Rent the Museum

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Rental Fees
1. Room rental fee shall be paid in full to the museum eight (8) days prior to the date of the event or it will be cancelled.
2. Room rental fee does not include additional fees for museum personnel and/or furniture and equipment rentals.
3. Rental hours include setup and tear-down time.
4. Overtime charges will be applied to all events extended beyond the agreed rental hours on the contract. 
5. Cancellations within 48 hours prior to the event will incur a 25% charge of total rental fee to the Licensee.

1st floor Orientation Theater or comparable space:            $150 for up to 4 hrs., $275 for up to 8 hrs.
1st floor Seminar Room or comparable space:                   $150 for up to 4 hrs., $275 for up to 8 hrs.
1st floor Classroom or comparable space:                         $100 for up to 4 hrs., $175 for up to 8 hrs.
2nd floor Boardroom or comparable space:                       $150 for up to 4 hrs., $275 for up to 8 hrs.
2nd floor Classroom or comparable space:                        $100 for up to 4 hrs., $175 for up to 8 hrs.
1st floor Lobby or 2nd floor Lobby or comparable space:    $500 for up to 4 hrs., $900 for up to 8 hrs.
Outdoor Garden Terrace or comparable space:                  $500 for up to 4 hrs., $900 for up to 8 hrs.

Extras 
$2 per chair
$10 per rectangular table (6 people)
$12 per round table (8 people)
$7 per table cloth (white or black)
$15 podium
$50 sound system
$25 projector and screen on the wall 
$25 portable screen for projector
$25 TV
$25 DVD
$35 heater (4 hrs), $50 (8 hrs)
$30 per museum staff person (1 hr)
$6 centerpiece
$12 silver desk used for a bar or registration

Additional Information
A 10% discount applies to rental fees for EPMH Members at the $1,000 and up level.
A 20% discount applies to rental fees for Not-For-Profit organizations.
All arrangements for third party services (caterers, entertainers, florists, etc.) must be approved by the museum.
No commercial sales, trade shows, rites of passage, political or religious programs or activities, including wedding ceremonies or receptions are permitted in the Museum’s facilities.
No fund-raising / ticketed programs or activities are permitted in the museum facilities, other than programs or activities to raise funds to support the museum and its various functions.
Invitations and all published materials pertaining to events must be approved by the museum prior to printing to ensure that there shall be no sponsorship, affiliation or approval, expressed or implied, of museum by the user.
Security for events after museum hours will be payable by the Licensee.

Questions regarding these policies should be directed to the museum at 915-351-3588.

Parking
Parking for events at the museum is available at the El Paso Convention Performing Arts Center, the Union Plaza Parking Garage and the Camino Real for a fee. The museum has no control over the availability of parking spaces or enforcement of parking regulations.

Accessibility
All interior areas of the museum building are accessible to persons with disabilities. Entrance and exit are provided through the front door only. 

Food and Beverage
If food or beverages are to be served at an event, all arrangements must be approved by the museum in advance. The Licensee is solely responsible for compliance with all museum regulations regarding catering, food preparation, and beverage service. The Licensee is responsible for kitchen staffing, the clean up of all kitchen and dining equipment, and removal of all food, beverages, supplies and equipment not owned by the museum at the end of the event. The Licensee should consult with the museum's Event Coordinator for assistance with these arrangements. No food or beverages are allowed in the galleries.

Insurance
Liability insurance (indemnification coverage) must be obtained in accordance with City Regulations. The Licensee must elect to be covered by liability insurance obtained by the City for events at the museum by paying to the City the prorated share of the premium for such insurance. The prorated premium is set at the following rates: events with 1-150 attendees -- $52.80 per day, events with 151-500 attendees -- $88.00 per day, events with 501-1500 attendees -- $173.80 per day and events with 1500-2000 attendees --$198.00 per day. Coverage for an additional named insured, if requested, will require an additional fee of $52.80 per named insured. Payment shall be made with, and in addition to, the contracted fee.

Guidelines
Food staging area:
For events in all areas of the Museum: 1st floor classroom
Area must be left clean of all trash and food
All trash/food must be removed immediately following the event

Decorations:
Self-standing only. Balloons, candles, and open flames are prohibited. Nothing may be attached to walls, stair railings, etc.

You must bring:
Tables for your staging area and for setting up food and beverages.
2 extra butler trays with “jack stands” to put at either side of the gallery entrance (No food or beverage is allowed in the galleries.)
Trash bags and food storage containers for all trash and leftover food. You are responsible for all trash removal to parking area trash receptacle.

All deliveries of food, equipment, and floral arrangements, etc. must be through the Missouri St. loading dock and security booth entrance. The front doors to the Museum are for public and guest traffic only.

Your staff is responsible for the picking up and disposing of all glasses, plates, and napkins left by guests.

You may deliver your tables and equipment to the loading dock at anytime on the day of the event. However, set-up time must be established with the Museum Event Coordinator. The set-up and tear-down of tables and chairs is your responsibility unless rented through the Museum. If you contract a rental company to deliver tables, chairs, etc., and the event ends too late for the contractor to pick up the rentals, pickup must occur the following day before noon.

Set-up and tear-down of furniture and equipment must be done in a quiet and orderly manner. Furniture must not be dragged across floor.

Removal of equipment and cleanup is the responsibility of your catering staff and must be completed one hour after event end time.

It is your responsibility to make your staff and all subcontractors aware of these guidelines.

You (and the Licensee) assume all responsibility for any physical damages due to your set-up or tear-down.

To remain on the list of preferred caterers whose services make them appropriate for catering events at the museum, you must follow these guidelines. Failure to do so will result in a warning. Continued failure will result in your removal from the recommended list.

Photography Policy

The museum observes a “No Flash Photography” policy for the galleries and exhibitions areas. The primary objective for this policy is to properly care for the museum’s collections and to ensure visitor safety. Flash photography is not allowed in the galleries in order to preserve the artifacts from undue exposure to ultraviolet (UV) light. UV light emitted by flashbulbs has a cumulative effect which will damage pigments in paintings, works on paper and other media. Photography can also be restricted in the museum to protect the copyrights of lenders and artists who may not wish their copyrighted work to be photographed. It is the museum’s public duty to respect this copyright protection. Visitor and object safety must also be taken into account. Requests may be made in writing to the museum curator for photographs of specific objects in the museum’s permanent collection. These requests will follow the procedure and fee schedule in place for rights and reproduction. Photography of the building exterior and the Cleveland Square Park is allowed.

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