Rental Terms, Conditions & Requirements
A. Please remember that HMA is a cultural and fine arts facility. The Museum is open to the general public during posted hours and special events.
B. Either the Executive Director or the Rental Coordinator of HMA must approve the use of the facilities available for rent. They may refuse rental if, in their judgment, the scheduled event would be disruptive to official museum business or detrimental to the public’s health, safety or welfare. They may also refuse rental if the scheduled event does not comply with the rules, policies, or regulations adopted by HMA for use of the facilities.
C. All caterers must have a City of Huntsville Privilege License (Huntsville City schedule 74) and a health permit. A copy of these documents must be provided to HMA Rental Coordinator one month prior to the event.
D. The Museum exteriors may be used as backgrounds for scheduled photo sessions during operating hours. The galleries may not be used for photo sessions without approval from the Executive Director
E. An adult must be present for every ten young people under the age of 18 attending any scheduled event.
F. HMA assumes no liability for any damage to any vehicle or its contents while on HMA property. All vehicles must be parked within the designated parking area. Parking is not permitted on sidewalks, gravel pathways, grassy areas, grounds, or any other non-road areas. Located in the downtown area, HMA has limited parking. The parking lot is subject to availability, HMA special events take priority.
G. Smoking is not permitted inside the building nor 20 feet from the outside of the public entrances on Church Street of William Street under any circumstance.
H. The Renter, its officers, agents, guests, employees, or persons admitted to the premises by the Renter shall not injure, mar, nor in any way deface HMA premises, any art or any equipment contained therein and shall not attach by any means anything to any part of the building, art or equipment contained therein, and will not make or allow to be made, any alterations of any kind to the buildings or equipment contained therein. The Renter agrees that if premises are damaged by an act, default, or negligence of the Renter or its officers, agents, guests, or employees, then Renter agrees to pay to HMA upon demand, such sum as shall be necessary to restore said premises to their original condition. Any costs incurred by HMA in collecting damage costs are to be paid by the Renter.
I. Interior areas will have heat or air-conditioning.
J. Throwables: Sparklers, rice, confetti (including biodegradable) and artificial or real flower petals are prohibited. Flower girls may use real rose petals outside at the ceremony site. If these guidelines are not honored during the Renter’s event, it will result in deduction from the damage deposit.
K. Decorations: Paint pens and sky-lanterns are not allowed on HMA property. The use of any adhesive substances are prohibited (i.e., command hooks, tacky). If these guidelines are not honored during the Renter’s event, it will result in deduction from the damage deposit. For interior decorating, all plants and flower arrangements must be bug-free and have a water saucer under the vessel. Please verify all containers are water tight and leak proof.
A. If an outdoor event is scheduled, the Renter must make prior arrangements to use indoor space in the case of inclement weather. If no prior arrangements are made with the Rental Coordinator, indoor space may not be available. If indoor space is available, notification (during normal business hours) is required to set up a scheduled event that is being moved inside. The Renter will be charged for use of the indoor space according to the fee schedule. An additional fee may be incurred for extensive set-up requirements.
B. Events must end by 11 p.m. and everyone must depart the premise by midnight. Any rental that exceeds midnight will be charged $200 for each additional hour and a per staff fee of $25 per hour. Additional fees will be charged or deducted from the deposit.
Contract and Fees:
A. DEPOSITS: Deposits are required to book and hold a rental reservation date. Any and all interest incurred by said deposits will belong to HMA and will not be returned to the Renter. A refund check or credit card refund of the security deposit amount will be made to the Renter within two weeks after the event, provided all terms, conditions, and requirements of the rental agreement have been met.
B. RENTALS: All contracts must be signed within seven (7) days of booking an event by the Renter and in possession of HMA. The damage deposit of $300.00 and 50% of the non- refundable rental fee is due at contract signing.
C. CANCELLATIONS: The Renter may cancel up to sixty days prior to the scheduled rental date, either by phone or in writing, to receive a refund minus the non refundable 50% deposit. If a cancellation is made less than sixty days before the date, or in the event of a no-show, Renter will forfeit all rental fees and deposits.
D. INCLUDED: A wedding rental includes a one-hour rehearsal prior to the scheduled even. All rehearsal times must be scheduled in advance with the Rental Coordinator.
Set-Ups, Deliveries and Decorations for All Areas
Maxwell Hall, The Betsy and Peter Lowe Board Room, The Great Hall, The Roper Room, The North Patio and Loretta Spencer Hall
A. The Renter is responsible for arranging deliveries and set-ups with caterers, florists, rental companies, etc. The HMA Rental Coordinator is available for questions over the phone or by appointment.
B. Renter shall not begin set-up or bring equipment or supplies onto the premises prior to the set-up time scheduled on the contract. Likewise, Renter must vacate the premises at the scheduled time specified on the contract. Events must end by 11 p.m. and everyone must depart the premise by midnight. Any rental that exceeds midnight will be charged $200 for each additional hour and a per staff fee of $25 per hour. Additional fees will be charged or deducted from the deposit.
