The Colorado Springs Pioneers Museum builds a lasting connection to the Pikes Peak region by preserving and sharing our cultural history.

Transcription

1 The Colorado Springs Pioneers Museum builds a lasting connection to the Pikes Peak region by preserving and sharing our cultural history. FACILITY RENTAL GUIDELINES Effective as of March 2017 POLICY FOR SPECIAL EVENTS The special events policy is written to encourage museum use and thereby increasing community awareness of the Colorado Springs Pioneers Museum (CSPM). This policy is intended to promote, in a responsible and professional manner, the use of the facilities for private functions and activities. Selecting CSPM as a special event site offers an organization a creative way to support the museum, while ensuring that the event has a unique cultural dimension. The Colorado Springs Pioneers Museum is committed to its mission of building a lasting connection to the Pikes Peak region by preserving and sharing our cultural history. Private events which have the objective of increasing awareness can be consistent with this primary purpose as the museum s extraordinary collections can be shared with event attendees. All such functions are encouraged to include, as an integral component, the opportunity for viewing these collections. Events are expected to harmonize with the character and mission of the museum, conform to established CSPM policies, and not interfere with normal operations. Use of the facility is allowed only when it does not conflict with the museum's schedule of exhibits, programs, restoration, maintenance and/or regular hours of operation, unless approved by the museum Director. Any museum function or project will take precedence. The museum reserves the right to review event plans to ensure that they are compatible with the museum s mission and do not create any hazard or impose undue hardship to its collections, exhibitions, facilities, grounds, staff or patrons. Preference is given to programs that are museum-related or educational. Programs of a distinctly political or religious nature are not permitted. Provisions for use are stipulated in this policy. City code requirements may also be applicable. Failure to abide by the museum's guidelines for use may result in charges for damages and disqualification from further use. CSPM is available for use by the community for weddings, receptions, meetings, lectures, corporate hospitality events and other community functions. Nonprofit and other fundraising events are permitted if the fundraiser is not in conflict with the museum s own fundraising efforts or considered to be in conflict with museum goals. Silent auctions and ticket sales are allowed. CSPM reserves the right to make exceptions on a case-by-case basis. A fee is required for each event held at the museum. The amount depends on spaces requested, time spent in the museum, staffing requirements and equipment needs. The museum is a non-profit organization and does not charge tax or service charges for its services. Page 1 of 9

2 MUSEUM SPACE USAGE POLICY Consideration of all event requests will be based upon proposed use of the facilities in relationship to the museum s mission, availability of space, the timing of the proposed event in relationship to other events and museum functions already planned, and the ability of the museum staff to accommodate the intended use. The building will be open for your access at the time designated on the contract. This schedule can be adjusted up to two (2) weeks before the event. Likewise, a representative of the Client authorized to incur charges will be on the site as long as its guests, staff or caterers are using and cleaning the facility. Only staff members of the museum may provide access to the building after hours. Under no circumstances will Applicant/Sponsor be allowed on the premises after hours without prior arrangement with the museum. Only the second and third floors are open to the public. No furniture or equipment may be moved without permission from museum Event Coordinator and will be supervised by CSPM staff. It is prohibited to move any exhibit cases or artifacts. In the Division I Courtroom, prior approval is required for all use behind the bar, and a museum staff member must be present in the courtroom at all times. History museums operate differently than other event venues. Interested parties are advised to read and understand all elements of this policy document to avoid misunderstanding in the use of event space and event coordination at CSPM. RESTRICTIONS AND RIGHT OF TERMINATION The Colorado Springs Pioneers Museum is first and foremost a history museum and charitable institution that has a need to protect the objects displayed, including those in Alamo Square Park and gazebo. The museum reserves the right to refuse to make its facilities available to prospective users for any reasons it deems inappropriate. The museum Event Coordinator shall seek authorization for events that do not completely subscribe to the established policies but acceptance is at the discretion of the museum Director and not negotiable. In the event CSPM determines any violation of its policies, applicable laws, ordinances or regulations with intended use of its premises and/or equipment, the museum reserves the right to cancel the function at any time, and no monies paid up to that point will be refunded. The museum also reserves the right to change or amend this Policy for any reason at any time, without advance notice, including, but not limited to, procedures regarding life, safety codes, insurance requirements, building codes, or other legal issues. Nevertheless, CSPM will endeavor to notify of any material changes at the earliest reasonable date. The following guidelines notwithstanding, the over-riding condition regarding use of CSPM facilities assumes that users will leave the building, collection and park in the same or better condition than they found it. It is the responsibility of the Client to have an understanding with their staff, volunteers, caterers or other agents and representatives that clean-up, repair of any breakage or other mishaps are the Client s responsibility. SECURING A RENTAL DATE To secure a rental date, the Client must confirm the date, time and estimated attendance with the museum Event Coordinator. If confirmed, a Facilities Use Request Form/Contract will be sent to the Page 2 of 9

