The Lessee is responsible for any damage including those losses or damage which exceed the amount of the security deposit held by MIHS. MIHS takes pride in the appearance and overall condition of the Rose History Auditorium, museum buildings and grounds and expects clients to respect them by not damaging plants, removing shells, throwing items into the pool/waterfall, or leaving litter. No pets are permitted at any time, except for service animals. Smoking is only permitted in the designated area and cigarettes must be properly disposed of in the receptacles provided.
Please contact Pat Rutledge (239) 389-6447, or by email at exec@themihs.org
Click Here to print the RHA Rental Agreement in PDF form.
Reservations – Payments – Cancellation – Insurance
Reservations/Payments – A refundable damage/security deposit and a signed Rental Agreement are required to reserve a rental date. No dates will be added to the calendar as reserved without the signed agreement and security deposit. 50% of the rental payment is due upon signing the Rental Agreement and the balance is due thirty (30) days prior to the scheduled rental date. If the rental date is less than thirty (30) days away, the balance is due upon completion of the agreement. 7% sales tax is due on rental fees unless a 501(c)3 is submitted (non-profit exemption).
Conditions – The MIHS may retain all, a portion of the damage/security deposit or have a right to further damages exceeding the deposit if:
a. Physical damage is done to any part of the RHA or the museum complex.
b. And/or if significant cleaning above and beyond normal use is required.
c. For damages, losses, or claims resulting from breaches of the hold harmless and indemnity agreement contained in the Rental Agreement.
d. And/or if the MIHS deems any action by the Lessee and/or guests inappropriate or if any other default occurs.
The MIHS will determine the amount to be refunded to the Lessee, if any. Any refund due will be mailed to the Lessee within thirty (30) days after the event date.
Cancellations – Must be in writing and received at least 20 days prior to the rental date to receive a full refund of any monies paid. Cancellations received less than 20 days but more than 10 days will be given a 50% refund of any monies paid. Failure to cancel facility rental reservations within 10 days prior to the scheduled rental date will result in the Lessee being billed for the full facility rental fee.
MIHS reserves the right to deny use or continued use of RHA to any person or organization not complying with MIHS’s policies and procedures.
Rental facility fees are subject to change without notice.
Event Set-up/Clean-up
Caterers, guests, or any others involved with set-up for the event may begin before the contracted rental time, as indicated on the Rental Agreement, with prior approval by the MIHS.
The Lessee is responsible for set-up and break-down of any outside rental equipment (including tables, chairs, etc.) and clean-up of the site including waste removal by the caterers or appropriate disposal by the Lessee. All food and beverage as well as any catering equipment must be removed immediately following the event, unless prior arrangements have been made with MIHS. If your caterer requires additional time for set-up and/or clean-up, please contact the MIHS. Please note that there is an additional cleaning charge for catered/pot luck dinners/cocktail parties and other similar events.
Liquor Consumption
All local, state, and federal laws concerning the serving and consumption of alcohol will be strictly enforced and are the sole obligation of the Lessee.
Two weeks prior to the event the Lessee must comply with the following requirements:
A. If the Lessee is using a caterer that is supplying liquor and/or bartenders to serve liquor at the event:
The Lessee is required to provide The MIHS with a copy of the caterer’s liquor certificate of insurance. In addition, the Lessee is required to obtain individual liquor liability coverage that identifies The MIHS as an additional insured.
B. If the Lessee is supplying liquor to quests or guests are bringing in their own alcohol to the event:
The Lessee is required to obtain and supply a copy of the Certificate of Liquor Liability that identifies The MIHS as an additional insured.
To encourage responsible drinking, all bar service is required to end thirty (30) minutes prior to the end of your rental period. The Rental Agreement clearly releases MIHS from any claims, losses, damages or expenses in regard to the serving of alcohol.
The following internet sites provide liquor liability insurance. Please note the MIHS is providing these sites for information purposes and not as a recommendation for a particular site or company.
www.theeventhelper.com 775-573-8368
www.KandKinsurance.com 866-554-4636
www.sadlersports.com 800-622-7370
If the Lessee represents that there is NO LIQUOR to be consumed, he agrees by signing the Rental Agreement to indemnify and hold The MIHS harmless regarding any liquor consumed.
Music – Parking – Décor
Music – Due to the RHA’s close proximity to residential neighborhoods and Collier County Ordinance, music is permitted until 10 PM. It is the responsibility of the Lessee to maintain noise level that is respectful of its surrounding neighbors.
Parking – On site parking is available and will accommodate up to 90 cars. Valet may be outsourced.
Décor – Decorations, signs, banners may not be taped, nailed, stapled or otherwise fastened to the museum or RHA property unless approved by the MIHS. Metal/wooden easels are suggested for signage. All decorations, signs, and banners must be removed from the rental site at the conclusion of the event. MIHS will not be responsible for any decorations, equipment, or other items left after the event.
Artificial petals/leaves, glitter, confetti, rice, bubble machines are not permitted in RHA or museum property.
City of Marco Requirements
Lessee must contact the appropriate City of Marco personnel to discuss additional City requirements.
Liability Insurance and Liquor Liability Coverage
The Lessee is responsible for purchasing all necessary insurance coverage for the planned event.
