Rental Conditions

1.  This Agreement is between the Dallas Historical Society ("DHS") and rental customer ("Renter") for the temporary rental of the Hall of State building ("HOS").

2.  All estimated charges must be paid at least two (2) weeks in advance of the rental date.  Events will not be allowed to proceed without payment in full of all estimated charges.

3.  A $500.00 security deposit is required with a signed Agreement to reserve space.  The security deposit is a separate fee from the Rental Fee and may be refundable within thirty (30) days after the event if all conditions of this Agreement to be performed by Renter are met.  An initial payment representing 50% of all estimated building rental charges is due sixty (60) days prior to the first event date with the remaining balance due at least two (2) weeks prior to the event.  Charges for event enhancements such as tables, chairs, additional security, etc., will also be due prior to rental date upon demand.

4.  In the event of cancellation, written notification is required sixty (60) days in advance of the rental date to receive a refund of the security deposit and initial payment, less a $375.00 cancellation fee.  Cancellation by Renter after that date will result in forfeiture of all moneys paid to date.

5.  Renter must notify DHS of selected caterer no less than thirty (30) days prior to the rental date.  If caterer is not a DHS Preferred Marketing Partner, that caterer must meet all requirements, and Renter must pay an additional $1000.00 administrative fee.

6.  DHS must determine exact use of rental space, and will make floor plans for each rental function.  All tables, chairs, and staging must be supplied by DHS.  DHS does not provide labor for the reconfiguration of tables and chairs during a rental function, but will design floor plans for room conversions.

7.  Contracted rental time is strictly enforced, and must include all load-in, setup, and load-out time.  No items may be delivered before the rental start time.  All items must be removed immediately after the event, within the rental period.  DHS will accept delivery but not legal responsibility for any item delivered to HOS.

8. Renter agrees to assume all responsibility for damages done to HOS or its contents by gross negligence or willful misconduct by themselves, their members, guests or vendors employed by  them to facilitate their event. Should any violations of the guidelines shown in "Rules for preservation, Care, and use of the Great Hall of State " or damage to HOS occur, the party responsible will be fined two (2) times the direct cost of repairs in addition     to a $ 500.00 historic preservation fine. This historic preservation fine will be changed to both the party responsible for the damage and Renter

9.  Renter must be over the age of 21 and comply with all regulations set forth in  "Rules for the Preservation, Care and Use of the Hall of State".

10. DHS recommends the use of professional security guards.  DHS may, when deemed necessary for security purposes, require additional security at Renter's expense.

11.  No property (including flags, chairs, benches, tables, plants, urns, etc.) may be moved or used without prior written approval. 

12.  Renter agrees to comply with all City of Dallas ordinances and State and Federal laws, pertaining to its use of the areas to be rented, including Internal Revenue Service regulations for collection of fees or funds, Texas Alcoholic Beverage Commission regulations for liquor licenses and all other regulations and legal decisions related to the serving of alcoholic beverages.  Dispensation of alcoholic beverages must cease at least thirty (30) minutes prior to the end of the event.

13.  Gaming for profit is strictly prohibited within HOS or its grounds.

14.  DHS must approve any modifications to HOS electrical system as well as electrical equipment to be used in conjunction with the rental.

15.  All decorations, props, banners, or platforms to be used for functions including table decorations, must be approved by the DHS.  Helium-filled balloons, marbles, glitter, roller skates, confetti, rice, birdseed, decals, stickers, silly string, glue, tape, nails, screws or staples and other similar matter are strictly prohibited within the HOS.  Nothing may be attached to any building surface.  Plant material should be clean and free from insects.  Floral arrangements can not contain loose berries. For complete rules and regulations regarding decorations please see "Decorations Policy" and "Rules for Preservation, Care, and Use of the Hall of State".  Renter is responsible for communicating these policies to caterers, florists, decorators, lighting contractors, and all other event vendors.

16.  DHS security personnel are present only to provide protection for the building and HOS and DHS owned materials.  The sole responsibility of operations personnel is the maintenance and operations of the building.  Operations and security personnel are not allowed to carry articles into or out of the building.

17.  When HOS is rented during regular HOS hours (Tuesday - Saturday 9:00am - 5:00pm and Sunday 1:00pm - 5:00pm), the rented area may be roped off, but Renter may not prohibit any visitor from viewing public areas.

18.  DHS will accept delivery, but will not accept legal  responsibility for food, beverage, equipment or other properties brought into HOS for events, either before, during, or after contract hours as specified in rental period. Deliveries are not to be made to the front ceremonial entrance or through the front colonnades.

19.  Because of damage to valuable artwork, smoking is prohibited inside HOS.  Areas outside the building are provided for guests wishing to smoke.  In addition, food and beverages are prohibited inside the Al Hill Lecture Hall,  G. B. Dealey Library, or any gallery featuring an exhibit, unless prior approval has been granted.

20.  HOS closes at midnight and all events must be ended at that time unless special permission has been obtained in advance. All rates for rental are based on the event ending by midnight and premium rates and/or revenue minimums may be may apply for events between 2:00am and 6:00am, on holidays, and certain peak periods

21.  A charge may be accessed for parking, or for security staff to block off parking spaces for events.  Dates for paid parking are determined by the City of Dallas.  It may become necessary to move parking areas in order to accommodate other events in Fair Park.  Valet parking areas are at the sole discretion of Fair Park and/or the City of Dallas.  HOS must arrange all valet parking services.

22.  HOS will collect 15% of the pretax gross revenue for any items sold in HOS or on the grounds of HOS.

23.  Pursuant to the guidelines established by the American Society of Composers and Publishers (ASCAP) and Broadcast Music Inc. (BMI), DHS is not responsible for any applicable licenses or fees for live or recorded music performed during the event.  Renter further agrees to indemnify facility from any liability resulting from failure to pay any such licenses or fees which Renter may be required to pay.

24.  Checks returned by financial institutions as a result of non-sufficient funds will be accessed a $25.00 service fee, and cash transactions will be required from that point forward. 

25.  Carrying a firearm within Fair Park and HOS is prohibited.  This includes persons licensed to carry a concealed handgun pursuant to state law.  Carrying a firearm on these premises is a Class A misdemeanor, punishable by up to 1 year in jail and a $4,000 fine.

26.  This Agreement does not imply exclusive use of HOS or areas immediately adjacent to HOS.  Other public and/or private events may be scheduled at Fair Park without notice.

27.  Neither DHS or Renter may assign any of its rights or obligations without the prior written consent of the other, and any assignment made without such consent shall be voided.

28.  This Agreement shall be governed and construed in accordance with the laws of Texas, U.S.A.

29.  For any litigation, action, or dispute arising out of or in connection with this Agreement, both parties hereto submit to the juristriction of an appropriate court in the State of Texas.  This forum is mandatory.

30.  No waiver by any party of any breach by the other shall be inferred from any omission or failure to take action; and no express waiver by a party shall affect any of that party's right other than with respect to the breach specified.

31.  This Agreement is made and entered into solely for the benefit and protection of the parties hereto and their successors, and no other person or entity shall have any right of action hereunder.

32.  This Agreement may not be amended, except by a writing executed by both parties.

33.  This Agreement represents the complete and entire Agreement of the parties with respect to the subject matter hereof, superseding all prior negotiations, representations, and agreements.

34.  DHS may, at anytime and for whatever reason, prohibit Renter's use of a particular catering company or any other type of vendor, at HOS, without liability to any type to Renter.  DHS shall not be liable for the performance, or lack of performance, of any vendor.

35.  All rates are subject to change without notice.  DHS may cancel this Agreement at any time for any reason.  DHS is not responsible for acts of God.