The Gumtree Museum of Art
Facility Rental Package/Agreement
211 West Main Street
Tupelo, MS 38804
662-844-2737
www.gumtreemuseum.com
Gumtree Museum of Art Event Space and Rental Fees
Location
Capacity
Regular Rate
Gumtree
Museum
250 Reception
Style/110 Seated
$1000
Additional Items
Included
6 Round
Tables/24 Chairs
Table of Contents
1. Overview of Facility Rental
a. Making Reservations
b. Deposits
c. Cancellations
d. Payment Schedule/Fees
e. Staffing/Security
f. Personal Conduct/Property
2. Food & Beverage
a. Catering Policy
b. Alcohol Policy
3. Event Details
a. General Guidelines
b. Floral/Decorations
c. Furniture
d. Tents
e. Service Vendors
f. Audio Visual
g. Band/Dj
h. Miscellaneous
4. Gallery Access
a. Disclaimer
b. Gallery Conduct
5. Acknowledgement and Facility Rental Contract
1. Overview of Facility Rental
a. Making Reservations
i.
Reservations for all events at the Gumtree Museum of Art must be
made with Scott @ Busylad Rent-All.
(http://www.busylad.com/aboutus.asp)
ii.
Reservations may be made by calling 662.842.7834.
iii.
In order to reserve the space you must make a deposit and complete
a rental agreement. Once that has been done your reservation is
complete.
iv.
Once a reservation is confirmed, Busylad will begin coordinating the
customer’s needs and will assist with event details.
v.
The facility rental fee is for an eight (8)-hour event only.
b. Deposits:
i.
An Initial deposit of $275 is required in order to reserve the Museum
and includes the following two (2) items:
1. A non-refundable rental facility deposit of $230.
2. A non-refundable Museum membership (at minimum the
customer much purchase an individual Museum membership
of $45)
c. Cancellations
i.
Cancellations must be received not less than two (2) months prior to
the event date. If the event is cancelled two (2) months prior to the
event date, the remainder of the rental fee will be refunded. The
facility rental deposit is not refundable.
ii.
If the event is cancelled less than two (2) months prior to the event
date, no refund will be made.
iii.
Cancellations must be received in writing. Cancellations via email
are not valid, unless acknowledged via email by Scott at Busylad.
iv.
If payments of deposits are not made within the time required, the
Director of the Museum/Busylad Rent-All has the right to either
require payment in full immediately or to cancel the event.
v.
Refunds will be processed within four to six weeks of cancellation
date. Refunds will be distributed via the same method of payment
used in the initial deposit.
vi.
Extenuating Circumstances
1. Neither the Gumtree Museum of Art, nor its agents, nor its
vendors shall be liable for failing to provide the basic facilities
and services due to emergencies, catastrophes, or interruption
of public utilities.
2. If an Act of God prevents the event from taking place as
scheduled, the Museum will reschedule the event when the
facility is available without penalty.
3. Customers are encouraged to investigate the purchase of
event insurance coverage, which affords protection against
inclement weather, personal illness, or cancellation
d. Payment Schedule/Fees
i.
The remainder of the facility rental fee is $725. This balance is due
fourteen (14) days prior to the event.
e. Staffing/Security
i.
Each event requires specific staffing to meet the needs of the event
according to the Museum’s standard of service. The Museum will
determine the number of staff required for the event based on the
final guaranteed number of guests. This fee is NOT included in the
event rental rate.
f. Personal Conduct/Property
i.
A contact person must be designated for the event. This person
must remain on the premises until all guests have left. He/she is also
responsible for the coordination of vendor load-in and load-out with
the Museum Director.
ii.
Children (minors under the age of 18) participating in and/or
attending any events on Museum property must be supervised at all
times.
iii.
The Museum is not responsible for injury to customers, guests or
vendors’ agents, or for loss or damage of customers’, guests’, and/or
vendors’ property. Customers and guests are responsible for their
property and belongings at all times while on Museum property.
Vendors are responsible for their equipment at all times while on
Museum property.
2. Food & Beverage
a. Catering Policy
i.
Each caterer not on the preferred caterer list is required to provide a
CERTIFICATE OF INSURANCE that shows they have liability insurance
to cater an event at the Gumtree Museum of Art and/or both parties
must sign a separate contract that shall indemnify and hold the
Museum harmless from and against any and all claims, damages,
expenses, losses, suits, or causes of action (Including reasonable
attorneys’ fees) resulting from or arising in connection with User’s
use of the Museum’s facilities.
ii.
The kitchen at the Museum is to serve as a “prepping” area ONLY.
iii.
The Museum does not provide walk-in refrigeration space at any
time and is not responsible for cakes brought in by customers.
b. Alcohol Policy
i.
If you are serving alcohol at your event you must provide your own
LIQUOR LIABILITY INSURANCE AND PUT THE GUMTREE MUSEUM’S
NAME AS AN ADDITIONAL INSURED in a general liability insurance
policy with minimum limits of $1,000,000 for bodily injury and
$300,000 for property damage, per accident.
3. Event Details
a. General Guidelines
i.
The Museum is a public space until 4 PM Tuesday through Friday.
ii.
A member of the Museum staff and/or a Museum approved person
must be present at all times during events held on the premises.
iii.
b.
c.
d.
e.
f.
