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USER'S GUIDE FOR THE PUBLIC USE FACILITIES
AT THE NORTH DAKOTA HERITAGE CENTER

Please carefully review the following guidelines. By signing the North Dakota Heritage Center Facility Agreement, you have agreed that you and your group will adhere to these guidelines. Facility use is governed by the North Dakota State Historical Board Policy.

[USER QUALIFICATIONS] [FACILITY FEE] [SIZE OF GROUPS] [RESERVATION PROCEDURES] [SECURITY FEES] [EVENT SET-UP and DECOR] [AUDIOVISUAL EQUIPMENT] [REFRESHMENTS] [CATERERS] [SMOKING AND FLAME] [ALCOHOLIC BEVERAGES] [TELEPHONES: MESSAGES] [PUBLICITY: HANDOUTS] [RECEPTIONS] [LIABILITY]

Nonagency use of the facilities will be granted according to the following priorities at the discretion of the visitor services coordinator and/or the superintendent of the State Historical Society of North Dakota (SHSND):

Events at the North Dakota Heritage Center are normally free and open to the public. There may be no fees charged for general admittance or freewill offerings solicited except under unusual circumstances approved in advance. In the case of workshops requiring registration fees, clearance must be given by the superintendent at the time reservations are made.

A per day fee for the use of the facilities will be charged.

 

	FEE SCHEDULE FOR SHSND PUBLIC FACILITIES
	Project Room - $35 per day Lecture Room A - $35 per day Lecture Room B - $35 per day Russell Reid Memorial Auditorium - $100 Mezzanine - $65 Lobby/Reception Area/Plaza - $5/person* Security fees for after hour events are $30 per hour, up to 150 people

*The lobby may be used for receptions only after normal open hours. The plaza may be available by special arrangement.

The visitor services coordinator will assist the user in selecting a room large enough for the group, in order to insure adherence to fire and safety codes. Each meeting room, the mezzanine, and the lobbies have occupancy loads established by the Bismarck Fire and Inspections Department.

Project Room estimated capacity, 20 persons

Lecture Room A estimated capacity, 25 persons

Lecture Room B estimated capacity, 25 persons

Russell Reid Memorial Auditorium capacity, 333 persons

Mezzanine estimated capacity, 65 persons

Lobby capacity, 50 to 100 persons

Reservations for facilities are scheduled through the Education and Interpretation Division of the State Historical Society of North Dakota. Groups will initiate the scheduling process by calling the SHSND visitor services coordinator at (701)328-2674 or by sending an email to bcampbell@state.nd.us .

Reservations are accepted on a first-come, first-served basis, with priority given to the State Historical Society of North Dakota. Generally, reservations are not confirmed more than 90 days or less than one week in advance.

No reservation will be confirmed until a "North Dakota Heritage Center Facility Agreement" form is completed and signed by the user, the SHSND visitor services coordinator, and the SHSND superintendent. Supplemental agreements may be required if special requests are approved.

All requests for changes are to be made no less than one week in advance of the date of the meeting and must be made through the office of the SHSND visitor services coordinator.

For events held outside regular open hours (Monday-Friday, 8:00-5:00; Saturday, 9:00-5:00; Sunday, 11:00-5:00), a security fee of $30 per hour will be charged. Charges will begin one-half hour prior to the start of the event and extend to one-half hour beyond conclusion, with a two-hour minimum ($60). Should the event last longer than anticipated, charges will be adjusted accordingly. Charges will be detailed on the "North Dakota Heritage Center Facility Agreement." An additional security officer may be required to staff functions of 150 people or more, which would increase security charges to $60 per hour.

The security officer is responsible for security of museum galleries and the lobby area and will not be available to assist in the auditorium except in the case of emergencies. Organizations must designate one or more persons to assist visitors when large crowds are anticipated.

The SHSND staff will arrange tables, chairs, and Society-owned equipment according to the user's instructions. The user must coordinate setup with the visitor services coordinator prior to the function. Setup of any rental equipment is the responsible of the facility user.

Due to concern for the exhibits and to structural constraints, certain types of decor are prohibited or limited to very specific areas. Decor that is not allowed under any circumstance includes candles, fairy lights, and incense. The following items are restricted to certain areas of the North Dakota Heritage Center: balloons, live plants, banners, glass tableware, cooking systems, and sound systems. Exhibits and aisle ways must remain accessible at all times. Facility users should review all decor plans with the visitor services coordinator prior to the event.

