Facility Rental Policy
The Eternal Gandhi Museum Houston (collectively “Lessor”) 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 Lessee’s approval. A person or entity (the “Lessee”) permitted to rent the EGMH facilities shall abide by all terms and conditions as outlined herein. Lessor 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 Lessor 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 Lessor for use of the EGMH (the “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. Lessor’s employees can access the Facility at any time deemed necessary, including during the Event.
Rental Times: Tuesday-Sunday 10am-5 pm. Rentals outside of business hours require additional fees.
NO DRINKING OF ALCOHOLIC BEVERAGES WILL BE ALLOWED DURING THE EVENT AT THE FACILITY UNDER ANY CIRCUMSTANCES. LESSEE SHALL BE RESPONSIBLE FOR ALL FACILITY DAMAGES THAT OCCUR DURING THE EVENT. LESSEE’S FAILURE TO PAY FOR SUCH DAMAGES WILL RESULT IN LESSOR TURNING ANY & ALL ISSUES OVER TO OUR LEGAL DEPARTMENT. ADDITIONALLY, NON-VEGETARIAN FOOD WILL NOT BE ALLOWED
Reservation Deposit: A reservation/damage deposit (the “Security Deposit”) of $200 must be deposited with Lessor to secure a date (the “Event Date”) for the Event. The Security 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 Security Deposit is paid and the Rental Agreement is signed by Lessee.
* Lessee’s violation of this Reservation Policy is sufficient cause for forfeiture of the Security Deposit.
* In the event the Rental Fee is waived for any reason, the Security Deposit of $200 must still be paid by Lessee. Unless Lessee has paid a cleaning fee, Lessee is required to clean the Facility after the Event, Facility cleaning will include all items listed under clean-up. Outside porch area(s) and immediate grounds (including parking lot) will need to be cleaned by Lessee and any trash, taken to dumpsters. All decorations will also be removed by Lessee.
Capacity: Maximum Facility capacity of the auditorium according to Fire Marshall Code is 108.
Reservations: Contact information: Lessee is responsible for providing Lessor with current contact information. Lessor is not responsible or liable for incidental and consequential damages because of Lessor’s inability to contact Lessee due to inaccurate Lessee contact information.
Payment Deadlines
The Security Deposit will hold the designated Event Date. The Security Deposit must be received by Lessor no later than 24 hours following Lessee’s first request to reserve the Event Date. If the Security 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 Security Deposit. The Rental Fee must be paid in full within 30 days prior to the Event. It is Lessee’s responsibility to remember this date. Lessor is not required to remind Lessee of the due date. Lessee’s failure to pay the Rental Fee within the stated timeframe may result in Lessee’s loss of the Event date.
For reservations made less than six months in advance of the Event, the Rental Fee is due within one month of paying the Security Deposit. For reservations made less than one month in advance of the Event, full payment of the Rental Fee must be made within 2 days of request for the Event Date, by cashier’s check, cash, credit card, or money order made payable to Eternal Gandhi Museum Houston.
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. Lessor will not hold postdated checks.
Refunds
Cancellation Refund:
Due to the high volume of Facility rentals that Lessor provides, the Security Deposit is nonrefundable if Lessee terminates the reservation for any reason. It is Lessee’s duty to reserve the correct date. Any amounts paid by Lessee except for the Security Deposit may be refunded if Lessee cancels a reservation in writing on or before the 60th day prior to the Event Date.
No Show Refund:
If Lessee fails to cancel an event as stated in the above Cancellation Refund Section and does not show for the Event, Lessee will forfeit the entire Rental Fee. In the event of a remaining balance owed, the balance will be deducted from the Security Deposit. Lessee will remain responsible for any Rental Fee balance not covered by the Security Deposit
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 Lessee fails to comply with the terms of this Policy the Lessee 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, Lessee will be billed for the remaining balance. Lessor 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 ninety (90) days from the original scheduled Event Date. In the event a transfer of an Event Date is less than ninety (90) 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 Lessor or Lessee due to impending weather, forces of nature or government regulations, any other reasons beyond Lessor’s control, Lessee 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. Lessor will not be liable for incidental and consequential damages because of cancellation.
Museum Access:
Access to the museum and grounds will be provided to Lessee via museum staff. All entry doors must remain unlocked during the entirety of the Event. It is Lessee’s responsibility to provide Lessor with Lessee’s updated contact information in the event museums staff need to contact Lessee. Any changes to Lessee’s contact information such as phone number or address should be reported to museum 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 EGMH with a handicap accessible sidewalk for easy access to the Facility building. Lessee 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 the 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 options are allowed to be served on the premises.