3 Client at which time the deposit will be due. Once the cost estimate of the event s details has been determined an Event Worksheet will be provided. At that point the remaining fees will be due no later than thirty (14) days in advance of the event. FINALIZATION OF EVENT PLANS Certificates of insurance and any known changes must be given to the museum Event Coordinator at least two (2) weeks prior to the event. Any final arrangements, including guaranteed attendance and logistics, will be confirmed five (5) business days in advance of the event date at which time any additional matters must be confirmed and arranged and any additional costs will be due. SPACES AVAILABLE The following space may be available for rental: Interior Spaces Main Floor Lobby -Can hold up to 12 round tables, 10 seats each; food and drinks can be served in this area, either as a buffet or traditional dinner. This area can host up to 300 standing and is excellent for weddings, receptions and corporate hospitality events. Henderson Gallery -Located off the Main Floor, this room can hold up to 6 rectangular tables or 50 individual chairs(theater style seating); food and drinks can be served in this area. This room is ideal for a small group or meeting. Education Room Located off the Main Floor, this room can hold up to 20 people in a round-table format; food and drinks can be served in this area. This room is ideal for a small group or meeting. Third Floor Gallery - Food and drinks are prohibited in this area, except for museum-only sponsored events and at the discretion of the museum Director. Division 1 Courtroom Located on the Third Floor, this space can seat 180 people; ABSOLUTELY NO FOOD OR DRINKS ALLOWED. This area is excellent for wedding ceremonies, meetings, lectures and programs. Division 3 Courtroom Located on the Third Floor (unrestored area, only available upon request and by special permission); ABSOLUTELY NO FOOD OR DRINKS ALLOWED Galleries and exhibit spaces on both the Main Floor and the Third Floor; ABSOLUTELY NO FOOD OR DRINKS ARE ALLOWED IN EXHIBITS. These spaces are closed during events unless otherwise requested and approved by the museum Director. Entire Museum The entire facility, which includes both floors and the galleries, are available upon request. Exterior Spaces Alamo Square Park Park Gazebo The Main Lobby will remain open and functional for all museum operating hours (Tuesday- Saturday-10 a.m-5 p.m.). Sundays and Mondays available by request and may incur additional fees. Events taking place in the Main Lobby cannot begin setup until 4:30 p.m. All other spaces are dependent on availability. All events must end by 11:00 p.m.; last call for alcoholic beverages must be no less than one half hour before the scheduled end of an event. Available Discounts (501c3, Membership) 501c3 organizations are eligible for a 25% reduction on rental rates. Proof of status may be required. Page 3 of 9

4 Per the membership benefits matrix, members at the $500 or higher levels are eligible for reduced or complimentary rates. No double discounting applies whereby a museum member s discount can be added in addition to the 501c3 discount. Staff time cannot be discounted. Cancellations Cancellations must be received in writing thirty (30) days prior to the scheduled event. If the Client cancels the event thirty (30) calendar days or less before the event is scheduled to take place, they will owe the entire remaining balance of the rental fee which must be paid at the time of cancellation. Contracts, Deposits and Payment Schedule Upon approval of an event date and space, the Client will receive a Facilities Use Request Form/Contract. A signature and nonrefundable deposit will be required to secure the date. The deposit due at signing is 20% of the total estimated cost and will be applied to the balance of the event if there is no damage, special clean-up or other out-of-pocket expenses incurred by CSPM. The Event Worksheet will include a description and cost estimate of your event. Full payment of estimated event costs is due prior to the event date. Any final arrangements, including guaranteed attendance, will be confirmed five (5) business days in advance of the event date at which time any additional matters must be confirmed and arranged and any additional costs will be due. CSPM will charge a returned check fee of $20 on every check that is returned by a bank as unpaid. The check may be unpaid for any number of reasons, including but not limited to insufficient funds or account closed. This fee represents the costs of handling and collecting the dishonored check. A final invoice, accounting for any additional differences or staffing needs, will be provided within two (2) weeks following the event and is payable upon receipt. Confirmation of a reservation cannot be considered definite until: 1. The date, time, location and expected number of guests have been agreed to in writing by The Colorado Springs Pioneers Museum and the reserved date has been confirmed on the museum's calendar. This will be documented in the Facilities Use Request Form/Contract. 2. A proof or sample of the invitation and other materials promoting the event has been provided and approved by prior to printing or sending. Other arrangements that have to be finalized in advance of the event 1. A Facilities Use Request Form/Contract is signed and returned to the museum Event Coordinator. 2. The nonrefundable deposit has been received. 3. A Final meeting has taken place with the Client to secure the logistic and equipment needs and itinerary. 4. Full payment, based on the estimated event costs, has been received. 5. The organization/client has delivered a certificate of insurance showing that such organization has in force bodily injury and property damage liability insurance in an amount of no less than $1,000,000 combined single limit and certifying that The Colorado Springs Pioneers Museum is named as additional insureds under such policies for the duration of the event. Facilities will not be available without this coverage. Page 4 of 9