At the time of the reservation, facility users need to inform the visitor services coordinator of their equipment needs. Facility users may utilize any of the following equipment available on a first-come, first-served basis:

microphones 45" TV with VCR (in Lecture Room B only) microphone stands slide projectors hands-free mics (1) easels overhead projectors flipchart easels and markers (must provide paper) Baldwin piano (in Auditorium only) 30-cup coffeepots 100-cup coffeepot (1)

Only SHSND audiovisual equipment may be used in the auditorium unless special equipment is brought in by the user to be used and monitored on the stage. Equipment requiring monitoring from the projection booth, including the sound system, movie and slide projectors, must be operated by designated SHSND staff. All equipment needs and broadcasting and recording arrangements must be made in advance, regardless of whether it is to be provided by the user or SHSND.

Arrangements for delivery of equipment will be made by the user and cleared with the visitor services coordinator. Any costs incurred for equipment, piano rental, communication hookups, etc., will be borne by the user.

During museum hours, refreshments may be served in the meeting rooms or on the mezzanine. After museum hours, food and beverages are allowed ONLY in the classrooms, in the lobby, and on the mezzanine, as approved by the Society.

The Project Room contains a counter and a sink; a kitchenette is located on the mezzanine. Both are available for use at no additional cost.

Beverage and candy vending machines are available on the mezzanine. Purchases should be immediately carried to the areas approved for consumption.

A licensed caterer must be used. All catering arrangements and supplies, including table linens and table decor, are the responsibility of the user. The user must provide the visitor services coordinator the name of the caterer, their expected time of arrival, and their preferred entrance area.

The North Dakota Heritage Center is a smoke-free facility. The North Dakota Heritage Center operates under a NO-FLAME ordinance, which prohibits the use of candles, lighters, or incense. Exceptions will be considered by the SHSND superintendent in only the most extraordinary of circumstances.

Alcoholic beverages in the form of wine, wine coolers, and beer only may be served and consumed when the user has obtained written permission from the superintendent. Requests will be considered on a case-by-case basis. The user and/or caterer will enter into an agreement approved by the Office of Attorney General which holds the State Historical Society of North Dakota (State Historical Board) harmless from all liability incurred as a result of the serving and consumption of alcoholic beverages.

There are no phones in the lobby or auditorium. Public coin-operated phones are located in the main lobby. State Historical Society of North Dakota will relay messages in emergencies only. The number to use for such occasions is 328-2666. The security office receives calls when offices are closed and will handle emergency messages.
Telephone numbers for the meeting rooms are:
Project Room 328-2717
Lecture Room A 328-2662
Lecture Room B 328-1055

Publicity is the responsibility of the user. Any posters posted in the North Dakota Heritage Center require the approval of the superintendent. Partisan or sectarian handouts, as well as displays of a commercial nature, are prohibited.

The North Dakota Heritage Center may be utilized for receptions and dinners after normal open hours. For large functions, the main lobby and/or outdoor plaza may be used for a fee of $5 per person. The museum galleries will be open and available for viewing by those attending. Such receptions will take place only after normal open hours, and admittance to the North Dakota Heritage Center may be restricted to invited guests. All other appropriate guidelines apply.

The State Historical Society of North Dakota assumes no responsibility for personal injury, property loss or damage occurring during meetings or events sponsored by outside groups. Damage to SHSND property will result in billing the user for replacement or repair.

The user shall save and hold harmless the State of North Dakota and the State Historical Society of North Dakota, its officers, agents, employees, and members, from all claims, suits, or actions of whatsoever nature resulting from or arising out of the activities of the user or its subcontractors, agents, or employees. The user also agrees to abide by the Constitution and all laws of the State of North Dakota.

Copyright ©1999-2002 State Historical Society of North Dakota. You are free to use information from these pages for any non-commercial purpose. Any use of this information should credit the State Historical Society of North Dakota. Photographs shown on the State Historical Society of North Dakota's web site are taken from the collections of the State Historical Society of North Dakota and may not be included in any publication, printed or online, without the written permission of the Society.