Air Conditioning:
The A/C is a prescheduled system controlled exclusively by the EGMH. Lessee 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 air conditioning system will not be able to operate properly.
Security:
Lessee is solely RESPONSIBLE for securing security service.
*Alcoholic beverages are prohibited at EGMH. Any Event found to have alcohol present is sufficient reason for the Event to be shut down, in violation of this Reservation Policy. Any Event shut down for Lessee’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 machines without 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 Lessee’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 for any reason (except in the event of fire.) Fire extinguishers and signs stating location of fire extinguishers cannot be covered. Lessee’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:
Lessee must inform any event planner, decorator or any person assisting with decorating of all Lessor policies regarding allowable decorations. Lessee is responsible for any non-compliance by decorators, of any and all Lessor policies. Lessee shall ensure that all tables have some type of covering on them during the event. Lessee 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 the event. Decorations may not be attached to walls or suspended from ceiling.
Non-Allowable Decorations:
Candles: The use of real candles is PROHIBITED. All candles must be L.E.D., or battery operated. Unity candles for a wedding ceremony may only be used with Lessor’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: Lessee 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 rental items 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 Lessee’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 on the stage is a violation of the Reservation Policy and will cause for forfeiture of the Security Deposit. NO FOOD OR DRINKS ARE ALLOWED ON THE STAGE AREA.
A/V System: Advance notice should be given to museum staff if the audio-visual system is to be used by Lessee. If any damage is sustained to any system equipment, projector/ projector screen, Lessee will be billed for any repair or replacement costs.
Wi-Fi: Wi-Fi is available for vendor use, business meetings and conventions only. Lessor 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. Lessee WILL BE RESPONSIBLE for all kitchen equipment used during the Event. Lessee’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, Lessee will be billed for the remainder.
Catering: Lessee may use a professional caterer or cater the Event him/herself. Lessees 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 remove rental items will result in a minimum damage fee of $50 to be deducted from the Security Deposit. Lessee must be present to open the doors for the caterer. EGMH museum staff are not responsible for receiving deliveries. Lessee 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. Lessee is responsible for informing the caterer of the designated outdoor cooking area for any onsite cooking. 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. BBQ pits, gas grills, deep fryers, smokers or any kind of cooking device or equipment must be placed outside, at least 50 feet away from any Facility building. Attention should be given to wind direction when determining an area for any of the aforementioned items to be placed. Placement in any area other than that designated will only be with prior written permission from museum staff. All coal, ashes, oils, etc. used for these cooking devices must be removed from the Facility grounds at the end of the Event. Dumping of any of the aforementioned items on the Facility grounds will result in a damage fee (depending on extent of damages) that will be deducted from the Security Deposit.
Set Up & Breakdown: All set-up and breakdown of the tables & chairs is the sole responsibility of the Lessee. Lessor’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 Lessor’s tables and or chairs were used outside of the building. Damage to any tables or chairs will be deducted from and could result in the forfeiture of the Security Deposit.
Set-Up: Set-up of Event is the responsibility of the Lessee. Tables cannot be placed in front of doors. Tables cannot be placed in front of fire extinguishers. Easy access must be available to all exits and all fire extinguishers.
Break-Down: Break-Down of all tables/chairs is the responsibility of the Lessee. Tables/Chairs are to be placed back into the designated storage room(s) that they initially came out of. Any tables and chairs used should be cleaned before being returned to the storage area. All trash should be taken out and put in the dumpsters. A damage fee of $50 will be assessed for stains on tables, on walls, floors, doors, etc. that require extra/special cleaning.
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. Lessee will be billed if damages exceed the Security Deposit.
Lost & Found: Lessor 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 Lessee and kept for a period of 7 days. Any items not claimed at the end of 7 days becomes the property of Lessor. 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: Lessee shall indemnify, defend, and hold Lessor harmless from all claims and damages (including reasonable attorney’s fees and costs) arising from Lessee’s use of the Facility or from any activity permitted by Lessee in or about the Facility unless caused by the gross negligence or willful misconduct of Lessor. Lessee shall further indemnify, defend, and hold Lessor 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 Lessee 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 Lessor by reason of any such claim, Lessee, on notice from Lessor, shall defend it at Lessee’s expense by counsel approved in writing by Lessor.