EVENT GUIDELINES & PRICING

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1 EVENT GUIDELINES & PRICING Your Responsibilities for Your Guests and Vendors Historic Structures need activity in order to be healthy; they also require extra care and attention so that they will be available for future use and enjoyment. In order to ensure the continued preservation of the Musicians Hall of Fame & Museum (MHOF), certain event requirements must be observed. You are responsible for communicating these requirements and our policies to your guests and any vendors you may employ. We will provide additional copies of our Event Guidelines and Policies for you and for any vendors upon request. The right to refuse use of event space at MHOF for events for which there is no identifiable sponsor is reserved. Individuals and organizations must be able to demonstrate a reasonable degree of control and responsibility for the conduct of all guests. UNDER NO CIRCUMSTANCES MAY THE VENUE BE SUBLEASED. Event Hours and Scheduling MHOF is available for private events on a daily basis. All event activities, including cleanup, must end by 1:00am. At least an hour should be allowed for cleanup to be performed. When you reserve the MHOF, you may decorate starting from 10AM on the day of your event. Any setup where additional days are needed requires buyout of the desired day or days preceding the event. Events Monday-Saturday may start at 5:30pm or later. If event needs to begin earlier than 5:30pm, additional fees will be charged to client for the museum closing early on a business day. For evening events, check with Tyler Rudesheim about rental companies loading out the following day. Securing a Date, Pricing, Deposit and Payment An event date may be reserved by payment of one half of your event space base fee. This reservation deposit is nonrefundable. For date availability information, and to make reservations and payments, please contact Tyler Rudesheim at tyler@musicianshalloffame.com or Monday Wednesday $3,700 front space & museum* $3,900 back space & museum* Thursday $3,800 front space & museum* $4,000 back space & museum* Friday, Saturday & Sunday $4,000 front space & museum* $4,200 back space & museum* *Fee covers up to 300 guests, with each additional guest being $1pp. Other costs included in contract (in addition to the base event fee listed above): Clean Up Fee $250 Security Deposit (refundable) $250 Security Guard (quantity determined by size of event) $35/hour Event Manager (quantity determined by size of event) $30/hour Full payment is required three weeks prior to event date. No deliveries will be received or set up allowed until the balance is paid in full. Client is liable for any damages assessed in excess of the contract. A $250 refundable security deposit is required and will be returned if the venue is left in good order and the event is ended in a timely manner. Please read through Event Guidelines for additional security deposit specifics.

2 Event Type and Size, Layouts MHOF hosts a number of different types and sized of events. Sample floor-plans can be provide by Tyler Rudesheim, Director of Special Events. Upon request, we will create a floor-plan for your event when you let us know what type of event you wish to host and your estimated number of guests. If you choose to create your own seating and floor plan, a final version must be submitted to MHOF for approval at least two weeks before your event. Loose decorations, draping, bands, DJs, and food or bar stations must be planned so that egress and safety are preserved. Guest Count A final head count guaranteeing the number of guests is due via no less than two weeks before your event. Increases in guest count beyond that provided at the time of the contract signing may result in increased charges from MHOF. You agree to pay for any of these charges by signing this contract. Capacities - Front space: 325 seated dinner with dance floor - Back space: 350 seated dinner with dance floor - Event space standing capacity is 2,000 guests Not-For-Profit Fundraisers MHOF provides special pricing for fundraiser events for nonprofit organizations, available upon proof of 501 (c) 3 notfor-profit statuses and based on availability. Staff The MHOF Event Manager will be available to answer questions and work with a MHOFM recommended caterer. The Event Manager will be unable to help with setup or tear down. The Event Manager is not responsible for receiving or signing for deliveries. The Event Manager will be hired for setup hours, event hours, and tear down hours (1 hour after event end time) unless otherwise noted. If Event Manager has to stay additional hours past hours paid for in Event Agreement, those fees will be taken from the refundable security deposit at $50/hour per employee. An additional Event Manager is required per 300 guests. Security MHOFM is not responsible for any valuable items left in the facility. MHOFM should be locked when not in use, however, others may use the facilities during this event period and parts of the building may be open to the public. The client should take necessary precautions to protect valuable property. Three (3) security guards are required for each event at $30.00 per hour (4 hour payment minimum). Security personnel will be hired by the MHOFM and paid for by the client within the event agreement. Security guards will be hired to arrive 30 minutes prior to event starting and leave when event is over and building is cleared. If security has to stay additional hours past hours paid for in Event Agreement, those fees will be taken from the refundable security deposit at $50/hour per employee. For groups of 300 or more an additional security guard will be required for each additional 100 people. Day-of Director Requirements For any wedding ceremony or reception, MHOF requires that a contact person be designated Day-of Director for the event. This person must agree to be available from 10AM the day of the event until ONE HOUR AFTER the event guests have left the facility. The Day-of Director shall be responsible for making ANY necessary arrangements to empty the facility of guests and event related materials, including decorations, lighting, wedding cake and leftover food, alcohol, and personal belongings of guests. The Day-of Director cannot be the bride or groom, parents of the bride, or bridesmaids or groomsmen. Insurance, Liability MHOF carries special event liability insurance, but we also require that MHOF be named as an additional insured on the liability insurance carried by caterers and valet services. Certificates must be provided to MHOF staff two weeks before any scheduled event. MHOF must be named as additional insured with coverage of a minimum of $1,000,000 liability per occurrence. Note that our event insurance and vendor insurance policies protect MHOF and the vendors, but not you. To protect you in the same way on your event day, we suggest that you purchase Day of Event liability insurance. This insurance is available from your insurance agent or on the web for a nominal charge.