C. No vehicles are permitted on the sidewalks, grassy areas, grounds, or any non-road areas under any circumstances.
D. Security of the Renter’s property is the Renter’s responsibility. Once the Renter has taken possession of an interior rental space, it cannot be locked until the contract period is over. Any property left unattended will not be protected by HMA security. HMA is not responsible for rental items left on the premises.
E. All arrangements for delivery and pick-up of rental items are to be made by the Renter, for the scheduled event date.
F. Table and chair set-ups must be provided to the HMA Rental Coordinator at least two weeks prior to event. Only designated chairs may be used outside. All other tables and chairs are for indoor use only.
G. HMA Rental Coordinator must approve all decorations being used, in advance. Decorations may not be installed until agreed time, on day of event. No sticky tapes or similar items are allowed on any surface. No additional nails and hooks may be added to any area.
H. All decorations must be removed at the end of an event, regardless of time of day and disposed of in the dumpster.
I. No tape or sticky putties of any kind may be used on the railings or columns. Florist tape- wrapped wire, ribbon, or fishing line may be used to attach decorations to columns and railings.
J. Candles must have protective drip devices to prevent dripping onto any surface
K. Absolutely nothing should be moved from the galleries or rental spaces without approval from the Rental Coordinator (paintings, furniture, etc.).
L. All Rental Venues:
1. Deliveries must use designated delivery entrance: Loading dock area
2. Decorations may not be attached (taped, nailed, wired, glued or pinned) to the walls, floors, lighting fixtures, or ceilings.
3. Tables and chairs are to remain inside the building.
4. Helium balloons are permitted, provided that they are secured and weighted. Balloons should be removed immediately following the event. They shall not be released during or after the event.
5. No glitter
6. All signs must be removed from the property at the end of the event.
7. No fog machines
A. The HMA Rental Coordinator must approve all caterers.
B. Outdoor gas grills are permitted outside with approval from the HMA Rental Coordinator.
Clean-up and Removal:
A. Clean-up must be completed prior to the scheduled vacate time listed on the contract. All arrangements for clean-up must be made by Renter and Caterer.
B. The Renter and caterer will be responsible for the removal of all food, beverages, containers, and rental equipment at the completion of the scheduled event. The Renter and caterer are also responsible for surface clean-up at the conclusion of the scheduled event. All garbage (e.g. utensils, plates, glasses, discarded food, etc.) must be sealed in the provided garbage bags and disposed of in dumpster.
C. All facilities used by the Renter must be clean upon departure, or deposit is forfeited.
D. Renter must return all HMA property, used by the Renter, to its original location by the scheduled closing time.
E. A representative of HMA will conduct an inspection following event, if damage is found, the deposit is forfeited. Any additional charges will be billed to the Renter at replacement cost and are due within thirty (30) days of billing.
F. When prior arrangements have been made with the Rental Coordinator, rental equipment may be picked up the morning following the scheduled event.
HMA security staff must be present during all rental events. Security Staff will review all areas after the event to insure the HMA rental space and grounds are left in the same condition as prior to the event. Staff will look for water damage, garbage removal, general cleanliness and stains on walls, furniture or floors.
The damage deposit will be returned in full after complete inspection and it is determined that all policies were followed and there are no damages. A portion or all of the damage deposit fee may be deducted for any damages or repair costs to the Museum.
Should any fire or other casualty, earthquake, flood, epidemic, landslide, enemy act, war, riot, civil commotion, strike, slowdown, boycott or labor dispute or other similar event beyond the reasonable control of either party (any of the foregoing hereinafter referred to as “Force Majeure”) prevent performance of this Agreement in accordance with its provisions, performance of this Agreement by either party shall be suspended or excused to the extent commensurate with such interfering occurrence. Force Majeure shall not excuse the payment of any sum of money owing hereunder prior to the occurrence of such Force Majeure. Illness of the Renter, Renter’s guests or a HMA staff member shall not be considered a Force Majeure for purposes of this Agreement. However, death of Renter prior to the event shall qualify as a Force Majeure.
This Agreement shall be construed under the laws of the State of Alabama. Any action brought by either party with respect to any dispute or controversy arising under or in connection with this Agreement, shall be filed only in the Circuit Court of Madison County, Alabama or the United States District Court for the Northern District of Alabama.
By signing this Rental Terms, Conditions & Requirements Renter(s) certify that he/she has read, understood and agrees to comply with all terms and conditions of this agreement and that he/she has received the following:
EXHBIT C Huntsville Museum of Art Rental Terms, Conditions & Requirements
Renter’s Signature_________________________________________ Date______________
HMA Rental Coordinator_____________________________________ Date______________