16 Miss. Code. R. 5-16.1

Current through December 10, 2024

Rule 16-5-16.1 - Event Rental

The William F. Winter Archives and History Building (Winter Building) is operated as an archival storage and access facility and also house the administrative offices for the Mississippi Department of Archives and History (MDAH). The Orientation Room, lobby with the front porch, 3^rd floor rooftop porch North, and 3^rd floor rooftop porch West have been designated as areas for use by are available for rental by organizations/businesses. The Winter Building will not be available to individuals acting on their own.

A.Application:

An organization or business must complete an application (and may be asked to supply bylaws and/or articles of incorporation) to rent space in the Winter Building. The Event Rental Committee-consisting of the MDAH director of operations, Museum Division events manager, and director of Archives & Records Services Division-must review and approve all requests. Applications must be submitted electronically using the webform on the MDAH website a minimum of sixty (60) calendar days prior to the event. Requests for a shorter timeframe may be denied.

B.Contract /Security Deposit

Event reservations are confirmed once the signed contract and the security deposit have been received by the Museum Division events manager. The security deposit will be refunded after the event provided the rented area is returned to its original state. Contracts are valid for fifteen (15) days after issue date.

C.Rental Fees: The fee schedule has been approved by the MDAH Board of Trustees. Sales tax applies to all fees. If an organization is exempt from paying sales tax, a copy of the Letter Ruling from the Mississippi Department of Revenue must be submitted with payment (Miss. Code §§ 27-65-111). Other state agencies or organizations that are prohibited by state law from paying fees to MDAH are limited to using the facility only during regular weekday operating hours and other restrictions may apply.

Rental fees are invoiced at the time the contract is issued and are due in full thirty (30) calendar days prior to the event. The event reservation will be cancelled if payment is not received by the due date. The User will be notified of the cancellation and the security deposit will not be refunded.

If the security deposit is paid by credit card, the same card must be used for the rental fee. If the security deposit is paid by check, a credit card may be used for the rental fee. A purchase order is an acceptable form of payment

D.Cancellation: If the User sends written notice of cancellation and it is received by the museum division events coordinator more than thirty (30) calendar days prior to the scheduled event, the User will receive a refund of 75% of the total. Cancellations fewer than 30 working days prior to the event will result in the forfeit of all fees paid.

MDAH reserves the right to cancel an event if the Winter Building is rendered unsuitable due to unforeseen circumstances, and the user will receive a full refund.

E.Hours of Operation / Building Access

1. Public access to the William F. Winter Archives and History Building (Winter Building) will be provided at the first floor North Street entrance.

2. Daytime events may be held during regular operating hours: 9 a.m. to 4 p.m., Tuesday - Friday and 9 a.m. - 1 p.m. on Saturday.

3. The Winter Building is closed on Sunday and rentals are not available on Mondays.

4. After hours Events may be held: Tuesday - Thursday, 5 p.m. - 9 p.m., Friday, 5 p.m. - midnight, and Saturday 2 p.m. - midnight

5. The Winter Building is handicapped accessible.

6. During normal operating business hours, tours of the non-restricted areas of the Winter Building may be arranged through the Event Rental Committee. Security concerns limit the size of the tour group to twelve.

16 Miss. Code. R. 5-16.1

Adopted 4/12/2021