GAINESWOOD

805 South Cedar Avenue

Demopolis, Alabama 36732

Tel. 334.289.4846

Email: gaineswood@westal.net

 

SITE RENTAL POLICY

Did you know you can rent the grounds at Gaineswood for a reasonable fee?  People are finding the 4.5-acre grounds to be an ideal place for Easter Egg Hunts, weddings, and fundraisers.  Gaineswood is a great location for those and other outdoor activities like civic activities, birthday parties, family reunions, music concerts, theater, and other events.  Please consider Gaineswood if you’re planning an event.  Our guidelines are: 

 

1.      All site rentals should be pre-approved no later than two weeks prior to the rental by the Historic Site Director.  Anyone wishing to rent the site should contact:

Matt Hartzell, Historic Site Director

Gaineswood

805 South Cedar Avenue

Demopolis, AL 36732

Phone 334.289.4846

2.      Site rentals for weddings, receptions, parties, special events, and other activities must be confined to the grounds in order to preserve the physical integrity of the mansion. THE INSIDE OF THE MANSION WILL NOT BE RENTED FOR ANY EVENT!!

 

3.      Individuals, vendors, businesses, churches, organizations, and other entities may rent the site for an event or activity during normal business hours for $50.00.  Business enterprises on the grounds are subject to a ten (10) percent surcharge on gate receipts and/or income generated. 

 

4.      The site may be rented for weddings, receptions, and parties DURING NORMAL BUSINESS HOURS for $200.00.  Wedding photography inside Gaineswood is allowed only within a pre-arranged one-hour window of 8-9 A.M., set at least two weeks prior to rental of the facility.  Interior wedding photography must be facilitated and supervised by Gaineswood staff.  Tour and Safety Tips apply.

 

5.      With respect to items 3 and 4, ANY rental occurring outside normal business hours, extending beyond normal business hours, or requiring the presence of Gaineswood staff beyond normal business hours, will be charged an overtime rental fee of $100 per hour, in addition to the standard event/activity fee.  This fee is necessary to pay operating expenses, and for Gaineswood staff to be present for technical assistance (i.e. keeping restroom open, access to electricity, and opening/closing).  

 

6.      Guided tours start on the hour, beginning at 9 A.M. daily, and 1 P.M. Sundays. The person renting the site, support staff, and event guests may tour Gaineswood at the group rate ($4/person) anytime the site is open to the public for tours.

 

7.   Nonprofit groups and entities, including Friends Of Gaineswood, churches, civic

organizations, governmental agencies, school groups, individuals, and volunteers WILL NOT BE CHARGED to use or rent the grounds, PROVIDED their events and/or activities generate preservation revenue for Gaineswood, OR enhance the  preservation, conservation, interpretation, or beautification of Gaineswood.

 

8.   Anyone wishing to rent the site must honor the following prerequisites:

 

  1. Submit a FULLY COMPLETED Site Rental Agreement form, along with appropriate deposits (please see Item 8b), and original signature of the person renting the site, no later than two weeks in advance, to reserve the desired date and times.  Incomplete or faxed forms will be returned to sender.

 

  1. Enclose NON-REFUNDABLE site rental deposit, (one-half of total site rental fee, applicable to total site rental fee) with completed Site Rental Agreement form.  Accepted forms of payment are cash and personal, cashier’s, and travelers’ checks.  Typical non-refundable site rental deposits are as follows;

 

Weddings, receptions, parties during business hours-$100               

                        Weddings, receptions, parties outside of business hours-$200

                        Other events during business hours-$25

                        Other events outside of business hours-$75

                       

Remaining balance of site rental fee is due on date of rental, prior to rental. 

 

  1. Agree in submitting completed Site Rental Agreement form that violation of the  Site Rental Policy, especially disruption or disturbance of ongoing guided tours, will not be tolerated.  Any such disturbance could result in immediate termination of the rental without refund.   A “Tour In Progress” sign on the south side tour entrance indicates a tour is ongoing, and must not be disturbed or disrupted.  We suggest activities take place at least 50 feet away from any side of the mansion’s exterior so that tours are not disturbed or disrupted.

  

9.      SITE RENTAL TIPS-Please examine the following options for your convenience in planning the desired rental:

 

Ø      Gaineswood does not furnish tents, tables, chairs, lighting, portable toilets, public address systems, etc. for site rentals.  The renter must provide these items.

 

Ø      Gaineswood staff will assist you in any way possible with arranging such items on-site.  Again, the inside of the mansion MAY NOT be rented.

 

Ø      Gaineswood has no on-site kitchen.  Food and drink must be prepared and served outside.  Electricity via extension cords from the basement available upon request.

 

Ø      Gaineswood has no overnight facilities; hence, overnight activities are not allowed.

 

Ø      Unauthorized vehicular access onto the grounds is prohibited.  However, we will be happy to grant access for vehicles needed to facilitate preparation for, and conclusion of, rentals (i.e., hauling chairs and tables, food and drink, etc.)

 

Ø      Clean-up is the responsibility of the renter.

 

Ø      Food and drink may be consumed outside, on the grounds and porches, but ARE NOT allowed inside the mansion.

 

Ø      It is illegal to hunt, trap, pursue, catch, or kill any bird or animal, or to remove any plant or natural feature from the grounds.

 

Ø      Use of metal detectors is prohibited.  Artifacts may not be removed from the grounds, regardless of the area of their discovery.

 

Ø      The Alabama Historical Commission and Gaineswood are not responsible for any injury or accident, or for any article lost or stolen by guests or participants.     

 

 

 

 

 

SITE RENTAL AGREEMENT

                                   

            I wish to rent Gaineswood for a:

 

_______________________________________on _____________________________, 

            (type of event)                                                     (day of week, date, month, year) 

 

beginning at ______________________ and ending at ___________________________.    

                            (time of day)                                                (time of day)

 

I have read the Gaineswood Site Rental Policy, and I agree to abide by it.  I understand that my non-refundable site rental deposit (one-half of the total site rental fee, applicable to the total site rental fee) must accompany a completed and signed Site Rental Agreement form in order to secure my rental date.  I understand that the remaining balance of the total site rental fee is due the day of the site rental, prior to the site rental. 

 

RENTER MUST PROVIDE THE FOLLOWING INFORMATION

 

Name______________________________________________________________

 

Mailing Address______________________________________________________

 

Daytime Telephone Number________________________________________________

 

Home or Nighttime Telephone Number________________________________________

 

(If you do not wish to give out your home phone number for privacy reasons, please give a number at which you can be contacted on short notice should there be an emergency)

 

 

Signature_________________________________    Date______________________

                                    (renter)

 

Signature_________________________________  Date_______________________

                        (Historic Site Director)