Rental Policy

Rental Fee Schedule
Effective January 1, 2003

INTRODUCTION
The Old Jail Art Center is a museum first and a party facility second. We want people to enjoy the Old Jail Art Center, but we must protect our art and building. Please read this policy carefully and discuss any concerns with the Rental Coordinator at the time of booking.

MEMBERSHIP
The applicant individual or organization must be a current member of the Old Jail Art Center. Membership levels are as follows:

Associate                                 $12.50 individual
Member                                   $25.00 family
Contributor                               $50-$99
Friend                                      $100-$249
Patron                                      $250-$499
Sustainer                                  $500-$999
Founders Circle                        $1,000 and above

Exception: Clubs and organizations such as civic clubs and church groups in the Albany area may use the OJAC once per year without a rental fee; however, are required to reimburse the OJAC for any extra staffing or security costs associated with the use of the facility.

NOTE:   The OJAC reserves the right not to rent or prohibit the use of its facility on a case by case basis.  Events that are specifically not allowed are fundraisers by other organizations, weddings, and wedding receptions. 

HOW TO RESERVE A SPACE
Requests for the use of the space should be submitted to the Rental Coordinator at least 60 days in advance of the proposed use. Each event must be approved by the Executive Director. A Facility Rental Agreement and a Facility Reservation Form must be filled out completely and signed by the person or persons who are legally and financially responsible for the event. The Green Art Library can accommodate groups of up to 25 persons, and the Stasney Center for Education can accommodate 200 guests maximum for a cocktail-style reception and 150 maximum for a seated dinner. An initial meeting with OJAC staff is required at the time contract is signed, and other meetings may be required.

FEES AND DEPOSITS
To secure the reservation of a specific date/time, a 25% booking deposit is required. This amount applies toward your total rental fee. A Security Damage Deposit is also required at the time of booking. This deposit will be returned within 30 days to Lessee if no damage is noted to tables, chairs, grounds, equipment, or to the museum itself upon post-rental inspection. If alcohol is being served at an event, the Security Damage Deposit will be doubled. Any event with 100 or more attending will require a security guard. The number of security guards and museum staff needed for each event will be determined by the Executive Director. The number will depend on the nature of the event, number of people attending and the amount of space used. In the event that such a determination is made that additional security and/or museum staff is needed, the cost will be paid by the Lessee. This will be agreed upon in advance with the Lessee. All events have a five-hour maximum, including set-up and clean-up. There will be a $50.00/hour charge for each hour over the maximum. All events, including clean-up, must be concluded by midnight.

RENTAL FEES                                             BOOKING DEPOSIT

Up to 50 persons          $40.00/hr.                    25% of Rental Fee
51 to 100 persons        $100.00/hr.                       “       “
101 to 200 persons      $200.00/hr.                       “       “ 

SECURITY
Lessee will be required to pay for at least one security guard if attendance is expected to be 100 persons or more.  The OJAC reserves the right to require and charge for additional security guards as it deems appropriate.

SECURITY DAMAGE DEPOSIT  

(Note: At events where alcohol will be served, the Security Damage Deposit will be doubled.)
Up to 50 persons          $50.00
51 to 100 persons        $100.00 
101 to 200 persons      $200.00

Piano – Lessee will pay for tuning if it is requested.

Any additional staff and/or security needed for event will be paid for by Lessee.

CONTRIBUTOR DISCOUNTS
Individuals, businesses, or organizations that have made gifts in the following categories in the previous twelve months may receive a discount. The discount categories are as follows:

                                                $500 - $999                             5%
                                                $1000 - $4999                         10%
                                                $5000 – $9999                        15% 
                                                $10,000 – above                      Free

PAYMENT POLICY
The balance (Rental Fee, less the 25% deposit, plus Security Damage Deposit and extra staff/security) is due and payable before the close of business at the OJAC 60 days prior to the event. If timely payment is not made, the facilities will not be made available.

CANCELLATION POLICY
The Booking Deposit and Security Damage Deposit is 100% refundable 7 days after date of booking. If cancellation of the event occurs after 7 days of the agreement date, the Booking Deposit will be forfeited, but the Security Damage Deposit will be refunded.

UNFORESEEN CIRCUMSTANCES
The OJAC will not be held liable for failure to carry out arrangements that are beyond our control.

THE OLD JAIL ART CENTER
Facility Rental Agreement

The State of Texas

County of Shackelford

This contract and agreement is made and entered into this ___day of _____A.D. 20___, by and between THE OLD JAIL ART CENTER, whose address is 201 South Second Street, Albany, Texas, 76430, (hereinafter referred to as the "OJAC" or "Lessor"), and the person, persons, or organization named below and/or in the Facility Reservation Form as Lessee (hereinafter referred to as “Lessee”).

WITNESSETH:
For the consideration hereinafter set out, OJAC does hereby rent to Lessee that part of the OJAC set forth in the Facility Rental Reservation Form attached hereto, subject to the following terms and conditions: 

Compliance with Laws:
Lessee, its guests, invitees, employees, and agents shall comply with all municipal, state and federal laws and rules and regulations of the applicable regulatory agencies, while using the facilities of OJAC.

