MUNICIPAL MUSEUMS RENTAL PROGRAM BOOKLET It is understood and agreed by the Lessee that this booklet, which includes Sections 1 – 38, is in fact a part of the contract between the Lessee and the Lessor. The Lessee is charged with the responsibility of knowing and abiding by the policies and procedures contained herein. Acknowledged and Received: _____________________________________ Signature of Lessee ____________________________________ Date This top page should be signed by the Lessee and returned attached to the signed Rental Contracts. 8/31/2018 S:\museums\silent_wings\Rental Program\Rental Booklet\2018 Municipal Museums Rental Booklet.doc RENTAL PROGRAM BOOKLET MUNICIPAL MUSEUMS BUDDY HOLLY CENTER & MEADOWS COURTYARD 1801 Crickets Ave. Lubbock, TX 79401 (806) 775-3560 BUDDY & MARIA ELENA HOLLY PLAZA 1824 Crickets Ave. Lubbock, TX 79401 (806) 775-3560 SILENT WINGS MUSEUM & PATRIOT PLAZA 6202 N I-27 Lubbock, TX 79403 (806) 775-2047 It is understood and agreed by the Lessee that this booklet, which includes Sections 1-38, is in fact a part of the contract between the Lessee and the Lessor. The Lessee is charged with the responsibility of knowing and abiding by the policies and procedures contained herein. 8/31/2018 S:\museums\silent_wings\Rental Program\Rental Booklet\2018 Municipal Museums Rental Booklet.doc TABLE OF CONTENTS SECTION TOPIC PAGE # 1 Definitions.................................................................................. 1 2 Authority .................................................................................... 1 3 Lease or Rental Agreement ........................................................ 2 4 Booking Policy........................................................................... 2 5 Conventions ............................................................................... 3 6 Rehearsals and Move-In/Outs .................................................... 3 7 Reletting and Sub-Leasing ......................................................... 3 8 Payment of Fees ......................................................................... 3 9 Authorized Refunds ................................................................... 4 10 Insurance Requirements ............................................................. 4 11 Liability for Lessee’s Property ................................................... 5 12 Ticketing Procedures ................................................................. 5 13 Advertising of Events ................................................................ 5 14 Broadcast or Telecast ................................................................. 5 15 Crowd Control and Security Personnel...................................... 6 16 Concessions and Catering .......................................................... 6 17 First Aid Services ....................................................................... 6 18 Machinery, Flammable Liquids, and Electricity ........................ 6 19 Obstruction of Doors, Passageways, Corridors or Lobbies ....... 7 20 Equipment Usage ....................................................................... 7 21 Signs, Posters, Literature, Decorations ...................................... 8 22 Animals in the Building ............................................................. 9 23 Display Advertising Rights in Facility ...................................... 9 24 Alterations of Leased Premises .................................................. 9 25 Abandoned Equipment or Property ........................................... 9 26 Observance of Laws and Regulations ........................................ 9 27 Permits and Licenses.................................................................. 9 28 Public Address Announcements .............................................. 10 29 Parking ...................................................................................... 10 30 Facility Capacity ....................................................................... 10 31 Non-Discrimination .................................................................. 11 32 Objectionable Conduct.............................................................. 11 33 Photographers ........................................................................... 11 34 Copyright Infringement ............................................................ 11 35 Solicitations............................................................................... 11 36 Right to Alter Policies and Procedures and Rental Rates ......... 12 37 Facility Smoking Policy ............................................................ 12 38 Rental Rates and Services ......................................................... 12 8/31/2018 S:\museums\silent_wings\Rental Program\Rental Booklet\2018 Municipal Museums Rental Booklet.doc SECTION 1 - Definitions The Municipal Museums of the City of Lubbock and County of Lubbock, Texas hereinafter called Facility, means any area designated in or outside of the Buddy Holly Center or Silent Wings Museum and the Buddy & Maria Elena Holly Plaza under the jurisdiction of the City of Lubbock. (a) Lease as used herein means the written contract issued to an applicant by the Director of the Facility under the authority and condition as herein provided, including any amendment or supplement to such a contract. (b) Lessee as used herein includes any person, association, public organization, partnership, business trust, company or corporation that contracts to use any part of the Facility in accordance with the provisions of these regulations. (c) Non-Commercial/Non-Profit Events - A non-commercial or non-profit event is a function sponsored by any of the following categories when the majority of the net proceeds are bestowed on or retained by the sponsoring organization. Organizations claiming non-profit status must present proof of their non-profit status as issued by the Internal Revenue Service prior to contracts being executed. Examples: 1. Local non-profit chartered civic organizations. 2. Local non-profit fraternal organizations. 3. Local governmental organizations. 4. Local non-profit educational organizations. 5. Local non-profit religious organizations. 6. Local chartered charitable organizations. 7. Local organizations qualifying under section 501 of the Internal Revenue Service Code. (d) Gross receipts as used in these regulations shall mean income from sales minus excise taxes or sales taxes levied by the City, County, State or Federal Government. Any deductions from the gross receipts shall be substantiated by submission of a statement of such deductions. (e) Concessions as used herein shall mean the use and occupancy of any part of the Facility for the sale or dispensing of programs, records, periodicals, books, magazines, newspapers, soft drinks, alcoholic beverages, flowers, candies, food, novelties or related merchandise and souvenirs. SECTION 2 – Authority The Managing Director of Cultural Facilities & Special Events, as referred to in these regulations, shall have full responsibility for the operation of the Facility and shall act on behalf of the City of Lubbock in all matters pertaining to the Facility. The Director shall be authorized to enter into rental contracts subject to the prevailing rental rates. The right is reserved by the Director or other duly authorized representatives of the Facility to enter the Facility and all parts thereof at all times. The Director shall approve any deletions, additions, or modification to the standard rental contract for the City of Lubbock facilities with the approval of the City Attorney. 8/31/2018 S:\museums\silent_wings\Rental Program\Rental Booklet\2018 Municipal Museums Rental Booklet.doc 1 SECTION 3 - Lease or Rental Agreement All rental contracts shall be in written form and executed by the City of Lubbock. No oral agreement for the use of the Buddy Holly Center/Meadows Courtyard, Buddy and Maria Elena Holly Plaza, or Silent Wings Museum/Patriot Plaza will be valid. Basic rental rates for actual event days/performances include available heat and/or cooling, available lighting and water, and normal janitorial cleaning services. However, failure to furnish any of the foregoing utilities or services resulting from circumstances beyond the control of the Facility shall not be considered a breach of contract. Additional charges will be assessed for extraordinary or overnight utility usage. Pre-event and post-event charges are covered under Section 6. The Lessee may be required to furnish in writing any information requested by the Director to determine which facilities, arrangements, and special services and/or equipment might be necessary to the staging and proper management of their event. At no time, can tables, chairs, or any other set-up created by an event block entrances and/or exits. There must be at least an 8-foot clearance between an entrance/exit and any set-up. Should the Municipal Museum staff determine that any portion of an event setup is in violation of proper fire and safety code restrictions, Lessee will correct the violation immediately. The City of Lubbock Fire Marshall must approve any exception. Due to staff scheduling requirements, the Lessee must adhere to scheduled in and out times or an overtime fee will be charged. (See Section 38 for charges.) The Lessee will appoint one (1) individual to coordinate all activities and setup information with the Facility Staff. Plaza: Occasionally, a special event hosted in the Buddy & Maria Elena Holly Plaza may require