5 Damages Facilities, premises or equipment cannot be altered or damaged. Nails, hooks, tacks, or screws and the like cannot be used nor can adhesives for any signs, posters, notices, or graphics of any nature. If such is done, with or without permission, and damages occur, repair costs will be assessed to restore premises to their original condition, ordinary wear and tear excepted. A surcharge of $ may be assessed for any damage or carpet soiled by food or drinks. The decision to impose this charge rests solely with the museum Director. It is the responsibility of the Client to make caterers and other vendors aware of these rules. Catering Services All caterers will be required to have on file with the museum current and appropriate documents pertaining to certification and licensing by a Colorado county health department and any current business licenses, to include liquor licenses. Caterers also need to provide CSPM with proof of insurance. These documents must be presented prior to an event taking place at the facility. The museum can provide a list of preferred caterers with necessary documents on file. No cooking of food is allowed on the premises. As is the case for all spaces and equipment, areas where food is being served must be left in clean condition. Food, trash, garbage and items must be removed immediately following the conclusion of the event. Food may be served only in locations specifically agreed to in advance and is prohibited in galleries. Table linens must be provided and used on all tables, and removed by the Client or caterer upon the conclusion of the event. Table linens must be provided by the Client or its agents. Please also take necessary measures to prevent heat or water damage to the tabletops. No open flames (sterno, etc.) can be used for heating food. Only electric food warmer systems are allowed. The use of, beverage, or decorative water fountains is prohibited inside the museum. Caterers are required to clean all surfaces and dispose of trash throughout, including all food service and preparation areas. All food and beverages must be provided and served by museum approved services and none may be sold; Food and beverages are not allowed in gallery spaces. Alcohol White wine and beer may be served only at private events, not public events. A TIPS certified and insured bartender is required. Additional liquor liability insurance may need to be provided. Cash bars are prohibited. Red wine and champagne may only be allowed upon prior approval from the museum Event Coordinator (due to the chance of damages on carpets and furnishings). Liquors and spirits are not permitted. The Client may be required to contact the City Clerk s Office to determine the need of a Special Events Permit. Décor & Decorations Plans for decorations, including but not limited to floral, centerpieces, signs and banners are subject to advance approval by the museum Event Coordinator and may only be provided from an approved florist. No objects from the museum s collection may be used for or as decoration, nor will objects and exhibit cases be moved to accommodate a rental event. Potted plants, foliage, wildflowers or home garden flowers are prohibited. This requirement exists to protect the collection from insect infestation. No tape, staples, nails, tacks, screws, wires, pins, hot glue guns, tacky putty, or any other fasteners or adhesives may be used on the walls, furniture or architectural elements inside or outside the museum. Page 5 of 9

