Rental Form Rental Application Step 1 of 10 10% Name* First Last Email* Phone*Cell PhoneFaxBusiness NameAddress Street Address City ZIP Code Additional Contact Person First Last Additional Contact PhoneAdditional Contact Cell PhoneDesired Rental Date* Event Type* Reception Banquet Seminar Tour Press Confrence Other Other Event Description*Approximate Number of Attendees*Please enter a value greater than or equal to 5.Start Time Planned : HH MM AM PM End Time Planned : HH MM AM PM Rental Space*Conference CenterMezzanine (includes 1.5 hr Museum Tour)MuseumHoliday RentalConference Center Rental*$600 [Monday - Friday 8am-5pm] or [Monday-Thursday 6pm-11pm]$800 Friday or Saturday 10am-12 midnight$1000 Saturday 8am-12 midnightConference Center Rental Option + $150 Include Museum Tour and/or Mezzanine (1.5hr) Mezzanine Rental*Monday - Thursday 4pm-11pm ($200 / hr )Friday or Saturday 4pm-12pm ($200 / hr )Sunday 1pm-5pm ($200 / hr )Press Conference (1hr - $100)$200 per hour 2 hour minimumMuseum Rental*$1500 Museum, Mezzanine and Conference Center (Monday-Thursday)$2000 Museum, Mezzanine and Conference Center (Friday or Saturday)$1000 Museum & Mezzanine Only (Monday-Thursday)$1500 Museum & Mezzanine Only (Friday or Saturday)Holiday Rates*$1500 Conference Center$1500 Mezzanine$3000 Museum & Mezzanine & Conference Center$2500 Museum & Mezzanine Only 1. The Mississippi Sports Hall of Fame and Museum (MSHOF) is available for various groups and individual functions. The individual who signs this rental policy will be held responsible for all liabilities pertaining to the rental damages during the contracted time of rental, set-up and closing procedures. 2. A reservation is confirmed only when the contract is returned and the damage and cleaning deposit fee and at least 1/2 of the rental fee has been paid. The cleaning and damage deposit should be a separate check. This deposit will be held until after the building is inspected by Museum management to insure against any extraordinary cleaning or repair that might be necessary. Read attached return deposit policy carefully. Until both payments are received, the Museum holds the rights to lease the room to another client. When advertising or sending notices for your event, use our full name: The Mississippi Sports Hall of Fame and Museum. FINAL PAYMENT IS DUE 1 MONTH PRIOR TO THE EVENT 3. The renter is fully responsible and liable for all clean up costs and damages to the rented facility, its contents and the Museum premises. Further, the renter is fully responsible and liable for the cost of replacing any contents or furnishings which may be damaged or removed from the facility during the rental period, set-up and closing procedures. Cancellation* By checking I certifiy that I have read and agree to the terms outlined in #4 below 4. Cancellation: The reservation must be canceled in writing. At least one hundred twenty (120) days prior to the event - all payments will be returned minus a $10 processing fee Less than one hundred twenty (120) days prior to the event - all payments will be forfeited unless we are able to rebook your date – minus $10 processing fee. Your cleaning and security deposit will be returned within 10 days. Rental Agreements* By checking I certifiy that I have read and agree to the terms outlined in #5 below 5. Rental agreements are for the time specified on the contract. It will be the responsibility of the renter to vacate the Museum at the end of their scheduled time. If the contract ends at midnight, then all parties must be out at this time Reasonable set-up time will be provided prior to the event as long as there are no scheduling conflicts. A Saturday rental is from 10 am to midnight. If we do not have a rental the previous day, you may get a head start on decorating Friday afternoon between 1:30 – 5:00 pm for no charge. If the renter needs this additional set-up time and wants to reserve this time to guarantee that we will not rent the room, the charge is $200. Any hours needed after 5:00 pm is $100 per hour and must be arranged at least two weeks in advance. However, booking the conference center to another rental takes priority if you do not choose to reserve it. Also, the museum is open until 4 pm and visitors must have access to the restrooms. Bridal parties have full access to the restrooms after 4 pm. 6. Catering: The renter may choose any licensed caterer; however, exceptions can be made if family provides food. IF USING CARBONATED DRINKS, ONLY COCA-COLA PRODUCTS ARE ALLOWED. No vehicles are allowed on the plaza for unloading. Rental Agreements* By checking I certifiy that I have read and agree to the terms outlined in #7 below 7. Clean-up including the kitchen is the sole responsibility of the renter. If this responsibility is delegated, the renter is still responsible. The $250 cleaning and damage deposit will be returned based on approval of Museum staff. For an additional $200, the Museum staff will be responsible for clean up. This arrangement must be paid for in advance. Would you like us to clean for you?