Renter's Policy

The Office of the Vice President for Development and Alumni at Mississippi State University reserves the right to approve requests for events. Events scheduled for the Henry Center must not interfere with, nor detract from, the daily operations of the MSU Alumni Association, the MSU Foundation, the Office of the Vice President for Development and Alumni, and Mississippi State University.

The Hunter Henry Center facilities are available for the following types of events:

Non-MSU Related Events: Events sponsored by Non-MSU organizations or private individuals. Personal or private events hosted by faculty, staff, students, or alumni will be considered Non-MSU clients.

MSU Events: Events sponsored by an MSU department, MSU faculty organization, MSU staff organization, or an MSU Registered Student Organization (RSO). Officers of the RSO or university faculty/staff organizations may request reservations for these groups.

The Office of the Vice President for Development and Alumni reserves the right to amend any policy or procedure as necessary.

Hours of Operation:

The Hunter Henry Center typically operates Monday — Friday. The Center will be closed for all Mississippi State University and national holidays. If any holiday falls on a weekend, the Center will close on Friday at 5 p.m. to observe that holiday. If any holiday falls during the work week, the Center will close at 5 p.m. the evening before the observed holiday.

Events scheduled in the Hunter Henry Center must end by 10 p.m. Monday — Thursday and by 11 p.m. on Friday and Saturday evenings. The Center will not open on weekends more than four hours prior to any event. The Center is closed on Sundays.

Reservations:

Reservations may be booked up to one year in advance. For reservations requested more than three months prior to an event, groups or individuals must submit a letter of request to the Office of the Vice President for Development and Alumni.

The Office of the Vice President for Development and Alumni reserves the right to make exceptions on a case-by-case basis when it does not interfere with the business of the MSU Foundation or the MSU Alumni Association.

All reservations must be confirmed within two weeks, and large events will not be scheduled any later than two weeks prior to event date. Reservations booked by Non-MSU clients or MSU clients (without a Banner or Foundation account) must be confirmed by submitting a non-refundable deposit in the form of a check, money order, or credit card within two weeks of confirming a reservation. Deposit will be count toward the total event charge.

Any event reservation, for which a deposit has not been submitted within the designated deadline, is subject to be released and may not be honored.

Payment for full rental fee is required one day prior to event. Checks should be payable to the MSU Foundation, and there is a $30 fee on returned checks.

If cancellation is necessary and notice does not adhere to Cancellation Policy, a fee will apply.

All MSU events paid by Banner or Foundation account will be charged after an event.

Rental Agreement/Signature:

An Event Confirmation outlining the details of your function, along with a Rental Agreement will be mailed or faxed for signature. These signed forms, along with a deposit, must be returned within two weeks to confirm a reservation. Contact must be made with the reservations office to make other arrangements if the deadline cannot be met. Failure to do so will relinquish reservation.

All student organizations must be registered and certified at time of booking, and have a Student Activity Request Form signed by the MSU Dean of Students. This approval should be submitted to the Henry Center within two weeks of booking.

Fee Policy

Rental Fee: Any daytime event held in conjunction with an after-hours event will be charged at the after-hours rate.

Setup Fee: Renter is responsible for arranging set-up needs with the events coordinator. Arrangements for setup needs must be made no later than two weeks prior to event.

Setup fees are included with rental of ballroom/lobby, board rooms, and seminar room. Setups are not included with small meeting/conference rooms, and a cost per item will be assessed. Any item or equipment rented from an outside source, will incur an additional charge.

An audio/visual fee will be charged according to event needs, if not included in package option. AV charges will apply to conference rooms with no built-in audio visual systems.

For Power Point or slideshow presentations using an LCD projector/ projection screen, client must provide a laptop computer or a CD/DVD.

Event Staff Fee:

Weekday: Events requiring staff to open building before 8 a.m. will be assessed a $30 service charge. After normal weekday working hours, all groups will be assessed a $75 service charge for event staff to be on site, or provide set up after-hours.

Weekend: Service charge for weekend event staff is included in Weekend Package Options (Saturdays only/closed on Sundays). Weekend set-up will be assessed an event staff service charge of $30 per hour at a minimum of two hours.