3 Alcohol By Tennessee state law, alcoholic beverages may be served only to adults twenty-one years old or older only by a licensed bartender. The bartender must carry an Alcoholic Beverage Commission (ABC) card at all times while on the premises. Bartenders at MHOF must work for a licensed caterer or bartending service with proper insurance covering event liability and alcohol liability risks. No freelance uninsured bartenders are allowed. Cash bars are permitted for events from a company with a liquor license only and clients must obtain the proper state permit from the ABC. Client must take all precautions to ensure the safety of all guests with regard to alcohol consumption. MHOF reserves the right to refuse service to and evict from the premises any member of the party who becomes intoxicated. Catering MHOF works with many professional caterers who provide a wide range of choices to fit your tastes and budget. You may choose any catering company from the MHOF preferred list. If you choose a catering company outside of our list, there is a $200 catering buyout fee. The caterer of your choice will need to come in and go through a vetting process with MHOF before being booked for your event. MHOF reserves the right of approval for any caterer you choose. All caterers must be fully licensed and provide proof of insurance naming MHOF as an additional insured. After the event, the caterer must sweep and damp mop the catering area and remove any food, containers, serving items, and trash from the venue. Trash may be placed in the service elevator located to the left of catering room doors and MHOF staff will accompany catering staff at the end of the night to take the elevator up to the dumpsters. All caterers must provide sufficient staff on site to bus and clean for any event at MHOF. No drop-off food is permitted at MHOF. You must make arrangements to provide staff to serve and replenish food/beverage/utensils, to manage scullery and trash carryout, and to bus all plates, cups, utensils, and trash during your event. MHOF recommends at least two cater staff for every fifty guests. Event volunteers are NOT to be used as catering staff. This ensures a high quality experience for you and your guests on your event day. MHOF does not have an ice machine on-site. Our catering space is a prep kitchen only, not a full kitchen. It includes one refrigerator, a microwave, and an industrial sink (no disposal). If sink is left clogged there will be a $100 deduction taken from refundable security deposit. Museum Regulations No food/beverage permitted inside of museum exhibit areas. Vendors, Worksheets, Setup and Breakdown Vendor activities must be well communicated in order to be well coordinated. Vendor setup and breakdown and any vendor deliveries or pickups of supplies before, during or after your event must be detailed on your Event Worksheet and submitted to MHOF at least two weeks before your event. Your vendors should provide you with this information in a timely way. Note that a layout and final headcounts are also due two weeks before an event. Any changes to plans must be communicated immediately. Although every effort will be made to accommodate late changes, there is no promise or guarantee that late changes in plans can be accommodated. Note that any vendors you select on your own must be approved by MHOF and must sign the vendor agreement portion of this contract. Vendors who fail to provide signed agreement may not be allowed on MHOF property on event day. Tables, Chairs, other rental items MHOF has the following items that can be rented by the client. These items will be invoiced separately from your original booking contract and must be solidified one week prior to the event. Tax will be added to rental item invoice. (35) 60in round tables $7.00/table (6) 8ft tables $7.00/table (2) 6ft tables $6.00/table (10) 30in wide x 42in tall cocktail tables $8.00/table (10) 36in wide x 30in tall bistro tables $8.00/table (360) Black Folding Chairs $3.00/chair (18) Black backed barstools $3.00/chair Red Carpet (4 runners available) $60.00/Runner Personalized Marquee Message at entrance $ Wrought Iron Easel $20.00 (5) Iron Ring Wrapped Crystal Chandeliers $125.00/light (includes setup) (2) Black 6ft bar fronts $125.00/bar (1) Color changing guitar bar front $200.00

