These guidelines are designed for any agency or individual wishing to use the Newport Colony House, a property owned by the State of Rhode Island and under the management of the Newport Historical Society.

The building is available for meetings, lectures, fund-raising events, religious services or ceremonies, photo/film shoots, private ceremonies, and other approved uses. While the Society encourages access to this historic structure, its first responsibility is to the building itself, and to the collections housed within. Adherence to these guidelines by host agencies, caterers, decorators/designers, photographers/film crews, and others will allow for appropriate use of this unique site while ensuring that the building and its contents are not compromised. Event hosts, caterers and decorators must preview the facility with a NHS representative at least two weeks in advance of the event.

Rental fees include use of the first floor of the Colony House and other spaces on the second floor as agreed upon by both parties. Approved activities are restricted to the areas agreed upon during preliminary site visits.

Notes: The second floor is not accessible to the handicapped. Basement restrooms are included in rental fees. A third restroom in the basement can be used for bridal dressing.

GUEST CAPACITY

The maximum number of guests allowed in the building is 162. The first floor can accommodate up to 162 for meetings or receptions with limited tables. The Council Chambers on the second floor can accommodate up to 100 for meetings or tours only - no food or beverage may be served on the second floor. Smoking is not allowed in the building.

Attendance will be determined by the capacity of the site and the nature of the event, and will be limited to a number agreed upon by the host agency and the Newport Historical Society. Under no circumstance will the attendance exceed capacity as determined by the Newport Fire Department.

FUNCTION HOURS

The Colony House is available for functions from 9:00 a.m. until 10:00 p.m., weekdays and weekends, except certain holidays. Rentals are for five-hour minimums excluding set-up and clean-up time. Alcohol beverage service must cease 15 minutes prior to the events end or at supervisors' discretion.

APPLICATION, DEPOSIT AND PAYMENT SCHEDULE

Applications to use NHS facilities may be made in person, in writing, or by telephone. A non-refundable deposit of 50% of the rental fee is required to secure a date. The balance of the fee, with a damage deposit if applicable, is due at least 30 days prior to the event. In the event of cancellation, payments received less a 15% processing fee, will be refunded if written cancellation is received 90 days prior to event. If less than 90 days notice is given, the Colony House must be rebooked to extend a refund.

LIABILITY INSURANCE

Proof of general liability insurance in the amount of $2,000,000, naming the State of Rhode Island and the Newport Historical Society as additional insureds during use of the property, must be provided. A Tenants, Users, Licensee Insurance Program policy (TULIP) can be purchased for $120 if necessary.

CATERING

Securing the services of a caterer is the responsibility of the lessee. The Newport Historical Society will provide a list of approved caterers. Any caterer who has not served a function at the Colony House in the past must meet on-site with NHS management before menu and service plans are made final. The entire menu, means of preparation, floor plan arrangement, food service, and clean-up arrangements must be approved by NHS. Facility furniture, window seats, and sills may not be used to serve food, rest trays, store equipment, or any other use.

The Colony House has no kitchen facilities. No cooking devices of any kind may be used inside the Colony House. This includes any type of hot coffee makers or pots, sterno pots, and food warmers, ovens, and microwaves. Any device that generates steam may not be used within ten feet of any museum artifact or painting. All food must be prepared off-site and brought in ready to serve. In some cases, food preparation may be done in tents or on trucks adjacent to the building. For outdoor cooking, all cooking equipment will be as far as possible from the building, equipped with fire extinguishers, and attended at all times by someone over the age of 21.

All caterers must provide proof of liability insurance.

No food or beverage may be served or passed on the second floor.

Caterers are responsible for clean-up of spills and splashes on floor surfaces, walls, window seats, and any other surfaces in or around the building. All food, utensils, linens, rented equipment and furnishings, and trash must be removed immediately following the event, unless otherwise agreed upon in writing.

FURNISHINGS AND EQUIPMENT

Lessee must provide all tables, chairs, and serving dishes and equipment. List of approved vendors will be supplied. All rented materials must be removed from the building at the end of the event, unless otherwise agreed upon in writing. Management will not sign for any deliveries or assume responsibility for such property. Furnishings within the building that belong to the State of Rhode Island or the Newport Historical Society may not be moved without permission of the management.

FLORIST AND DECORATIONS GUIDELINES

All decorations and floral arrangements must be approved at least two weeks prior to the event. Nothing can be hung from, suspended from, or otherwise attached to walls, ceilings, windows, doors, chandeliers, sconces, stair rails, floors, or other surfaces by any means. No nails, screws, tacks or tape may be used to fasten signs, banners, or other decorations to the interior or exterior of the building. Florists and decorators will have access to the building for set-up a maximum of two hours before the event. All materials and equipment must be removed immediately following the event, unless otherwise agreed upon in writing.

Candles and balloons are prohibited. Throwing of rice, birdseed, and confetti is prohibited. Wedding bubbles are allowed outdoors only.

MUSICIANS GUIDELINES

Sound levels for amplified music must be in compliance with local regulations and in keeping with the residential nature of the neighborhood. Musicians may set up one hour before the event. Use of adhesive tape is prohibited. Nothing can be hung from, suspended from, or otherwise attached to walls, ceilings, windows, doors, chandeliers, sconces, stair rails, floors, or other surfaces by any means. Equipment may not be dragged across the floor.

Exterior amplified music is not allowed unless requested and approved in writing.

Disk jockeys and dancing are not allowed unless approved in advance by NHS.

OTHER VENDORS

All vendors must be approved by NHS and all vendors and suppliers must be members of the NHS.

Video taping and photography are prohibited unless permission is requested and approved in writing.

SECURITY

An Event Supervisor representing the Newport Historical Society will be present at all events from the time access to the site is permitted until approximately one half hour after the site is cleared. Rental fees include the presence of one staff member. If more are required, additional hourly fees will apply. This person is responsible for building security only, not to help with moving materials or equipment, food service or other event logistics.

Security personnel may be required for certain types of events. The Newport Historical Society will engage security services at the expense of the lessee.

From set-up to lock out, one door will remain open and monitored for access to the building. Other doors will be unlocked for use as fire exits only.

An NHS representative must be present while caterers, decorators, musicians and other event related personnel are within the Colony House.

FIRE PREVENTION

There is absolutely no smoking in the Colony House. Open flame, including candles, food warmers and sparklers, whether used for cooking, decoration, or any other purpose is strictly forbidden at all times.

CHILDREN

An adult must supervise all children under the age of twelve at all times. There are no baby-sitting facilities in the Colony House.

ACCESS TIMES

Lessee, vendors, and their staff will have access to the building for set-up at times agreed upon by the lessee and the NHS. All delivery and pick-up times must fall within the contracted time period, unless otherwise agreed upon in writing.

CLEAN-UP

The Colony House must be left clean and free of all decorations, trash, rented furnishings and equipment, and all other materials associated with the event. Removal must be completed within the contracted time period, unless otherwise agreed upon in writing. Janitorial service is required after the lessee has vacated the premises, the cost of $150 will be deducted from the damage deposit or lessee will be billed.

All trash must be removed from the site. There is no dumpster at the Colony House.

COMPLIANCE

Failure to comply with the conditions set forth in this document and any attachments thereto may result in deductions from or forfeiture of the damage deposit. Vendors who fail to comply with these conditions may be prohibited from conducting further business at the Colony House or any properties of the Newport Historical Society.

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