Rules for the Preservation, Care, and Use of the Hall of State

Overview
The Dallas Historical Society, Inc. (DHS), a non-profit organization, is housed in a city-owned historical landmark, the Hall of State (HOS), constructed as the centerpiece of the 1936 Texas Centennial celebration. The Fair Park campus constitutes the largest remaining complex of Art Deco structures, and the only remaining intact exposition park in the nation. The HOS has its own architectural and historical significance to the Fair Park community, the City of Dallas, the County of Dallas, the State of Texas, the southwest region, and the nation. The Society recognizes its fiduciary responsibility to the City of Dallas and citizens of Texas regarding the care and stewardship of the HOS.

The Board of Trustees of the DHS, in an effort to increase community awareness and to support public programming, has determined to utilize the HOS as a limited rental facility. Towards this end, DHS recognizes that certain rules and regulations must be adhered to in order to assure and to protect the structural and artistic integrity of the HOS for future generations.

Rules and Regulations
These rules and regulations are designed to protect and to care for the HOS both as a working museum and a historic building and to preserve the collection of the DHS which it houses. The rules apply to any person, or group and agents of persons or groups. These rules apply to all public, private, city, state or federal organizations as well as DHS staff members, trustees and their agents. They apply to members of all groups regardless of age, sex, religious preference, ethnic or national origin, disability, sexual orientation, social-economic status, political of social agenda, and any other type of group designation. These rules will apply consistently to all entities using the HOS for any purposes. They apply to agents of persons and groups such as party planners; caterers; subcontractors; city, state, federal employees; security personnel; DHS personnel and trustees; and all staff members of these groups.

Animals
Animals are not allowed inside or on the exterior porches of the HOS. Exceptions to this rule are trained dogs providing disability assistance and trained dogs working with licensed security personnel.

Capacity
Capacity levels for each area of the HOS are listed in the "Rental Rates and Event Capacity" chart available from the Rental Dept. at the DHS. Capacity levels conform with City of Dallas Fire Codes.

Decorations
All decorations shall be placed on tables or free standing supports. No decorative items, or their supports may be attached to or supported by the original furniture, art, or architectural elements of the HOS. These elements include, but are not limited to: throne chairs, upholstered benches, tables, exhibit cases, bronze pedestal tables, lamps, flags, flag staffs, bronze and wood sculpture and their bases, walls, columns, floors, ceilings, beams, porches (except where permanent anchors are provided), loggia, exterior, balconies, stairs, wood and metal doors including the glass and hardware, decorative vents/grills, exit signs, floor lamps, wall and ceiling lights, murals, plaques, photographs, reliefs, valances, leather wall covering, horse's tails, lettering, handrails, or any part of the HOS which was constructed for the Texas Centennial in 1936. Materials constituting a fire hazard or blocking access to exits are prohibited. Supports for free standing elements must be double sand bagged for security.

The following items may not be used on any part of the original HOS components (as listed above): nails, tacks, screws, staples, florist clay, florist wire, glitter, paint, markers, certain adhesive tapes, and glue. Please check with Rental Dept. for approved tapes. Helium-filled balloons, loose marbles, glitter, roller skates, bicycles, confetti, rice, decals, stickers, and crepe paper are not allowed in the HOS. The Sharp Gallery, except for wooden doors from the Lecture Hall Foyer, is not an architectural element of the original 1936 structure.

Floral Components
Flowers are to be arranged before being brought to the HOS unless special floor covering is used to prevent staining and slippage on the floors. Flowers and any other type of vegetation shall be free of all pests. Hay bales are not permitted. Hay, in addition to being a fire hazard, provides nesting and food sources for pests and vermin. Artificial hay bales, free of pests, are permitted. No plant material with staining qualities or loose berries shall be a part of any floral decorations.

Furnishings and Architectural Components
The original HOS furnishings and architectural components may not be used for anything other than their original decorative purposes. Any reconfiguration of these elements require the expressed supervision of the DHS registrar, curators, or personnel who have had training by the curatorial staff in the handling of museum objects. For a list of the Texas Centennial furnishings, see "Decorations" section. All reconfigurations will be documented by a qualified DHS staff member.

Lecture Hall
No food or drink are to be taken or consumed in the Lecture Hall.

