FACILITIES USE POLICIES,
PROCEDURES AND AGREEMENT
TERMS & CONDITIONS
To ensure a quality event in the Charles Allis/Villa Terrace Museums (CAVT Museums) the following practices are standard:
In all circumstances, CAVT Museums reserves the right to review and approve or disapprove, at least one month in advance of the event, all activities to ensure they are in agreement with the image and objectives of CAVT Museums and their standards. If CAVT Museums believes an event has been mischaracterized or deemed unsuitable for museum rental, CAVT Museums has a right to cancel such events. In no circumstance shall the Renter make claim(s) for, nor shall CAVT
Museums be liable to the Renter for any damages other than direct arising out of the Museums non-performance under the contract, as such non-performance may be permitted hereunder. If for any reason CAVT Museums decides not to carry out this contract, CAVT Museums shall return all monies paid by the Renter, with the exception of a $200 administrative charge and their initial non-refundable deposit.
The Renter will indemnify and hold harmless CAVT Museums, its agents and employees, against direct damages, due to personal injury, death, or damage to or loss of property arising from Renter’s negligence or gross negligence in the use of the areas and/or facilities rented under this contract.
The Renter shall be responsible for damage to the collection, facility or equipment. The Renter agrees to compensate CAVT Museums for any direct damage within a reasonable amount of time according to an evaluation provided by a Museum approved insurance expert.
The Museum assumes no responsibility for the security and safety of stored goods prior to or after an event. Due to limited storage space, the Renter or vendor at the termination of the event will remove the entire Renter’s or contracted vendors’ property from the Museum. To include all debris, boxes, refuse, etc.
All printed materials for the event; invitations, programs, posters and other promotional wording must be submitted to the Museum for approval at least two months in advance of event date. CAVT Museums must not be cited as a sponsor or host of the event. Copies of all event materials must be given to the Event Manager.
During public hours of the CAVT Museums the Renter may not have exclusive access to the facility.
To protect our collection and historic treasures and to ensure continued availability of the CAVT Museums as an event space, we request your cooperation with the following:
Smoking is prohibited in the Museums and on the grounds.
Helium balloons may not be used in the Museums or on the grounds.
Attachable decorations such as banners and streamers may not be used in the Museums or on the grounds.
Confetti, glitter, rice, birdseed or loose flower petals, butterfly or dove releases, etc. may not be used in the Museums or on the grounds.
Candles may be used only if the flame is contained in a votive or hurricane.
No carry-ins of any kind.
CAVT Museums reserves the right to approve the use of musical groups and the location thereof. For the consideration and protection of CAVT Museums’ collection, visitors and neighbors, exceptionally loud music is not permitted.
Product sales and trade shows are not permitted.
Art displays not belonging to or approved by CAVT Museums are not allowed.
Due to fire code regulations, maximum attendance capacities must be strictly adhered to and will be enforced.
In order to fully and equally accommodate all of our rental clients and to ensure that we have the appropriate number of staff scheduled for each event, the rental times are firm. We must ask that the Renter and their guests do not arrive early or stay later than their contracted period of time. An hourly fee will be added to any time other than that contracted, and the Renter billed.
Renters may not move CAVT Museums’ objects or furniture. All furniture or art will remain in their assigned locations or space.
The conduct of guests is the Renter’s responsibility. Children must be supervised at all times and should not run on the grounds or in CAVT Museums. CAVT Museums staff is fully empowered to ask anyone to leave on the grounds of disorderly conduct, intoxication or overstaying their contracted time.
For an additional fee, the entire Museum may be open for guests. A docent can be provided for a guided tour at no additional cost to the Renter.
No functions or events will be scheduled on the following dates:
January 1, Memorial Day, July 4, Labor Day, Thanksgiving Day and December 24, 25 and 31.
All deliveries, pick-ups and equipment must be cleared and scheduled with the Event Services staff.
CAVT Museums reserve the right to make final decisions about set up of the Renter’s event. The final set up or layout of the event should take place at least a month in advance during a scheduled walk through with the Renter’s contracted vendors and a member of the Events Services staff. In order to protect equipment belonging to CAVT Museums, we will not set up Museum furniture outdoors if rain is forecast for any time on the day of the event. Staff limitations and other
events scheduled prevent the CAVT Museums from moving set-ups at the last minute. Renters are not allowed to move the set up.
Additional arrangements or contractual changes must be made in writing to the Events Manager. Changes must be approved and signed by the Renter and Events Manager.
CAVT Museums asks that all wedding parties arrive fully dressed, with the exception of the Bride.
No animals are allowed on CAVT Museums grounds with the exception of service dogs.
Piano is available only if contracted at the $100 fee.
Deposit terms:
All events require a minimum non-refundable deposit of 50% of the estimated rental fee. This deposit will be applied to the Renter’s final balance.
Once the non-refundable deposit is received along with the signed contract the event will be considered definite. The full balance will be due 30 days prior to the event. Any outstanding balance will be billed after the event. Failure to make timely required payments may result in cancellation of the event and forfeiture of all monies deposited.
Non-profit agencies must supply proof of their 501 (c) 3 status to receive their discounted rate at the time of signing their contract.
Cancellation terms:
Cancellation of the event by Renter within 60 days of the scheduled date will result in forfeiture of all fees and deposits paid. For more than 60 days notice, all fees will be returned except for the non-refundable deposit. All cancellations must be made in writing to the Events Manager.
The CAVT Museums reserve the right to cancel an event if the facilities are in sole judgment of an authorized Museum official, rendered unsuitable for the event due to fire or other calamity, act of God, labor dispute, notice of violations by any city, county, or other government agency, or any other occurrences beyond the control of the Museum. In the event of such cancellation, Renter will not be liable for payment of any fees for canceled programs, nor will the Museums have
any further liability or obligations with regard to said canceled events. Should such action be deemed necessary, CAVT guarantees that it will provide suitable time for rescheduling.
Catering/Liquor Service terms:
All arrangements for food service must be made directly with CAVT Museums’ approved caterers.
Permission to serve alcohol must be specifically contracted for and approved. All liquor service must be provided by the exclusive, in-house, Museum-Approved Bartending Service only. Please ask our Events Manager for the current In-house, Museum-Approved Exclusive Bartending Service provider’s name and contact information. Bartenders must pour and serve all liquor. Guests are not allowed to serve themselves, without exception. Cash bars are permitted, only through the In-house, Museum-Approved Exclusive Bartending Service. No minors under the age of twenty-one
(21) may be served any alcohol. Staff of CAVT Museums, and or bartenders, are fully authorized to deny all further alcohol service to persons who may appear intoxicated, disorderly or under the age of twenty-one (21).
In addition, Weddings and Wedding Receptions at the Villa Terrace Decorative Arts Museum have the following restrictions: No hard liquor. No beer. Wine and Champagne only is allowed for Wedding Receptions at the Villa. Champagne toast allowed for ceremonies at the Villa. No Dancing, no loud music. For questions, please contact the Events Manager at CAVT Museums. Renter agrees to CAVT Museums' written catering policies.
EVENT SERVICES
Events held at CAVT Museums are arranged through the Events Management staff.
The staff will assist with:
Date reservations
Recommend amenities (caterer, bar service, music, florist etc.)
Determination of costs and fees for events
Assistance before during and after your event
Coordination of delivery schedules, event set up and breakdown