Terms and Conditions of Facility Rental
The Institute of Texan Cultures is a university museum, and therefore it must be understood by clients wishing to utilize this facility that the security and care of our collection as well as the safety of our guests take precedence at all times. We are required to follow safety guidelines regarding the building and its contents as well as the guests visiting.
The following are the Terms and Conditions for use the facilities at the Institute of Texan Cultures. Your signature on the Rental Agreement signifies that you agree to adhere to these terms as stated.
ALCOHOLIC BEVERAGES
Consumption of alcoholic beverages at catered events will be under the auspices of the caterer. If the caterer subcontracts to an alcohol provider, the caterer will still be held responsible and assume all responsibility for compliance with museum rules and regulations and all applicable state laws and regulations. Violations of the law regarding consumption of alcoholic beverages will be reported to the Texas Alcoholic Beverage Commission.
CASH BARS
The caterer will be responsible to pay the required cash bar fee to museum, according to the catering guidelines provided each caterer.
AUDIOVISUAL EQUIPMENT
Because of the fragile screens in the Dome Show Theater area, no decorative backdrops, lighting, or sound equipment can exceed 11 feet in height. Any variance from this policy must be addressed on a case-by-case basis. Any damages caused by noncompliance will be billed to the negligent party.
BANNERS
Museum staff will install one (1) banner in an approved indoor location at each event free of charge. There will be a fee for additional indoor banners (see rate sheet for installation fee). There is a fee for all banners installed outdoors. For outdoor events, banner locations and fees will be assessed on a case-by-case basis.
Banners must be received no later than one (1) day prior to event. Clients must provide banners that are ready for installation, to include holes or grommets located at the top center and corners and accompanying rope or plastic ties. Varying sizes of banners may be placed where appropriate in approved locations. A banner at the Dome Show Theater stage can be no larger than 18' wide x 7' high. An outdoor banner at the museum entrance must be 24'x3' with at least 6' of rope for tie-down on each side. Disposition of banners will be handled on a case-by-case basis.
CANCELLATIONS
The nonrefundable deposit required at the time of contracting with the museum will be forfeited should a cancellation take place within two months of the event date. See Reservation Deadline and Restrictions in the section below for more details about reserving space and the Deposit section for events.
CAPACITY
The museum reserves the right to limit attendance in any of its Special Use Facilities. The Exhibit Floor capacity is 1,000 people, or 450 for a seated dinner. Groups larger than this may be accommodated through the rental of the Exhibit Floor, Back 40, and Verandas and Patios. If the stated capacity of the facility is exceeded, the University Police will close access to the facility until the stated capacity is reached. Stated capacities of other facilities are listed on the Rate Schedule for Meeting Rooms and are based on seating arrangements.
During museum Special Exhibits and/or Events, only reception-style events can be accommodated on the Exhibit Floor.
CATERING SET-UP AND TAKE-DOWN—EXHIBIT FLOOR
Monday events: setup begins at 7 a.m.
Evening events Tuesday-Sunday: setups begins at 4 p.m.
Morning events Tuesday-Sunday: setup begins at 5 a.m.
ALL TAKE-DOWN MUST BE COMPLETED NO LATER THAN 2 HOURS AFTER THE EVENT. THIS INCLUDES CATERING, BANDS, AND ALL EQUIPMENT. A FEE TOTALLING 10% OF THE FINAL INVOICE WILL BE ASSESSED FOR EACH HOUR OVER ALLOTTED TIME FRAME.
CATERING SET-UP AND TAKE-DOWN—MEETING ROOMS
Monday-Sunday, 2 hours prior to event start time.
CATERING SET UP AND TAKE-DOWN—BACK 40, VERANDAS, AND PATIOS
Case-by-case basis.
CHARGES FOR ADDITIONAL SET-UP AND TAKE-DOWN
If the client requires the use of museum facilities for set-up/preparation the day before or after the event, a fee will be negotiated.
Extraordinary set-ups and client requirements may necessitate additional Security personnel for the hosted event. The client or caterer will be billed for all additional Security personnel provided by the museum.
CHILDREN
Children attending events must remain under the direct supervision and control of an adult at all times. The museum reserves the right to safeguard the exhibits from children at play.
COAT AND BAGGAGE SERVICES
Coat and baggage check-in service is not provided by the museum. This service must be contracted through the caterer. The client must communicate to the Special Event Coordinator if such service has been contracted.
DAMAGES
The client is contracting for the use of the museum facilities. The client then contracts an approved caterer and on occasion may contract other services (entertainment, flowers, props). The responsibility for damages these subcontractors may cause will be assessed to the contracting party. Fee will be assessed based on damage estimates.
DECORATIONS/SIGNAGE
The Special Event Coordinator must be advised in advance of any extraordinary decoration plans and is responsible for the coordination of the client's needs and the protection of the museum setting. NO BALLOONS ARE ALLOWED WITHIN THE ITC BUILDING. Banners, posters, signs, decorations, and other display materials used in conjunction with a scheduled event are subject to approval by the Special Event Coordinator. The use of tacks, staples, nails, or transparent tape to attach display materials to walls, carpet, or exhibitry is prohibited. Confetti, cascarones, streamers, or glitter are strictly prohibited—this includes gift bags filled with any of these items
DELIVERIES TO THE MUSEUM AND STORAGE
A $50 handling and storage fee will be charged for any items being shipped or delivered to ITC. Items must be received no earlier than 3 days prior to and picked up no later than 1 day after your event. Deliveries or items requiring a large storage space will be charged a full-day meeting room rental fee. Arrangements must be made with the Special Event Coordinator prior to making such commitments with outside vendors.