Refund Policy

In the event of a cancellation, rental fees are refundable, less the deposit, if payment in full is made prior to event. Required deposit is non-refundable.

Cancellation Policy

Cancellations two weeks or less prior to any meeting or event, will result in a $50 cancellation fee, unless a non-refundable deposit has been paid. Deposit will then serve as the cancellation fee.

In the event of severe weather, the Henry Center will make every attempt to remain open. However, the Center will close when Mississippi State University closes. If you intend to cancel or postpone your event due to weather conditions, please call the reservations office at 662.325.9395 as soon as possible.

The Office of the Vice President for Development and Alumni reserves the right to cancel any reservation if necessary to conduct Mississippi State University, MSU Alumni Association or MSU Foundation business. In the event of such a cancellation, the Office of the Vice President for Development and Alumni will fully refund all deposits and fees paid OR will help procure another campus facility of equal or greater quality.

Damage Policy

All renters are responsible for full cost of repairs to the building, furnishings, or equipment should damages occur. The renter will be given 30 days to make full restitution for damages. If restitution is not made within 30 days, an invoice for damages will be turned over for collection, and the renter will be suspended from using the Hunter Henry Center.

Catering Policy

All renters are required to use a licensed caterer registered with the Henry Center for meals or only source of food. Only one caterer is to be scheduled per day. For multiple-day events, different caterers may be used, but only one per day.

If only food provided is refreshments for breaks or reception foods, a caterer is required. Clients must procure food from an approved caterer for all main meals. However, cakes are not required to go through an approved caterer.

If main meals are catered, renters may supply beverages (soft drinks, juice, bottled water) and pre-packaged, easily disposed of, mid-morning and/or mid-afternoon snacks (such as cookies, chips, crackers, candy, fruit/vegetables, dips, etc.). Client is not allowed to bring in any home-made food or other non-catered foods, with the exception of cakes.

For groups of 25 or less, clients may serve continental breakfast items. However, client must notify events coordinator if continental breakfast will be provided.

Client must provide serving trays, containers, plates, napkins, and any utensils needed if a caterer is not used. The Henry Center has an ice machine, but client will need containers. Client will be responsible for all clean-up.

Only snacks and box lunches/lunch trays will be allowed in the meeting/conference rooms. If snacks/refreshments are provided by a caterer, please inform the events coordinator.

Caterers are responsible for providing linens, dishes, silverware, glasses, cookware, and serving utensils. They must clean kitchen facilities, as well as the ballroom dining tables and chairs. All caterers' equipment must be removed immediately after event.

Caterer must inform renter of all necessary setups. Caterer must contact the Hunter Henry Center no later than five days prior to the event to confirm details.

Coffee service for meetings in the Judy and Bobby Shackouls Board Room and the John V. Correro Conference Room can be arranged with the reservations office as part of the room rental. Coffee service must be ordered prior to the day of any meeting.

Alcohol Policy

The Hunter Henry Center does permit alcohol to be served with certain restrictions. NO ALCOHOL OF ANY KIND MAY BE SERVED UNTIL AFTER 5 P.M. WEEKDAYS.

Food service is required for all events at which alcohol is served, and a registered caterer must serve all alcoholic beverages. Bar stations must have a catering attendant or bartender at all times. Under no circumstances will renter or caterer permit persons under legal age to possess or consume alcoholic beverages at the Hunter Henry Center.

No alcohol may be served at any event hosted by a student organization or attended by students or for any event requiring a paid admission. The caterer and renter shall be responsible for verifying the age of all persons possessing and/or consuming alcoholic beverages.

Alcoholic beverages cannot be sold at the Hunter Henry Center (NO CASH BAR). No tip jars are allowed. There will be no BYOB events allowed.

Kegs are allowed only if they are contained inside a refrigerated keg bar obtained through the Northeast MS Coca Cola Bottling Company (Reps: 662-338-3400/662-769-5943) or a distributor approved by the Hunter Henry Center. However, individual kegs are NOT allowed.