6 Open flame is prohibited inside or outside of the museum. No sparklers or fireworks may be used inside or out as these pose a fire and safety hazard to both the museum and your guests. Prohibited items include but are not limited to rice, seeds, petals, glitter, confetti, bubbles, shaving foam, aerosol spray string, or loose straw may not be used inside or outside the museum. Loose natural items are prohibited. No use or operation of fog machines, explosives or pyrotechnics is allowed inside the facility. Also not permitted are engine, motor or machinery or use oils, burning fluids, camphene, kerosene, naphtha or gasoline or any other flammable chemical, for either mechanical or other purposes or any agent other than electricity for illuminating the premises. Cooking is not allowed on the premises. All décor must be removed from the event areas that same day or night (by 1 hour after the close of the event) unless alternative arrangements have been made prior to the event. CSPM is not responsible for any items left after an event. Decoration of any kind left behind after an event is subject to a mandatory $500 clean-up fee to be paid by the Client. Deliveries Client must provide advance notice to the museum Event Coordinator regarding deliveries and pick-up schedules for rental or catering items. All delivery personnel must be escorted by museum personnel through non-public and/or gallery spaces. CSPM is not responsible for items ordered outside the museum or for ensuring the safety or security of said items. Evacuation Should it become necessary to shut down or evacuate the premises for reasons of public safety, or safety of the collection and/or premises, use of venue for a sufficient time to complete an event will be provided without additional charges, providing such times do not interfere with another scheduled use of the venue. If it is not possible to complete an event or activity, rental adjustment shall be considered at the discretion of the museum Director. Giveaways or Items for Sale Plans for attendee giveaways are to be preapproved by the museum at the time of the application. The museum store offers an outstanding selection of books, local artisan items and reproduced archival photos for purchase. A 10% discount for event rentals may apply. If items are not procured through the museum store the museum has final authority to decide if items are appropriate and not in conflict with museum interests. The museum Event Coordinator shall seek authorization for circumstances that do not completely subscribe to the established practices but acceptance is at the discretion of museum leadership and not negotiable. The Colorado Springs Pioneers Museum reserves the right to make clarification and/or exceptions on a case-bycase basis. Guarantee Client shall notify the museum Event Coordinator five (5) business days in advance of the event of the final number of persons the Client guarantees. The guarantee shall not exceed the maximum capacity of the areas within the facility in which the event will be held. The museum will count the actual number of attendees. If a Client fails to notify of the guaranteed attendance within the time required, the event will be staged and prepared to serve the number of estimated people in the Event Worksheet which will then be deemed to be the guarantee. Page 6 of 9

7 Holds and Date Conflicts CSPM provides a courtesy hold of fifteen (15) days from the date of your request or forty-eight (48) hours after written or telephone notice to the Client that there is a conflicting request for the same date, whichever is shorter. The event date will not be reserved and confirmed unless the museum Event Coordinator receives the initial deposit prior to the end of the courtesy hold period. If the initial deposit has not been received by the end of the courtesy hold period, the date will return to open status. Insurance and Liability It is to be understood and agreed that any party using CSPM facilities or grounds must provide a certificate of liability insurance for the duration of the event (at no extra cost to CSPM) under its policy of public liability insurance. The Client will deliver a certificate of insurance showing that their organization has in force bodily injury and property damage liability insurance in an amount of no less than $1,000,000 combined single limit and certifying that the City of Colorado Springs is named as additional insured under such policies for the duration of the event. The insurance certificate must be provided to the museum Event Coordinator at least two (2) weeks prior to the event. The facilities will not be available without this coverage. Responsibility/Loss or Theft CSPM is not responsible for the loss or theft of any personal or professional property belonging to the Client, the Client s guest or other persons. The Applicant/Sponsor waives any claim that it may have against the City of Colorado Springs and the Colorado Springs Pioneers Museum except for the gross negligence of the City for any injuries, losses, or damages to the Client or any of its agents or representatives arising out of the use of the museum and museum grounds pursuant to this agreement. Liquor Laws Client agrees to comply with and abide by all local and state laws applicable to the serving of alcoholic beverages at its event and further agrees that neither the Client nor the Client's guests will request, proffer, or serve alcoholic beverages to any minors, or to any persons who, in the opinion of the Caterer, are intoxicated. If alcoholic beverages are served, the museum must approve all plans and circumstances under which it is served. Approval shall be for the sole purpose of ensuring that said plans and circumstances comply with and do not contradict the character and mission of the museum. Minors shall not be served any alcoholic beverages, and the Client specifically agrees to take whatever steps necessary to ensure that alcoholic beverages are not served to minors. Photography & Audio/Visual Recording Flash photography is only allowed in the Division I Courtroom during events (wedding ceremonies, etc.). Video filming is permitted only with the consent of the Museum Director, only using natural lighting, and on a case-bycase basis. No tripods can be set up anywhere in the museum at any time. It is the responsibility of the Client to make photographers aware of these rules. Additional fees may apply. Copyright regulations prohibit photography of the collection. Reproduced archival photos are available for purchase in the museum store. Non-personal use of such media must be approved in advance. Press Coverage If anticipated, please inform the Museum Event Coordinator and further arrangements can be made. Page 7 of 9