Planning:
Lessee shall submit a table chart and setup arrangements at least 10 days prior to the event so that the OJAC personnel can be scheduled for setup and breakdown of tables and equipment. The OJAC requires a meeting with the caterer, who must read the OJAC’s rental policy and sign the reservation form. All equipment, catering, and rental deliveries must be scheduled with the Event Coordinator prior to the event. Deliveries will not be accepted at any other time than the time for which they are scheduled. There will be no activity outside the contract time. Setup for an event can only begin at the time designated on the Facility Reservation Form, and not before. This applies to all vendors: caterers, florists, photographers, musicians, and rental companies.

Restricted Use:
Lessee shall use only the galleries, facilities, and equipment as approved by OJAC, listed on the Facility Rental Reservation Form and as approved by the OJAC. If approved for use, the Old Jail, Green Library, and Sallie Reynolds Matthews Gallery will be closed for touring 2 hours after event begins. No other space, interior or exterior, will be used without the consent of the Executive Director. The Marshall R. Young Courtyard will be rented only with special permission.

Decorations and Cleaning Supplies:
All decorations are subject to approval and are restricted exclusively to the rental space and date contracted for in the Rental Agreement. Candles are prohibited. Only pest-free plants or plant materials are allowed in the building. All plant material is subject to inspection by the OJAC Facilities Manager. Plants must be removed by the end of the event. If a centerpiece or flowers are placed on the piano, there must be a moisture barrier in place. Lessee is responsible for supplying all tablecloths, napkins, dishes, and utensils, including coffee/tea beverage service, and ice. No utensils or linens will be provided by the OJAC. Mops and brooms are available for use, but the cleaning supplies must be provided by the Lessee. If food is served, Lessee may utilize kitchen facility, sink, oven, and refrigerator. Exact time of use of refrigerator must be scheduled. Lessee shall clean the kitchen, supplying its own dishtowels and cleaning supplies for dishes, silverware, etc. Lessee shall not have the right to use plates, glasses, cups, plasticware, flatware, kitchen utensils, dishes, and napkins of OJAC without prior, express consent of the Executive Director.

Other Restrictions:
No food, beverages, or dishes shall be placed on furniture (including piano) or pedestals that are a part of the OJAC’s permanent collection. Smoking will not be permitted inside the buildings, and burning of candles is strictly prohibited. Sparklers, fireworks, or any open-flame lighting device that will be staked into the ground will also be prohibited. No artwork shall be touched, removed, nor shall any exhibit be altered, without the express consent of the Executive Director of the OJAC. Persons shall not lean on walls or furniture. No nailing, taping or decorating of interior walls or exterior decoration shall be done without the express consent of the Executive Director. No defacing or climbing on the Sculpture will be allowed. Children, 12 years of age and under, must be accompanied by an adult in the museum areas at all times. Only staff of the OJAC can authorize and operate the OJAC’s audio/visual equipment. No rice, silly string, fresh flower petals, confetti, or biodegradable confetti may be used in or out of the museum. Bubbles and minimal birdseed may be used outside of the museum. Balloons may be used as long as they are disposed of at the close of the event. Use of any other materials of this type must be approved by the museum. 

Photography:
All photography must be limited to persons and directed away from specific artwork. No photographs will be taken indoors of specific works of art. Photography shall be confined to the rooms where the event is taking place, and to outdoor areas around the OJAC. OJAC requests that photographers use UV filters on flash when photographing indoors.

Damages:
Lessee shall pay the OJAC for all damages caused by the Lessee and/or Lessee's caterer, agents,  employees or any of the invitees of Lessee, or any persons attending a function sponsored by Lessee, to building, grounds, furniture, carpet, equipment, and any works of art. The Security Damage Deposit will be kept, and damages are to be paid to the OJAC within five (5) days from the date a statement has been submitted to the Lessee by the OJAC.

Use of Alcohol:
Lessee shall have the right to serve alcoholic beverages in compliance with local, state and/or federal law at the event mentioned herein. The OJAC will not allow charging of admission, selling of tickets, or a cash bar.  Alcoholic beverages shall not be served to any person who appears to be adversely influenced or affected by alcohol or other substances. Lessee shall not serve alcohol to minors. Lessor has the right to remove from the premises anyone who appears to be adversely influenced or affected by alcohol or other substances or who serves alcohol to minors.

Security and Fire Code:
The number of security guards and museum staff needed for each event will be determined by the Executive Director. The number will depend on the nature of the event, number of people attending, and the amount of space used. In the event that additional security and/or museum staff is needed, the cost will be paid by the Lessee. This will be agreed upon in advance with the Lessee.

Emergency exits may not be blocked at any time during an event. Candles or other open flames are not allowed anywhere in the museum. Exterior doors may not be propped open.

Attorney’s Fees:
In the event the OJAC requires the services of an attorney to pursue any of the remedies available under this Agreement against the Lessee, including filing of a lawsuit and Lessee is determined by a court of competent jurisdiction to be in default hereunder, the Lessee shall pay all costs and expenses, including, but not limited to, reasonable attorney’s fees, incurred by the OJAC in the enforcement of this Agreement.

Entireties:
Should any clause, paragraph, sentence, or section of this Agreement be determined to be void, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of the Agreement shall not be rendered void and unenforceable as a result but rather shall remain in full force and effect.

Amendments:
No amendment or change to this Agreement shall be effective unless made in writing and signed by both parties.

Lessee shall be responsible for enforcing the guidelines and rules set forth herein, and shall promptly report to OJAC any incidents, which might adversely affect the artwork and/or the facility. Lessee agrees to instruct any persons assisting Lessee of the rules and to instruct them to abide by the same. Anyone violating the terms of this agreement is subject to removal from the premises by Lessor.