4 Sound System & Sound Check The MHOF sound system is available for events for an additional $250. If client determines that they need to use the MHOF sound system for their event, Client must hire the MHOF sound engineer to be on-site for the event. The cost for MHOFM engineer is $50/hour with a 4-hour minimum. MHOF sound engineer is to have full control of the MHOF sound system at all times and reserves the right to discontinue use of sound system if necessary. If entertainment requires sound check, sound check cannot begin until 5pm on regular museum business days. If entertainment requires for sound check to begin earlier than this, additional fees will be charged to client. Green Room If an Artist, Executive Speaker, etc. is part of your event, it is your responsibility to cover any Artist/Speaker contract rider. MHOF does have a green room space in the back of the building that can be utilized for a fee of $ The room muse be left as it was found and cleared out of any trash, food, vanity items, etc. The client will have access to this room during the duration of event setup and contracted event time. Multimedia Client has access to theatre room projector screen that also links to the monitors in the front space. If client wants to display video or still photo content on museum monitors, the client must provide a DVD of content to be played on a DVD player. If the client needs files transferred to DVD, the museum will offer that service at $ per hour. We require that you test your media on our system one week prior to your event. Decorations, Candles, Confetti Installation of tape, 3M strips, or other approved fasteners is allowed at MHOF by permission only. Decorations, signs, banners, etc. may not be nailed, stapled, drilled, or otherwise fastened to MHOF property. No decorations, wiring, or any other materials may be fastened to any sprinkler piping or sprinkler systems components. CANDLES MUST BE ENCLOSED IN GLASS and located a safe distance from flammable materials. Candles are not permitted in museum area. NO glitter, confetti, fog machines, feather boas, or fireworks allowed on property. Sparklers are permitted on outside stairwell with permission from MHOF. Decorations or equipment may not block any designated entrances or exits from the buildings. Be sure to have truck drivers who are loading or unloading rentals or other supplies move their truck when delivery is complete. The use of duct tape or other adhesives are not permitted on floors, walls or railings. All exposed chords in event space must be covered with GAFF tape, provided by Client. GAFF tape can be bought from MHOFM for $25/roll. Photography, Use of Images Your participation in an event at MHOF acknowledges permission by you and your guests for the use of any photographs or videos for advertising or other purposes, in print or any other media. Photographs are allowed in the museum area. Parking and Valet Services MHOF is committed to a quality event experience for you and all of your guests. MHOF recommends valet parking for all events; please inquire about recommended valet companies. The closest public parking garages are located at the Music City Central Parking Garage and Public Square Parking Garage. Cleanup, Responsibility for Behavior of Guests and Vendors You and all vendors contracted by you to provide on site services at MHOF must complete cleanup during and/or immediately after the event and leave the property clean and tidy. All trash must be taken to the dumpsters by the vendor. Caterers must leave catering room surfaces and sinks wiped clean and the catering room floor must be mopped. Food spilled on event space floors must be removed. Vendors include caterers, florists, decorators, photographers, those providing tables and chairs, and any other support personnel whom you hire to provide materials or services on site. In lieu of special arrangements made by you, items left by vendors or guests after your event may be considered abandoned property and disposed. Failure of a vendor to perform proper timely cleanup will result in the loss of your refundable security deposit. Any additional damage (beyond that covered by the security deposit) caused by you, your guests, or by your vendors will be charged to you as overage on the contract amount. Any additional products or services consumed by you, your guests, or your vendors shall be billed as well when the event is complete. Payments of final invoices are due within one week of invoice presentation.