8 Printed and Electronic Promotional Materials Copies of invitations, and any printed materials or digitized materials that mention The Colorado Springs Pioneers Museum is subject to museum approval to avoid compromise of its brand integrity. Such materials must be submitted to the museum Event Coordinator for approval prior to being printed or electronically distributed. Rental Equipment, Furnishings and Materials Audio/visual equipment and furnishings are subject to museum approval. A list of museum equipment available for rental is available upon request. Any additional equipment can be rented through outside vendors, provided the museum approves the use of the equipment and delivery and pick up of equipment by outside vendors is scheduled. All delivery personnel must be escorted by museum personnel. Security & Protection Services Security of the building and collection, and the safety of guests are paramount. Security officers are provided for the safety of guests and of museum property. Officers are under the direct supervision of their supervisory staff and only museum personnel shall give instructions to the officers. Any breach of security or safety regulations can result in the cancellation or cessation an event at any time at the sole discretion of security personnel. Event Staffing As part of the rental fee the museum will provide security staff, security escorts, and event staff deemed appropriate for the event. A minimum of two (2) CSPM staff/security are required for any before hours (prior to 10:00 a.m.), after hours (after 5:00 p.m.) events or on days the museum is not open to the public (Sundays and Mondays). If guest numbers surpass the contracted amount through planning, the museum Event Coordinator may determine that additional staff is required. If the event requires extraordinary staffing for these services, given the scope of the event, the additional costs will be paid by the Client. Pets No pets or other animals are permitted within the museum at any time for any purpose. Service animals are exempt from this. Parking Metered public parking is available on all the streets surrounding the museum. Next door to the museum is a City parking garage with hourly rates of $0.75 Monday-Friday (from 6:30 am -4 pm and $1 for unlimited parking after 4 pm) and a set rate of $1.00 for all day Saturdays and Sundays. CSPM takes no responsibility for securing or guaranteeing parking. The museum assumes no responsibility for any vehicle damage or theft on or off museum property, nor does it assume any responsibility for any traffic or parking fines incurred by any vehicle on or off museum property. Electrical Service Electrical service on the property is limited. Please check with the museum prior to your event to ensure that we can accommodate your needs. Smoking The Colorado Springs Pioneers Museum and the park grounds surrounding it are smoke-free in its entirety. Tours of Collection Guided tours of the galleries are available and encouraged but prior arrangements must be made with the museum Event Coordinator who will arrange the request with the museum s education division. Normally three (3) weeks advance notice is required. Additional fees may apply. Page 8 of 9

9 Use Charges Base charges for use of the CSPM facilities are listed below. Specific costs will be determined for each event based on these charges as determined from a review of the Facility Use Request Form by the Event Coordinator. Costs may be adjusted for commercial events, events with sales of items, non-member events, non-profit events, etc. Events related directly to the Museum s mission and/or co-sponsored by the Museum may be discounted on a caseby-case basis, to be determined solely by the Museum staff. Space Use 5-Hour Base (Assumes 3 hour event, 1 hour setup and 1 hour clean-up by Applicant or agent) Price Each Additional Hour (from setup through cleanup) Price if food and/or beverages are served Main Floor Lobby Area $450 $70 $600 Henderson Gallery $150 $50 $200 Education Room $100 $50 $150 Entire Main Floor $700 $70 $950 Upper 3 rd Floor Lobby $300 $50 NO FOOD ALLOWED Division 1 Courtroom $500 $60 NO FOOD ALLOWED Entire Upper Floor $800 $70 NO FOOD ALLOWED Entire Museum Space* $1,500 $100 $2,000* (Food allowed ONLY in Main Lobby area) Tower/Photo Session (limit 6 guests) $500 (per 30 minutes) N/A NO FOOD ALLOWED Event Staff/Security Rates: minimum two CSPM staff required for any before hours (anything prior to 10:00 a.m.) or after hours (anything after 5:00 p.m.) events. *If guest numbers increase through planning, the Event Coordinator may determine that more staff might be required and the fees will be added to the final balance due. Staff $30.00 per hour, per staff member *2 staff needed for guests *3 staff needed for guests *4 staff needed for 200+guests Equipment Rates Tables/Chairs $ A/V (mic, projector, computer, speakers) $50.00 Seat Covers $1.00 each Additional Options Thank View package: personalized thank you videos $0.50 each Page 9 of 9