. It will, however, be based on the rates provided in this document and via the verbal quote. The final payments for rentals shall be paid at the conclusion of the event, once the event and clean-up has ended and the event space is returned to the condition it was in at the time the rental began. Damages are administered separately. Dining No food, beverages, service items, service staff, child care or other accoutrements are provided by CCHM. Parking CCHM does not have a parking lot. There is a relative abundance of on street metered parking including handicapped spaces on the north side of the

5 Museum building. Meters are active 7AM 6PM, Monday through Friday. CCHM is not responsible for tickets or fines incurred by guests of the Host or the Host party. Rules & Regulations No exhibit cases or artifacts may be moved by the Host. CCHM reserves the right to decline any requests by the Host for CCHM staff to move cases. No cut flowers, except from a florist, may be brought into the building. No open flames are allowed inside the building. Only battery operated candles are permitted. Smoking and vaping are prohibited in the building and within 25 feet from entrances and windows. Supervised children are welcome at any event. However, we do not provide child care. We require children to be supervised at all times. Music/Bands CCHM does not provide music, DJ, or musical accompaniment. If required for the event, the Host must make prior arrangements and inform CCHM of these plans at the time of the rental agreement. Bands and music must not be vulgar or otherwise inappropriate and must remain at a reasonable volume. Any violation of this section of the Rental Agreement may result in immediate termination of the contract at the request of CCHM staff. Decorations CCHM allows the Host to decorate the rental space with table clothes, table-toppers/centerpieces, flowers, dining accoutrement, and signage or display boards. We do not allow items to be hung from beams, or attached in any way to walls or over any preexisting interpretive panels. All decorations are supplied by the Host and must be removed by the Host at the conclusion of the event.

6 Alcohol CCHM allows the serving of alcoholic beverages to guests at events providing the Host has obtained the correct banquet permit from Washington State. It is the Host s responsibility to obtain this permit and provide a copy of the permit to CCHM a minimum of 7 days prior to the rental date. The following outlines some of the state requirements. More information can be accessed via the following link: A banquet permit is a permit you apply for that allows the service and consumption of liquor at a private, invitation-only banquet or gathering held in a public place or business. Examples include weddings, company banquets, retirement parties, and club, organization or church events. Banquet permits cost $11 per day for your event. A banquet permit is not required when all of the following apply: 1. The event is hosted by an individual, not an organization or business entity 2. Guests are not charged for admission or anything provided at the function (e.g. ice, setup, food, hors d oeuvres, etc.). 3. "Charge" includes donations, dues, fees, or otherwise 4. The event would normally be held in the individual s private home, but is so large that a separate facility is needed to accommodate it 5. The facility where the event is held is closed to the general public during the event and does not have a liquor license 6. There is no business purpose for the event or any financial gain

JBSA-Fort Sam Houston Special Event Planning Guide

JBSA-Fort Sam Houston Special Event Planning Guide Timeline 1 Year Before Event: Place a tentative hold on the function room you desire. Within 15 days of placing your room(s) on tentative hold, a $500.00