Facility Rental Policy
The Eternal Gandhi Museum Houston (EGMH) hereby reserves and retains the right to amend, alter, change, delete, or modify any of the provisions of this Reservation Policy (the “Policy” or “Reservation Policy”) at any time and from time to time, without notice, in any manner that whatsoever, subject to Organizer’s approval. A person or entity (the “Organizer”) permitted to rent the EGMH facilities shall abide by all terms and conditions as outlined herein. EGMH reserves the right to refuse service or to rent to anyone for any reason other than race, religion, national origin, gender, or other prohibited reasons. The EGMH will not rent to any person (or their family members), organization or entity that previously has not followed the policy and procedures established by the EGMH for use of the EGMH Facility. Policy violations that shall be a basis for future denial of the opportunity to rent the Facility will include but not be limited to the following: failure to leave the Facility clean, not having proper Security personnel in place, allowing the use of illegal substances, use of alcohol, allowing smoking in the Facility or causing or permitting damage to Facility. Rental of the Facility for an event (the “Event”) during normal business hours does not include exclusive use of the EGMH. All Facility parking is public parking and is therefore shared with any museum activities or events during normal business hours. EGMH’s employees can access the Facility at any time deemed necessary, including during the Event.
Rental Times: Tuesday-Sunday 10 am-10 pm.
NO DRINKING OF ALCOHOLIC BEVERAGES WILL BE ALLOWED DURING THE EVENT AT THE FACILITY UNDER ANY CIRCUMSTANCES. ORGANIZER SHALL BE RESPONSIBLE FOR ALL FACILITY DAMAGES THAT OCCUR DURING THE EVENT. ORGANIZER’S FAILURE TO PAY FOR SUCH DAMAGES WILL RESULT IN EGMH TURNING ANY & ALL ISSUES OVER TO OUR LEGAL DEPARTMENT. ADDITIONALLY, NON-VEGETARIAN FOOD WILL NOT BE ALLOWED
Reservation Deposit: An initial reservation deposit of $200 must be deposited with EGMH to secure a date (the “Event Date”) for the Event. The initial reservation deposit may be paid with credit card, or cashier’s check made payable to Eternal Gandhi Museum Houston. A date is not reserved until a initial reservation deposit is paid and the Rental Agreement is signed by Organizer.
* Organization’s violation of this Facility Rental Policy is sufficient cause for forfeiture of the initial reservation deposit.
* In the event the Rental Fee is waived for any reason, the initial reservation deposit of $200 must still be paid by Organization.
Capacity: Maximum Facility capacity of the auditorium according to Fire Marshall Code is 108.
Reservations: Contact information: Organizer is responsible for providing EGMH with current contact information. EGMH is not responsible or liable for incidental and consequential damages because of EGMH’s inability to contact Organizer due to inaccurate Organizer contact information.
Payment Deadlines
The initial reservation deposit will hold the designated Event Date and must be received by EGMH no later than 24 hours after approval of the Event Date. If the initial reservation deposit is not received by the end of the next day after the first date of contact, the request will be cancelled, and that date will be released and made available to the public. An Event date is considered reserved only after receipt of the initial reservation deposit. The Rental Fee and Security Deposit must be paid in full within 30 days prior to the Event. It is Organizer’s responsibility to remember this date. EGMH is not required to remind Organizer of the due date. Organizer’s failure to pay the Rental Fee and Security Deposit within the stated timeframe may result in Organizer’s loss of the Event date.
For reservations made less than six months in advance of the Event, the Rental Fee and Security Deposit is due within one month of paying the initial reservation deposit. For reservations made less than one month in advance of the Event, full payment of the Rental Fee and Security Deposit must be made within 2 days of request for the Event Date.
Method of payment: Payments will be accepted in the form of credit card or cashier’s check. All cashier’s checks must be made payable to Eternal Gandhi Museum Houston and event date referenced in the memo. All payments will be promptly deposited. EGMH will not hold postdated checks.
Refunds
Cancellation Refund: Due to the high volume of Facility rentals that EGMH provides, the initial reservation deposit is nonrefundable if Organizer terminates the reservation for any reason. It is Organizer’s responsibility to reserve thecorrect date. Any amounts paid by Organizer except for the initial reservation deposit may be refunded if Organizer cancels a reservation in writing on or before the 60th day prior to the Event Date.
No Show Refund: If Organizer fails to cancel an event as stated in the above Cancellation Refund Section and does notshow for the Event, Organizer will forfeit the entire Total Rental amount paid.
Security Deposit – Refund: The Security Deposit will be returned in full by mail within six weeks after the date of the Event if the terms of this Reservation Policy and the Rental Agreement are fulfilled. All Rules and Regulations set forth in this Policy should be followed completely. In the event Organizer fails to comply with the terms of this Policy the Organizer will be responsible for any charges or fees that apply, and such will be deducted from the Security Deposit and the balance, if any, will be returned with an explanation of deducted charges. If damages and /or cleaning or penalty charges exceed the Security Deposit, Organizer will be billed for the remaining balance. EGMH is not responsible for refunds lost in the mail. Any refund check that is re-written due to loss will be for the amount less any bank charges.