Lecture Hall Foyer
The Lecture Hall Foyer shall receive proper protection by anyone using this space for food or beverage service. The reception desk surface must be covered/buffered for protection from heat, moisture, and alcohol damages.

G. B. Dealey Library
The G. B. Dealey Library furnishings are not to be moved to any other place within the HOS for rental purposes. The furnishings are for the exclusive use of the library.

Board Room
The HOS Board Room furnishings are not to be moved to any other place within the HOS or used for any other purpose than they were originally intended.

Oversight
If a situation occurs where an element of the HOS or a part of the DHS collection requires attention, only the registrar, curators, and personnel who have had training by the curatorial staff in the handling of museum objects, may move or handle these objects.

Equipment
All equipment used for functions at the HOS shall be out of sight before the opening of the building the day after the function. This includes tables, chairs, tableware, audio-visual equipment, flowers, decorations and printed materials. Only by special permission can such items be left in the HOS overnight, and such storage must meet special guidelines. Pipe and drape must be used to masquerade such approved storage from the public. Rental items such as dish racks and glass racks must be wrapped completely in plastic. Chafing dish pan inserts, platters, servings trays, waiters trays, etc. must also be wrapped completely in plastic. Plastic trash bags may be used for this purpose, and the ends must be tightly closed. Items are not to be stacked against the walls of the HOS.

Equipment used in the HOS shall be free of sharp corners, snags, loose pieces, metal bases, metal feet, and any other materials that will mar, harm or deface the floors, columns, the furnishings or any other part of the HOS. All oversized items shall be moved on hand trucks with rubber casters. Rolling equipment will not have metal casters. Audio-visual equipment must have rubber padding beneath each item.

Liquids
Liquids when spilled will be thoroughly cleaned at the time of the spill. All liquids must be contained and monitored at all times. Ice sculptures are to be set in trays and provided with a drain bucket.

Food
Cooking within the HOS is prohibited. Food must be cooked in advance and brought to the HOS, unless grilled outside on the rear service deck behind the Great Hall. Food and beverage are not allowed in exhibit areas. If exhibit areas are to be left open, drinks drop tables must be supplied by the caterer or beverage provider. All liquids must be removed from the rental area immediately following the event. Used dishes, including serving pieces, serving utensils, and flatware must be thoroughly scraped and racked prior to being bagged in secured plastic bags. These bagged materials are to be removed before the opening of the building the next day for evening events, and before the end of the day for daytime events, unless prior arrangements have been made.

Deliveries
DHS will accept delivery, but will not accept legal responsibility for food, beverage, equipment or other properties brought into the HOS for rentals, either before, during, or after contract hours. Deliveries are not to be made to the front ceremonial entrance or through the front colonnades. Deliveries may be made through the entrance of the Washington Street side or through the rear doors of the Great Hall. Delivery trucks must be removed from the Washington Street driveway immediately after unloading as this is also the handicapped entrance. Delivery vehicles may be staged on the rear service deck behind the Great Hall. Vehicles parked on red fire lanes surrounding the building may be towed.

Alcohol
Individual champagne bottles must be opened under a cover for protection of the building and guests. When opening large numbers of champagne bottles, these must be opened on the rear service deck behind the Great Hall. The Texas Alcoholic Beverage Commission regulations for liquor licenses and all other regulations concerning the serving of alcohol will be followed.

Damages
HOS user will assume all responsibility and liability 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 the usage. Should any violations of these guidelines or damage to HOS furnishings or artifacts of DHS collection occur, the party responsible for 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 charged to both the party responsible for the damages and the HOS user. DHS will make all arrangements for repairs to be performed by a recognized conservation specialist selected by DHS.

Smoke
Materials causing smoke or other potentially hazardous conditions are prohibited. Items that may not be used include all tobacco products, cooking equipment of any type, smoke-producing machines, pyrotechnics, and explosives. Smokeless and dripless tapers, votive candles and Sterno fuel are allowed. These items may not be placed beneath the ceremonial flags. Candles must be arranged so that the flame will not sit under any part of floral arrangements or any other table decorations. Items such as programs and any other paper items, which are a part of the table setting, shall not be placed where it may fall into the candle. Smoking is allowed on the exterior colonnades, portico, behind the Great Hall, and loggia.

