Arkansas Administrative Code
Agency 012 - Department of Arkansas Heritage
Division 05 - Territorial Capitol Restoration
Rule 012.05.01-001 - Museum Public Use and Educational Programming - Fees and Charges

Current through Register Vol. 49, No. 9, September, 2024

HISTORIC ARKANSAS MUSEUM PUBLIC USE & EDUCATIONAL PROGRAMMING FEES and CHARGES

Conditions of Use

* Because the Historic Arkansas Museum is a public educational institution, rentals cannot interfere with the museum's exhibits, education programs, and public visitation.

* A written copy of all printed materials using the name of the Historic Arkansas Museum or the Historic Arkansas Museum logo must be approved in advance by the museum. Failure to submit advance copy will be cause for the museum to cancel the event.

* Renters agree that neither the museum buildings nor grounds will be used to sell " a product, announce a fund-raising activity, or hold a fund-raising event unless the museum is the direct beneficiary of the sale or fund-raiser. An event to raise funds for the Historic Arkansas Museum requires advance approval by the museum.

* Renters are responsible for the cost of repair or replacement of any museum property (e.g. buildings, grounds, contents, collections, or equipment) which is damaged or destroyed by the renter or anyone attending the function during an event covered by the rental contract. The cost of such repair or replacement will be determined by the museum and paid in full by the renter.

* No alterations to the galleries, walls, or any part of the historic buildings or exhibits are permitted.

* Early delivery of decorations, floral arrangements, food and/or beverages, must be approved by the museum staff at least twenty-four hours prior to delivery.

* Dancing is allowed in designated areas only.

* No sound equipment may be used without prior approval of the Director of the museum.

* Nothing whatsoever may be thrown inside the Museum Center or historic houses (e.g. bridal bouquet, garter, or objects of any kind.) No rice may be thrown at any location. Birdseed and flower petals may be thrown in designated outdoor areas.

* No fastening or securing devices of any kind may be used inside or outside the Museum Center or historic houses to hold up decorations, photos, signs, etc.

* All staff work areas will be closed, and no one will be permitted in these areas.

* The Historic Arkansas Museum Commission reserves the right to waive conditions of public use and guidelines to serve the best interests of the museum.

Fees

* A twenty-five percent (25%) non-refundable deposit is due when the rental contract is signed. Payment in full is due at the beginning of the event.

* The maximum rental period is five hours which includes time spent for set up and clean up.

* Unscheduled overtime will be charged at $150 per hour.

* Attendance of two museum staff members (including one security guard) is required for any event and the cost for this is included in the base rental fee. The renter agrees to pay $50 for each additional regular museum staff member required.

* A second security guard is required if more than 200 people will be attending. If more than 400 will be attending, a third security guard is required. The security fee is $100 per guard. Visiting in the galleries requires additional security personnel, and the exact number will be determined in advance by the museum and paid for by the renter.

Weddings

* Wedding rehearsals may be held on the day before the event. If the rehearsal is scheduled during regular museum hours, there is no charge. If the rehearsal is scheduled after the museum has closed, the fee is $100. Please note that the activity cannot interfere with public visitation or programs.

* If the museum is booked for a wedding, one hour of time is included for photographic work during normal museum operating hours. For every hour outside normal museum operating hours there is a charge of $50.

Photography

* If the museum is to be used for photographic work only, this must be scheduled at least two weeks in advance. There is a minimum charge of $50 for a half-hour session to take photographs for non-commercial use, with an additional charge of $50 for each additional half-hour. Commercial photography fees are based upon the regular rental schedule.

* No flash photography is allowed in the galleries or historic houses at any time.

HISTORIC ARKANSAS MUSEUM FACILITIES AND RENTAL FEES

Stella Boyle Smith Atrium

The beautiful glass atrium with soaring 30-foot ceilings and timber-frame architecture offers a view onto the 19th century. The historic houses and grounds, which can be seen through the floor-to-ceiling glass walls, are a perfect backdrop for events. The Mary Fletcher Worthen Plaza is located outside the north entrance. The atrium space is 20 feet X 80 feet with brick floors and museum lighting. (175-200 people standing)

Mary Fletcher Worthen Plaza

This area, just outside the Stella Boyle Smith Atrium, is perfect for small outdoor events especially when used in combination with the atrium. Steps lead to the landscaped historic grounds and houses of the museum. (50-60 people)

Ottenheimer Theater

The 120-seat, timber-framed theater can be used for lectures, films, video, PowerPoint presentations, and live performance. Included are state-of-the-art audiovisual equipment, two dressing rooms with showers, and green (backstage waiting) room.

Hands-on History Room

Comes with easy access from Third Street. This 30 foot X 30 foot multi-use room seats 30 people and can be divided into two smaller rooms.

Peg Newton Smith Conference Room

The upstairs conference room will seat 12-15 people.

Restaurant

The balcony space overlooks the Stella Boyle Smith Atrium and the historic grounds, (70 people)

Gallery Space

This features about 10,000 square feet of space for visitation only. Museum Grounds

* Historic buildings (open)

* Historic buildings (not open)

* Plum Bayou Log House Grounds

* Total grounds (close off street between log house and grounds)

Rental Fee Schedule

INFORMATION AND GUIDELINES FOR CATERERS

Rules for use of the Historic Arkansas Museum's facilities differ from those of commercial establishments because of the irreplaceable and valuable artifacts which are present. These guidelines below must be followed and adhered to by the renter and the caterer to insure the protection of these artifacts and function attendees alike. By signing the proposed contract issued by the museum, the renter and the caterer acknowledge that all of these guidelines will be included in and form a part of the rental contract.

* Smoking is not allowed inside. Smoking is only allowed in designated areas outside.

* Food and drink may be served and consumed in designated areas only.

* No food or drink is allowed inside the historic houses or the galleries.

a Only dripless candles may be used in the atrium and restaurant area. No candles of any kind may be used in the galleries or historic houses.

* Placement of floral arrangements must be approved by museum personnel prior to the event. No floral arrangements are allowed in the galleries or historic houses.

* Ice sculptures are allowed outside, in the atrium, and in the restaurant area only.

* There is a two-hour maximum for alcoholic beverage service which must be strictly observed. The caterer must provide bartenders. No person may serve himself or herself.

* The museum restaurant is recommended for catering. If the restaurant is not used, the renter must use a caterer who has been approved by the museum. If museum approved caterers are not available, the caterer chosen by the renter must provide written proof (along with the signed contract) of both workers' compensation and general liability insurance with limits of at least $2,000,000, and the caterer must have included the Historic Arkansas Museum as an additional insured.

* No fried foods of any kind may be cooked or otherwise prepared in any of the museum facilities which includes the historic houses.

* No sterno fuel may be used for chafing dishes. Only safe heat or pure grain alcohol may be used for chafing dishes.

* No beer kegs or champagne fountains are allowed.

* Early delivery of decorations, floral arrangements, food and/or beverages, etc., must be approved by the museum staff at least twenty-four hours prior to delivery.

* Damage to any property of the museum must be reported to museum personnel immediately.

* The facilities and grounds must be cleared by midnight. Special exceptions must be approved by the museum in advance.

* The clean up checklist must be completed to the satisfaction of the museum personnel on duty.

ADOPTED BY THE HISTORIC ARKANSAS MUSEUM COMMISSION AT THEIR MEETING ON APRIL 20,2001.

PROPOSAL FOR FEES at HISTORIC ARKANSAS Museum - Beginning mid-2001 REGULARLY SCHEDULED EDUCATIONAL PROGRAMS