DEPOSIT
Exhibit Floor and Back 40 Reservations:
- A $500 nonrefundable deposit will be required within 60 days of a specific date request. After 60 days the date will be released if a deposit has not been received and confirmed by the Special Event Coordinator. Once a signed contract has been received, the $500 deposit will be applied to the final invoice amount, which is due within 30 days of receipt.
- A $500 damage deposit is required upon signing the contract for groups over 500 guests. If no damages are assessed, the $500 damage deposit will be applied to the final bill. Damages exceeding $500 will be billed to the client.
- If the event is canceled within 30 days of the event date, both deposits will be forfeited.
Meeting Room Reservations:
- A deposit of $100 will be required within 60 days of a specific date request. After 60 days the date will be released if a deposit has not been received and confirmed by the Special Event Coordinator. Once a signed contract has been received, the $100 will be applied to the final invoice amount, which is due within 30 days of receipt.
ENTERTAINMENT
The contracting party will be responsible to provide the Special Event Coordinator with the following information:
- Name of contracted entertainment and their contact person;
- A list of equipment that will be brought;
- A list of ll electrical requirements.
The museum does not provide drum risers, band equipment, or assistance for set-up or take-down. The museum does not have special-effects lighting available (house lights only). Bands requiring cabling on floor must provide cable protectors. We do not provide staging, dressing rooms, or a Green Room unless one has been contracted for by the client. It is the responsibility of the contracting party to ensure property is left as it was found. Should entertainers damage museum property or not clean up properly, the contracting party will be held responsible.
FEES AND RATES
- Rates quoted are for the basic use of the facilities and museum support staff. They do not include catering, parking, equipment rental, audiovisual, additional hours over contracted period, additional contractors for décor or entertainment, or any additional support staff that may be required.
- Rates for the rental of the grounds, facilities, and services are subject to review and change annually. Normally, the new rate structure will be effective the beginning of each fiscal year (September 1). Clients holding approved reservation forms for use of the facility scheduled to occur within six months of the effective date of the new rate schedule will not be affected.
FUNDRAISERS
Fundraising events are not permitted on University property. Such events include but are not limited to events for political causes, parties, or events; candidates; foundations; or religious causes. No silent or live auctions can be transacted on University property.
FURNISHINGS
Exhibits consist of artifacts which cannot be moved. Facility users must exercise care to ensure that artifacts and exhibit cases are not damaged. In the event of damage by the client or his/her guests, the occurrence will be documented, and the user will be billed for the cost of repair or replacement.
INVITATIONS AND ADVERTISEMENTS
- The museum staff must review all copy for invitations and programs prior to printing. Please provide a draft to the Special Event Coordinator.
- The proper title of this facility is the Institute of Texan Cultures.
LIVESTOCK AND ANIMALS
No live animals of any kind will be allowed on museum property without prior written permission from ITC management. If approved, the Institute of Texan Cultures must be named insured on the certificate of insurance no later than 30 days prior to the event.
LOWER GALLERIES
Use of the Lower Galleries is by special arrangement only.
PARKING
There is limited event parking at the museum. Paid parking for larger events is available at the adjacent City of San Antonio parking lots. The Special Event Coordinator will work with the client regarding parking fees and details.
POLICE AND SECURITY
The services of University Police are included in the rental fees of the museum's facilities. Extraordinary set-ups and client requirements may necessitate additional Security personnel for the hosted event. The client or caterer will be billed for all additional Security personnel provided by University Police. If, for any reason, a client requires outside Security personnel (federal, state, city, or personal) to be present at a hosted event, advance permission must be obtained from the UTSA Police Department. Such Security personnel must identify themselves to the University Police immediately upon arrival.
PROPERTY OF CLIENT
Contracting parties are responsible for their supplies, goods, and/or personal property. A client is granted the use of the facilities with the understanding that the client assumes full responsibility for any loss or damage resulting from such use and agrees to hold harmless and indemnify the Institute of Texan Cultures as to any loss or damage or claims out of such use. Client supplies and equipment must be removed from the venue in a timely fashion.
RAIN PLAN FOR AN EVENT SCHEDULED AT ANOTHER VENUE
Use of the museum's facilities for a Rain Plan must be requested and approved by the museum's Executive Director. A nonrefundable Rain Plan fee of $1000 must be paid within 60 days in advance of the event. If the event takes place at the museum, full rental fees will be assessed. The museum must be notified by 9 a.m. the morning of the event with a confirmation of plans. The $1000 deposit will be applied to the balance. Contact the Special Event Coordinator for details including prices.
RESERVATION DEADLINE AND RESTRICTIONS
- A meeting planner may not reserve a date unless he/she identifies the client for whom the date is being reserved. A timely confirmation/release of "holds" for your client is required. See Deposit section for details.
- The museum reserves the right to release the date if no deposit or Rental Agreement has been received within 60 days of the initial "hold.
- The signatory on the Rental Agreement form is responsible for notifying the Special Event Coordinator of all final details and requirements relating to the event and of any subcontractors' services. This must be done no later than two weeks prior to the event. The Institute will deal only with the signatory or designated representative on such details.
SMOKING POLICY
Smoking is not permitted in the building. There are designated smoking areas outdoors.
SUBCONTRACTING SERVICES
- The client may not contract for stage sound and light, special effects, or any other support functions without full disclosure of requirements and prior written approval from the Institute.
- If any service is subcontracted, the client must ensure that the subcontractor is familiar with these terms and conditions as stated herein. The client will be held responsible if a subcontractor deviates from these terms and conditions.
WEAPONS
In accordance with the Texas Penal Code, Section 46.04, it is illegal, punishable as a felony, to go onto the premises, including the grounds, of an educational institution with a firearm, including a handgun.
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