Transfer of Event Date: An Event Date can only be transferred without penalty if the transfer is done over sixty (60) days from the original scheduled Event Date. In the event a transfer of an Event Date is less than sixty (60) days prior to the Event, the transfer will be treated as a cancellation and the Cancellation Refund Policy will be enforced.
Emergency Cancellation Refund: For cancellations made by the EGMH or Organizer due to impending weather, forces ofnature or government regulations, any other reasons beyond EGMH’s control, Organizer will be issued a full refund. Also, a total refund of paid fees is issued if an Event is cancelled due to a declared emergency. Organizer will not be liable for incidental and consequential damages because of the cancellation.
Additional Services
Museum Access: Access to the EGMH and grounds will be provided to Organizer via museum staff. All entry doors mustremain unlocked during the entirety of the Event. It is Organizer’s responsibility to provide EGMH with Organizer’s updated contact information in the event EGMH staff need to contact Organizer. Any changes to Organizer’s contact information such as phone number or address should be reported to EGMH staff.
Parking: The parking lot is public; if there are other events at the museum then the public may use the parking lot. Rental of the Facility during normal museum operating hours does not include exclusive use of the parking lot. All cars parked in the Fire Lane will be towed away at the owner’s expense. Designated handicap parking is in the front of the Museum with a handicap accessible sidewalk for easy access to the Facility building. Organizer is solely responsible for informing caterers, deliveries,entertainment, and guests of these parking regulations. Vehicles found to be in violation will be towed at the vehicle owner’s expense. At no time should the emergency access entrance to the Facility building be blocked. At no time should there be any vehicles parked on either side of the Facility (grass areas) that are not part of the parking lot.
Catering Information: Food Truck(s) are not allowed to serve as a ‘Vendor’ BUT are allowed to serve as a ‘Caterer’ ONLY unless the event is hosted and/or sponsored by EGMH. Serving only as a caterer means there is NO selling of food from the Food Truck. Food can be prepared inside the Truck and then brought inside to distribute as a Caterer would. Only vegetarian optionsare allowed to be served on the premises.
Air Conditioning: The A/C is a pre-scheduled system controlled exclusively by the EGMH. Organizer shall not prop open any of the entry doors to make it easier to bring items in. Propping the doors open will release all the cool air and the airconditioning system will not be able to operate properly.
Forfeiture of the Security Deposit: Alcoholic beverages are prohibited at EGMH. Any Event found to have alcohol presentis sufficient reason for the Event to be shut down, in violation of this Reservation Policy. Any Event shut down for Organizer’s violation of this Reservation Policy or the Rental Agreement, is sufficient cause for forfeiture of the Security Deposit.
To prevent damage to the Facility floor, water hog mats are to be used and placed under ALL ICE CHESTS/COOLERS, tables and/or machines where beverages/liquids are being served and/or dispensed. The use of ice chests/coolers, beverage machineswithout a water hog mat underneath is a violation of the Reservation Policy and will cause for forfeiture of the Security Deposit.
Fire Code: Fire Code regulates a Facility maximum capacity of 108. Smoking is not allowed anywhere inside the Facility building.It is Organizer’s responsibility to enforce this policy during the Event. Violation of this policy will result in a fine depending on the extent of damages. All entry doors must remain unlocked during the entirety of the Event. Access to exit doors and fire extinguishers cannot be blocked by tables, chairs or decorations. Fire extinguishers are not to be removed from their location forany reason (except in the event of fire.) Fire extinguishers and signs stating location of fire extinguishers cannot be covered. Organizer’s failure to comply with this policy will result in forfeiture of the Security Deposit, as well as a possible fine and shutdown of your Event by the Fire Marshall.
Allowable Decorating: Organizer must inform any event planner, decorator or any person assisting with decorating of all policies regarding allowable decorations. Organizer is responsible for any non-compliance by decorators, of all EGMH policies. Organizer shall ensure that all tables have some type of covering on them during the event. Organizer may use any free-standing decorations. Rice, bubbles, and birdseed may only be used outside the Facility building and must be cleaned prior to the end of theevent. Decorations may not be attached to walls or suspended from ceiling.
Non-Allowable Decorations: The use of real candles is PROHIBITED. All candles must be L.E.D., or battery operated. Unitycandles for a wedding ceremony may only be used with EGMH’s prior written permission and only during the wedding ceremony itself. The use of real candles is a violation of the Reservation Policy and will cause for forfeiture of the Security Deposit.
Wish Lanterns: Organizer may not use wish lanterns of any kind due to 1. Being within close vicinity of an airport 2. Within the flight path of same airport 3. Wind direction could take lanterns into populated residential area 4. Wind velocity according to recommended manufacturer’s instructions.