*No ThanksYes ($200) 8. Alcohol may be served in the Conference Center. Alcohol may only be served on the Mezzanine after normal closing hours. If tickets are sold to your event that includes either selling or giving away liquor, a liquor license must be obtained and a copy presented to staff when you make your final payment. This is a state law. If your event is free, but you are having a cash bar, the above applies. If this policy is not followed, your deposit will be retained and your function will not be allowed to proceed. Beer kegs are not allowed. The renter is responsible for the acts and actions of all persons who attend the event for which the facility is rented. Staff has the authority to eject any individuals from any event when their behavior is reasonably unacceptable or the safety of other guests or the premises is a concern. Staff also has the authority to shut down any event when the behavior of attendance is unacceptable or safety is a concern. In either of these two instances, refunds will not be given. 9. Responsibilities: Smoking is not allowed anywhere within the premises of the Mississippi Sports Hall of Fame and Museum. Renters may not: a) drive nails or other objects into walls or any part of the property; (b) paint or stain any part of the property; (c) post any material by any means on walls other than in the designated areas; (d) hang or suspend anything from ceiling, fixtures or beams, except in designated areas. All items to be placed in the designated areas should first be approved by the Museum staff. No adhesive is allowed. The aforementioned activities are examples and do not constitute an inclusive listing. Food and drink are confined to the Conference Center and Mezzanine level and will not be allowed in the Museum. The renter is responsible for the caterer. The renter is responsible for removing all possessions and materials brought into the building by the end of the function. (Please refer to the Cleaning and Damage Deposit Return Policy for specifics.) 10. Insurance: The Renter shall be solely liable for injuries to persons or property during the event. Renter agrees to indemnify and hold MSHOF harmless for any claim against renter arising out of Renter’s rental of the property. Security* By checking I certifiy that I have read and agree to the terms outlined in #11 below 11. Security: During weekly events, renters after 5:00 p.m. are responsible for providing a security guard for the parking lot. During weekend events, renters are responsible for providing a security guard during the time of their event. This is mandatory. If renter does not provide security, the deposit is forfeited. Museum management reserves the right to require additional security depending on the event and the size of the event. Cleaning & Damage Deposit Return Policy PLEASE READ CAREFULLY *The room must be returned to its original condition: Tables cleared, garbage bagged and removed to Museum dumpster, decorations removed, kitchen cleaned, conference center carpet free of food, utensils, flowers, etc.; and vacuumed. We will provide the necessary equipment. Check bathrooms for excessive disarray. IF YOU WOULD PREFER STAFF CLEAN-UP, THERE IS AN ADDITIONAL FEE (See rate sheet – page 2) Once the room is cleaned it will be inspected by the staff to determine if there are any damages or extraordinary cleaning that may hinder the return of your full deposit. •Specific areas that pertain to the refund: 1. Renters are responsible for the action of their guests. Staff has the authority to eject any individual from any event when their behavior is reasonably unacceptable or the safety of other guests or the premises is a concern. Staff also has the authority to shut down any event when the behavior of attendance is unacceptable or safety is a concern. In either of these instances, refunds will not be given. 2. Renters must exercise extreme care with food and drink items in regard to the carpet, walls and furnishings of the Museum. Extreme caution needs to apply to cake icing on the carpet, stains created by beverages or fruit, etc and candle wax.. We recommend a clear punch and not fruit punch. If permanent stains are left on the carpet, a deduction will be taken from the cleaning and security deposit. Carpet must be vacuumed if there is excessive food, etc. 3. We do not provide napkins, utensils, plates, ice etc. Renter or caterer must provide all items necessary for your event. 4. Glitter and confetti are prohibited along with chocolate fountains. 5. Candles can be used but must be contained – votives or holders placed on tables – no candle stands allowed. 5.1. The kitchen must be left in the order it was found, including the floor. 6. All items need to be removed from the room immediately after the event unless arrangements with the staff have been made. 7. Renters that do not adhere to the time specified on their contract are subject to having the difference taken from their deposit. 8. Nothing is allowed hanging on the walls without the approval of the museum staff. Adhesive is never allowed. I understand if the room is not cleaned, if damage occurs or if you have no security, I will lose all or part of my $250 cleaning/damage/security deposit. Confirmation* I understand and accept all of the above policy. Digital Signature (your full name)*By filling in this field with my first and last name, I certify that I read and understand all terms and conditions set forth in the conditions for rental. Further, I hereby agrees to comply with and to be legally bound by such terms and conditions. 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