All event times are considered eight (8) hours unless other
arrangements have been made with the Director/Scott at Busylad
Rent-All.
iv.
Athletic games and/or recreational equipment are not allowed on
Museum property.
v.
Service animals are allowed on Museum property. No other pets or
animals are allowed on Museum property.
vi.
The Museum reserves the right to review all copy and approve all
forms of advertising or publicity in which the Museum’s name is
used. The parties agree that no partnership between them
respecting any event or the use of the facility shall be implied in any
way, and User agrees to indemnify and hold the Museum harmless
from and against any claims to the contrary.
Floral/Decorations
i.
All decorations brought into the Museum must be pre-approved in
writing by the Director.
ii.
The following items are not allowed in the Museum: glitter,
decorative shredded paper, excelsior, confetti, rice, and birdseed.
iii.
The name, contact persons, and numbers of all vendors must be
submitted to the Busylad Rent-All prior to any set-up or deliveries.
Deliveries and set up must all be pre-determined and scheduled with
Busylad Rent-All one (1) week prior to the event.
iv.
All live flowers and/or plants delivered on behalf of the customer
must be removed from the Museum immediately following the
event’s end time.
v.
Existing Museum lighting is not to be altered in any way without
prior approval from the Director.
vi.
Decorations may not be hung from the ceiling or from any fixtures
without prior written approval from the Director.
vii.
The pick-up and removal of all decorations must be pre-approved
with Busylad Rent-All in writing at least one (1) week prior to the
event.
Furniture
i.
Museum furniture is not to be moved unless pre-approved by the
Director. There may be additional fees to move Museum furniture.
ii.
Some items inside the Museum are permanent fixtures and will not
be moved for any event.
Tents
i.
The cost of renting and erecting tents is the responsibility of the
client.
Service Vendors
i.
The Museum works with many local vendors and may recommend
vendors who are familiar with Museum guidelines. *See attached
list
ii.
All vendors must provide a certificate of insurance and comply with
all Museum vendor guidelines.
Audio Visual
i.
The Museum can accommodate audio/visual services. A list of these
services will be provided to the customer, upon request. There is an
additional fee for this service.
g. Band/DJ
i.
All entertainment must be pre-approved by the Director.
ii.
In the event that the customer’s entertainment results in damages
to any Museum property, the client will be held financially
responsible for said damages.
h. Miscellaneous
i.
Event Times
1. The Museum is a public space. If the event occurs within public
operating hours, the Museum staff has the right to restrict the
event’s activities.
ii.
Smoking
1. The Museum is a smoke-free facility.
4. Gallery Access
a. Disclaimer
i.
The Museum cannot guarantee that the rental space listed in the
rental contract will appear the same as when originally viewed by
the customer or at the time the contract is delivered.
b. Gallery Conduct
i.
Customers assume all responsibility for themselves, their guests, and
their vendors for any damages to Museum property. They are also
responsible for themselves, their guests, and their vendors during
event time, set-up time, and/or load-out time.
ii.
The Museum has the right to protect the art and/or remove any
person or hazard Museum staff feels necessary in order to preserve
the safety of the gallery and the art.
5. Acknowledgment and Facility Rental Contract
a. Acknowledgement
i.
As stated in the preceding pages, all of which are incorporated
herein by reference, the Museum is not liable for any bodily injury or
illness to, or damage to or loss of property of, customers, guests, or
vendors. Further, CUSTOMER AGREES TO INDEMNIFY AND HOLD
HARMLESS THE MUSEUM, INCLUDING THE MUSEUM’S AGENTS,
REPRESENTATIVES, AND DIRECTORS (COLLECTIVELY, “THE
MUSEUM”), FROM ANY AND ALL CLAIMS AND LIABILITY, INCLUDING
ANY COSTS AND EXPENSES, REGARDLESS OF THE NATURE THEREOF
OR PERSON ASSERTING THE CLAIM, CAUSED BY OR RESULTING
FROM THE EVENT, INCLUDING CLAIMS ARISING FROM ACTS,
FAILURES TO ACT OR OMISSIONS BY THE MUSEUM, AND INCLUDING
CONDITIONS OF THE MUSEUM’S PREMISES.
ii.
The Museum is not liable for the Museum’s non-performance of this
contract when that non-performance is attributable to labor
disputes, accidents, government (federal, state or municipal)
regulations, restrictions upon travel or transportation, riots, national
emergencies, Acts of God, or to any other causes, whether
enumerated herein or not, which are beyond the reasonable control
of the Museum. In case of any such non-performance the Museum is
not liable for any damages, whether actual or consequential.
iii.
By signing this facility rental agreement, customer understands and
agrees to abide by the terms and conditions stated above, both
those on this page and those on the preceding pages, which are
incorporated herein by reference.
b. Facility Rental Contract
Event Date & Nature of Event for Facility Rental:
Customer’s name:__________________________________________________________
Customer’s address:________________________________________________________
Customer’s cell phone number:_______________________________________________
Customer’s signature & date:_________________________________________________
Authorized Contact Person for day of event (if other than customer) and their cell phone
number:__________________________________________________________________
Accepted by the Gumtree Museum of Art:
Director of the Museum & Date: ______________________________________________