NO pinning, tacking, pushpins, tape, nails, screws, thumbtacks, brads, staples, poster compound, duct tape, or any other items, may be used on the Facility walls, windows or floors for decorations or any other reason. GLITTER, CONFETTI, TABLE SCATTER,STRAW, HAY are not allowed inside or outside Facility. The Security Deposit will be forfeited, if any of these or other similar items are found to have been used. All decorations are required to be removed from the Facility building at the end of the Event. No rentalitems may be left for pick-up on the following day. Failure to remove items will result in a minimum damage fee of $50 to be deducted from the Security Deposit. Any decorations left behind will be disposed of. It is the Organizer’s responsibility to make sure all decorations are removed.
Stage: Food serving tables and sit-down dinner tables are NOT allowed on the stage. The placement of these certain tables onthe stage is a violation of the Reservation Policy and will cause for forfeiture of the Security Deposit. NO FOOD OR DRINKS AREALLOWED ON THE STAGE AREA.
A/V System: If any damage is sustained to any system equipment, projector/ projector screen, Organizer will be billed for any repair or replacement costs.
Wi-Fi: Wi-Fi is available for vendor use, business meetings and conventions only. EGMH is not responsible for any consequences caused by unavailability due to Wi-Fi server.
Kitchen: The Facility kitchen is a prep kitchen, not a full-service kitchen. Organizer WILL BE RESPONSIBLE for all kitchen equipment used during the Event. Organizer’s failure to return everything in an acceptable manner will result in the total cost of the damages to be deducted from the Security Deposit. If such damage exceeds the Security Deposit total, Organizer will be billed for the remainder.
Catering: Organizer may use a professional caterer or cater the Event him/herself. Organizer are encouraged to have the caterer schedule a visit in advance to view the Facility and equipment available to them. Caterers must be advised that their set-up and clean-up must be during the contracted hours stated in the Rental Agreement.
Any items used by the caterer must be removed from the Facility building by the end of the contract period. Failure to removeitems will result in a minimum damage fee of $50 to be deducted from the Security Deposit. EGMH must be present to open the doors for the caterer. EGMH museum staff are not responsible for receiving deliveries. Organizer is responsible for advising the caterer of all cleaning requirements for the kitchen area and will be responsible for the kitchen if not cleaned by the caterer. Note: Only vegetarian options are allowed to be provided on premises.
Fire Security: Several fire extinguishers are available throughout the Facility building. Doorways, fire exits, walkways and fire extinguishers cannot be blocked off or covered at any time.
Cooking: There is no open flame cooking allowed inside the Facility building or on any covered area/patio/ walkways connected to the Facility building. Violation will cause for forfeiture of the Security Deposit.
Set Up & Breakdown: Organizer must provide the configuration of layout for tables and chairs at least two weeks before thescheduled event. EGMH’s’s tables and chairs are NOT to be used outside the Facility. A damage fee of $50 per item will be assessed if it is found that EGMH’s tables and or chairs were used outside of the building. Damage to any tablesor chairs will be deducted from and could result in the forfeiture of the Security Deposit.
Facility Flooring : NO TAP SHOES. All shoes, boots, or sandals with any type of metal on the heels, toes, or soles are prohibited on Facility floors. Some examples are shoes with any type of tap or metal attachments, cleats, etc. These types of shoes scar and mark the Facility floors and destroy the finish on it. No type of wax, saw dust, sand, or any other abrasive may be used on the Facility floor for any purpose. No Exceptions. The Facility Floor should be spot cleaned of any spills before leaving so not to stain or cause any kind of damage. Damage to the Facility floor will result in a damage fee, depending on extent of damage and cost of repair.This fee will be deducted from the Security Deposit. The Organizer will be billed if damages exceed the Security Deposit.
Lost & Found: EGMH is not responsible for any items left in the Facility building or grounds after the end of the Event. Any property that remains in the Facility building or on the Facility premises will be considered abandoned by the Organizer and keptfor a period of 7 days. Any items not claimed at the end of 7 days becomes the property of EGMH. Any large items left in the Facility building that would require storage or would interfere with the normal museum operations are not subject to these rules and will immediately be disposed of. Any food items left in the Facility building will be disposed of.
Indemnification: Organizer shall indemnify, defend, and hold EGMH harmless from all claims and damages (including reasonable attorney’s fees and costs) arising from Organizer’s use of the Facility or from any activity permitted by Organizer in or about the Facility unless caused by the gross negligence or willful misconduct of EGMH. Organizer shall further indemnify,defend, and hold EGMH harmless from any and all claims and damages (including reasonable attorney’s fees and costs) arising from any breach or default in the terms of this Rental Agreement or arising from any act, negligence, fault, or omission of Organizer and from and against any and all costs, reasonable attorney’s fees, expenses, and liabilities incurred due to such claim or any action or proceeding brought on such claim. In case any litigation, action or proceeding shall be brought against EGMH by reason of any such claim, Organizer, on notice from EGMH, shall defend it at Organizer’s expense by counsel approved in writing by EGMH.
A Certificate of Insurance for this Event naming the Eternal Gandhi Museum Houston as certificate holder must be submitted no later than 30 days prior to the event date. The insurance shall provide protection of not less than $1,000,000 against liability for damages to property and protection of not less than $1,000,000 for protection of injury to the death of one (1) person and of not less than $1,000,000 for the protection of injury to the death of two (2) or more persons in single accident or occurrence.