Renter is responsible for removing any unused alcohol after an event unless arrangements have been made with the caterer.

Building Policy

The Hunter Henry Center is a non-smoking facility.

Any event that is open to the public, whether free or paid admission, requires the use of security at the expense of the sponsoring organization. Proof of security arrangements must be submitted to the Office of the Vice President for Development and Alumni two weeks prior to the scheduled event date.

Neither the MSU Alumni Association, MSU Foundation, nor the Office of the Vice President for Development and Alumni is responsible for damage to, or loss of, any merchandise, equipment or articles left in the Hunter Henry Center. This policy extends to the parking lot and sidewalk areas prior to, during and following events.

Decorating Policy

Special arrangements for decorating and posting must be approved in advance. All decorative items, table arrangements, or personal items must be removed immediately following events. Theme parties must be approved by the Office of the Vice President for Development and Alumni.

Decorations that use candles must adhere to the following:

  1. Candles must be completely contained inside a votive or hurricane lamp. Hurricane lamps must have protective base underneath candle.
  2. Displays or exhibits that require flame or water may not be used.
  3. No free-standing candles, tapers, or pillars of any kind.
  4. No candlestick holders (for tapers/pillars) or candelabras (for tapers/pillars).
  5. No candles used only with a base or shallow votive; entire candle must be contained in votive.
  6. No candles/votives are allowed along Spire Walk in Fisher Gardens.

The following are NOT Allowed:

  1. The use of nails, tape, glue, thumbtacks, or adhesive for attaching materials on the walls, ceilings, doors, doorframes, light fixtures, windows, building furnishings, or columns is prohibited.
  2. Glitter, table sprinkles or any type of confetti is not allowed.
  3. Sparklers of any type are not permitted.
  4. The use of rice is not permitted.
  5. Birdseed, artifical flower petals, confetti, silly string and soap bubbles are not permitted inside the facility. However, we do allow birdseed, real flower petals and soap bubbles outside the building.
  6. No decorations of any type may be hung on walls or from overhead lights or ceiling.

Music/Entertainment Policy

Renters may hire a DJ or music group. The Office of the Vice President for Development and Alumni must approve all music groups and DJ's at least 30 days prior to the event. No music groups or DJs with large amplification systems will be allowed.

DJ's and music groups are responsible for set-up and take-down of their equipment. DJ or music group must contact the building services coordinator no later than five days prior to the event to confirm any technical details. Contact information must be provided, including cell phone number.

For other entertainment with setup requirements, renters should contact the reservations office.

Event Policy

Any organization reserving the Henry Center must be the same organization that will utilize the facility for the originally stated purpose. A responsible party from the sponsoring organization must be present until the event has concluded.

Sponsoring organizations or individuals should request that guests conform to an appropriate standard of personal appearance and attire. Shoes and shirts are required.

Renters of the Henry Center must abide by federal, state and local laws. Failure to do so may result in the cancellation of future reservations and/or restriction of use.

No animals are allowed inside or on the grounds, except those used by persons with disabilities and the university's mascot.

No bicycles, skateboards or roller blades are allowed.

Garden Policy

A garden event requires a backup location indoors in case of inclement weather. The Parker Ballroom is automatically held to use as the alternate location. If a contingency plan is needed, the ballroom will be cleared and ready to set to the client's specifications, unless management is notified there is another alternate location. It is the client's responsibility to notify all parties of a change in venue.

A contingency fee if required to hold the ballroom. A fee of $150 applies for planned events of 150 or more guests. Events of fewer than 150 planned guests will incur a $100 fee. If the event is moved indoors, and the garden area is not used, the contingency fee will be waived.

At least 48 hours prior to any garden event, the client must contact the Henry Center staff to confirm rain plans. The Center reserves the right to move any event when conditions appear hazardous or unfavorable.

Parking Policy

Guest parking passes are required for the Henry Center and should be obtained prior to an event from the events coordinator. For other questions concerning campus parking, contact MSU Parking Services at 662.325.3526 or visit http://www.parkingservices.msstate.edu/.