5 Damage and Destruction Damage: If anyone damages the facilities or displays during the event period, client shall pay for all necessary repairs or replacement value of items damaged. This includes any damage to the technical equipment, when operated by anyone other than those authorized by MHOFM. NO SMOKING allowed in any inside area of MHOF. Smoking is permitted in the courtyard area as long as the ASHTRAYS ARE USED. Destruction: If the MHOFM is destroyed or damaged by fire or any other cause or occurrence that shall make the fulfillment of the Agreement impossible, the Event Contract shall terminate, all payments (excluding the non-refundable initial deposit) will be returned and client waives all rights to any claims against the MHOFM. Impossibility: The performance of this Agreement is subject to termination without liability upon the occurrence of any circumstance beyond the control of either party; such acts of God to include tornadoes and floods, war, government regulations, disaster, strikes (except those involving the employees or agents of the party seeking the protection of this clause), civil disorder, or curtailment of transportation facilities to the extent that such circumstance makes it illegal or impossible to provide or use the facility. The ability to terminate this Agreement without liability pursuant to this paragraph is conditioned upon delivery of written notice to the other party setting forth the basis for such termination as soon as reasonably practical but in no event longer than ten (10) days after learning of such basis. Changes, Additions, Stipulations, Deletions: Any changes, additions, stipulations, or deletions, including corrective lining out by either party, will not be considered agreed to or binding on the other unless such modifications have been initialed or otherwise approved in writing by the other. Agreement is Binding This agreement shall function as the operating contract governing the understandings between you and MHOF. This agreement supersedes and voids all prior agreements, letters, and proposals. Changes to this agreement must be made in writing and signed by both you and a representative of MHOF. A change, defect, or breach of any particular clause of this agreement shall not result in nullification of the remainder of the agreement. All terms of this agreement shall be binding upon the parties and their respective successors and assigns. All terms of this agreement shall be governed by, construed, and enforced in accordance with the laws of the State of Tennessee. MHOF Event Guidelines may change without notice. I have read the above event guidelines contract and understand that it is my responsibility to share these with my guests and any vendors with whom I contract to provide goods and services at MHOF. I agree to these terms and conditions and I agree to instruct each of my vendors to return a signed copy of this contract to MHOF (see Vendor agreement below). Signature of Guest Assuming Responsibility for Event Participants Signature of MHOF Representative Date Date For Vendor access to MHOF property, the Vendor must sign the contract below. I have read the event guidelines above and agree to comply with these terms: Printed Name of Vendor or Business Signature of Vendor Date

6 Important Note to Customer (Contract Signer) and Event Planners The next three pages detail information vital to the success of your event. These are required at least two weeks before your scheduled event date: Final headcount see this page Final Seating Plan ask Tyler Rudesheim for sample floor plans or use the free program at to create your own layout. Event Detail Worksheet see last page. All vendors you wish to use must be listed and approved by MHOF. All delivery and pickup times at MHOF must be listed and approved. It is your responsibility to make sure these pages are complete and forwarded on time to or mailed to: Musicians Hall of Fame Attn: Tyler Rudesheim 401 Gay Street Nashville, TN If you need any help in completing these pages, please contact Tyler Rudesheim and she will be happy to help. If you need assistance, please provide as much advance notice as possible! Final Headcount, Number of Expected Guests (due 2 weeks before Event Date) I understand this final headcount will be the basis for catering and other charges, including tables and chairs, linens, place settings, and any other services which may be provided for my event. Differences between final headcount numbers and the actual number of guests who attend my event may result in additional charges. Lower guest numbers will not produce any savings or discounts from contract pricing. Increased number of attendees may result in additional charges, which will be billed on the final invoice from MHOF, and which I agree to pay. My event is scheduled for the following date: and my final estimate for the number of guests in attendance at this event is I understand that this final headcount number is due fourteen (14) days prior to my event date. I understand that changes made to this headcount number closer to the event than fourteen (14) days may not allow proper setup and hosting to accommodate these changes. If short notice (less than 14 days) changes are made, these may result in increased charges, which I agree to pay. Client Signature Date Final Layout (due two weeks before Event Date, sooner is better) Please see PDF version of blank layout on next page. Please call Tyler Rudesheim at (615) or tyler@musicianshalloffame.com for assistance in creating an accurate scaled layout for your event. Completed Event Worksheet (due two weeks before Event Date, sooner is better) Please see PDF version of blank Event Detail Worksheet on second following page. Fill in blanks as appropriate to answer all logistical and detail questions about your event. Or or call MHOF to request and excel version of this worksheet if you prefer.

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8 Preferred catering list: Beyond Details Dream Catering & Events Bacon & Caviar Jim N Nicks Catering bmessner@jimnnicks.com Chef s Market kate@chefsmarket.com Sova Food/Take Away Catering elyse@sovafoods.com Lighting/Draping/DJ: Southern Sky Event Lighting jdsmusic33@bellsouth.net Other Vendors we love: Rental Items: Liberty Party Rental rburdick@libertypartyrental.com Valet: Stewart Parking Solutions chase@stewartlogisticsinc.com

9 EVENT WORKSHEET Event Name/Client(s) Name Event Date Event Contact and Number Event Type Vendor Name Contact Phone Site Visit Delivery Pickup