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Facility Rental - Rental Policies

download: Rental Policies

Rental Period:
The Depot and surrounding areas are available for rental from 8:00am - 1:00am

Rental Areas and Maximum Capacities:

1. Lobby - 230
2. Gazebo - 30 (in Gazebo)

Booking:
The Railroad and Heritage Museum will book all events at the Santa Fe Depot. Events are booked into the Santa Fe Depot on a first request basis. Events requesting hold dates will be allowed seventy-two (72) hours to confirm. Commercial and local one-time events may be booked 18 months in advance. A $300.00 deposit is required to hold a weekend date; all additional rental fees are due two weeks prior to the date of the event.

Cancellations:
If the event is cancelled 91 days prior to the event date, the $300.00 deposit, and any additional paid monies, will be refunded less a $75.00 administrative fee. If the event is cancelled 90 days or less prior to the event date, the $300.00 security deposit will be forfeited and any additional monies paid will be refunded less the $75.00 administrative fee.

Refunds:
Provided all fees have been paid and there is no damage to the facility to include, but not limited to sliding coolers or other heavy objects on the floor, and all rules and regulations are followed, the security deposit will be refunded after the event is over. In the event of a cancellation (see Cancellation Policy above), all money with the exception of the security deposit will be refunded less administrative fee.

Security Deposit Refund:
Security deposit will be refunded within 10 days of event.

Event Diagram:
An event diagram consisting of all set-up requirements including Fire Marshal’s candle permit must be provided to the Rental Coordinator ten (10) days prior to the event.

Candle Usage:
A permit must be secured from Temple Fire Marshal, Mark Spivey 254-298-5682, at least ten days before your event. Rental coordinator must receive a copy of the candle permit. When candles are being used, no plastic tablecloths can be used and all tablecloths must have been treated with a flame-retardant chemical.

Decorations:
Nothing may be hung from the light fixtures. Light fixtures are too delicate for hanging decorations. Scotch™ (or any other brand) “magic” or low residue tape is the only type of tape permitted for attaching decorations to the facility walls. Staples, tacks, all types of glue and nails are not permitted for attaching decorations. Flower petals may not be throw on the marble floors. Particulate decorations, such as glitter and confetti are not permitted in the building or on the grounds. Birdseed is permitted outside only. All table decorations must be non-combustible. All fire exits and aisles must be clear and unobstructed at all times. It is the Lessee's responsibility to take down all decorations at the end of their event. The Santa Fe Depot will not be responsible for any item left unattended in the building.

Custodial Services:
The Santa Fe Depot provides normal custodial services including setup for the event. We will charge $50 per hour per man for any clean up deemed to be excessive after the event is over to include the kitchen, restrooms and floors.

Move-In/Move-Out:
The Lessee or an authorized representative must remain in the facility from the move-in time until the move-out is complete. The Museum will assume no responsibility for items left unattended. The facility must be cleared and vacated by the stated ending time, and all trash placed in the provided dumpsters. No items are to be left in the building after the rental.

Food & Drink:
Food and drink are allowed in the facility. If catering is desired, prior arrangements may be made with the caterer of your choice. No leaking beverage containers are allowed. Coolers must be carried, not dragged across the lobby floor. Damage to marble floor is the responsibility of the Lessee and will be charged accordingly.

Alcohol:
Alcohol is permitted in the building, but you may not have a cash bar without a permit. It is the Lessee's responsibility to secure all appropriate alcohol permits. No alcoholic beverages should be served or consumed outside the Santa Fe Depot building.

Smoking:
The Santa Fe Depot is a non-smoking facility per City of Temple ordinance.

Security:
The Santa Fe Depot will provide one (1) staff member to be available during the event. If additional security is needed, it will be the Lessee's responsibility to provide the additional security. The Rental Coordinator will determine security needs for all events. The Lessee will be held responsible for the facility and guests during the rental session. The Lessor reserves the right to remove any objectionable person (s) from the building and premises.

Photograph:
Lessee may be asked for permission by a Depot staff member to photograph the decorations of the event being held for Santa Fe Depot marketing purposes. If the Lessee agrees, he or she releases all claim to the photographs, and gives permission to the Santa Fe Depot to use and publish those photographs for the benefit of the Depot.

Cage Area:
The cage area cannot be used for any purpose—it is an office.

Outdoor Usage:
Use of outside areas must be approved by the Executive Director or Rental Coordinator prior to event.