Temperature
The HOS is a monumental historic structure, unique in the State of Texas. As with many historic structures, the HOS was built according to different comfort and environmental standards than regularly encountered today. While serviced by a modern environmental control system, the building is often affected by changing external weather conditions. The soaring dimensions and physical layout of the structure restrict the ability to effect rapid temperature adjustments. A twenty-four hour period is generally required to achieve noticeable environmental changes.

Furthermore, sudden temperature and humidity changes adversely affect the artwork and architectural elements within the structure. Please restrict unnecessary open doors during load-ins and load-outs as this directly impacts the internal environmental conditions of the building. Our Special Events Customer Service Representatives and facility maintenance staff members will try to accommodate physical comfort to the best of their ability.

Humidity
Use of humidity producing materials, misting and fogging machines are prohibited. Chafing dishes are allowed for keeping food warm.

Lighting
All forms of natural and artificial lighting are in some way detrimental to the historical materials and artifacts which constitute the HOS structure. Please be aware of these potential dangers when coordinating activities within the structure. The primary sources of light damage are ultraviolet (U-V) emissions and associated radiant heat. Ultraviolet wavelengths are present in florescent light and natural light. Ultraviolet light causes structural damage and fading. The effects of ultraviolet damage are cumulative and irreversible. This damage is often not visible until it is too late. All ultraviolet-producing light sources must have U-V filters.

Heat is produced by all forms of incandescent lighting. Heat can adversely affect painted surfaces, alter various adhesives' effectiveness, stimulate chemical reactions, and accelerate photochemical degradation in some materials. When utilizing incandescent light sources that will be producing extreme heat levels, a supplemental cooling system, such as a fan, must be provided.

Supplemental light sources must be free-standing. Lighting standards, grids, and beams should at no time be attached to the building's surfaces (columns, walls, ceilings, etc.). Lighting standards must be stabilized with weights and have rubber gaskets to protect the floor surface. Please avoid pin spot illuminations on light sensitive materials (paintings, textiles, photographs, leather hides, etc.) as this can cause localized damage. If you have any questions concerning the vulnerability of specific objects, please ask to speak to the curator.

Artificial illumination directed at the murals, leather surfaces, hides, wooden furniture, upholstery, and wall-mounted photographs should not exceed 4200 degrees K or 15 foot-candles. The stone, metal, and glass surfaces within the HOS are not adversely affected by ultraviolet emissions and illumination levels are fairly unlimited (4200K/6500K), however radiant heat damage is still a factor and should be a consideration.

The venetian blinds on the windows of the East Texas, West Texas, North Texas, and South Texas rooms are not to be adjusted or opened.

Noise
Noise will not be in excess. The HOS audio-visual contractor is familiar with limitations.

Function
DHS does not prohibit any activity from the building, as long as they follow the above guidelines for building use. The activities of other entities using the HOS will not constitute an endorsement by DHS nor the City of Dallas.

Weapons
Carrying a firearm on these premises is prohibited. This includes persons licensed to carry a concealed handgun pursuant to State law. In accordance with Texas Penal Code 30.05, carrying a firearm on these premises is a Class A misdemeanor punishable by up to one year in jail and a $4,000 fine. Law enforcement officers of the City of Dallas, the State of Texas, federal agents and licensed security company personnel hired for supplemental security purposes are exempted from this policy.

Overview
Visitors may take photographs in the Great Hall and the Hall of Heroes. Visitors may not take photographs or make videos tapes of any exhibits or exhibit items without prior permission. The use of flash units in exhibit areas is restricted. Persons requesting to film or photograph items from an exhibit or from DHS collections must contact the registrar. Persons seeking to film inside the building for commercial purposes will need to contact the Rental Dept.

Laws and Ordinances
All individuals and/or organizations using the HOS agree to comply will all City of Dallas ordinances and State and Federal laws including the Internal Revenue Service, the Texas Alcoholic and Beverage Commission, and the Texas laws concerning weapons.

Security
DHS guards and Special Event Customer Service Representatives are on duty to protect the HOS and the DHS collection. Their prime duty in times of emergencies will be to insure the personal safety of staff and guests. They may help with disabled guest entrance and exit from the building. They are to ensure that renters do not violate the rules for the preservation, care, and use of the HOS. The DHS staff personnel are not a part of the catering or decorating staff.

Rev 12-11-96

If you have any questions, please contact us.