Below is the rental agreement form with rental policies and rules related to the rental of the Newton House Museum, grounds, and outdoor pavilion.
Please note that the renter or lessee signing the form at the bottom of this page is responsible for making sure that ALL funders and paid/volunteer caterers, photographers, sub-contractors, decorators, bakers, florists, coordinators/planners, etc. are FULLY informed as to the specifics of the attached agreement, including all restrictions related to the rental of the SAHPS property and Newton House Museum.
SAHPS Rental Rules and Policies
The South Arkansas Historical Preservation Society, Inc. would like to welcome you and your guest/guests to the Newton House Museum (c. 1849). Because of its historic significance and beauty, the John and Penelope Newton House requires special care and attention. Only with proper respect and care can we continue to make it available for community use. We hope that you appreciate our concerns and the reasons for the policies that follow.
HOUSE RENTAL CHARGE
1. The house rental charge covers the use of the first floor in the main house, the use of the kitchen, the two downstairs restrooms, and the grounds.
2. Rental charge(s) are based on the Rental Rate Schedule.
3. The main stairway may be used for brides and picture taking only.
4. The second floor and upstairs restroom may be used as a bride changing area and for the bridal party only.
Please read carefully and make sure that you and your guests understand the following guidelines.
HOUSE RULES
1. Total occupancy for the inside of the house is 150 people per the El Dorado Fire Department.
2. NO SMOKING is allowed inside the house or kitchen area.
3. Burning candles and open flames are not allowed inside the house due to fire codes.
4. No birdseed, rice, confetti, petals, bubbles, etc. may be used inside the house. These may be used in the yard. You are responsible for the clean up.
5. Furniture and furnishings may not be moved without prior staff approval.
6. All furniture and furnishings that are moved must be returned to their original position.
7. Any antique tables or flat top furniture be used must be covered with a protective covering and/or tablecloth.
8. Nothing may be nailed, taped, or attached to the walls or doors in any manner that may cause damage.
9. Some antique furniture may be roped to indicated that they may not be used for seating.
10. The telephone is available for local calls only.
11. The Foundation is not responsible for any articles left overnight, inside, or outside the house.
12. Rental is responsible for any damages to the building or its contents that occurs during their rental at full replacement cost.
13. No glitter or glitter coated items allowed.
WADE PAVILION – OUTSIDE OF HOUSE RULES
1. Cigarette butts should be disposed of in proper containers, not on the lawn.
2. Our entire grounds are available for your use but should be left free of all equipment and trash when the event is over.
3. The Foundation is not responsible for any articles left overnight, inside, or outside of the house.
4. All trash and garbage must be removed from site.
5. Parties involving children or teenagers must be accompanied by adults.
6. For evening events, any additional lighting requested for the event will not be furnished by SAHPS and must be approved by SAHPS staff prior to the event.
7. No staples or strong adhesives allowed.
8. No sparklers, torches, or open flames allowed.
KITCHEN – FOOD SERVICE – CATERER
1. The Foundation must be notified of the name of the caterers or food service providers for any event.
2. You and your caterer are responsible for all beverages, food preparation equipment, serving, table coverings, decorations, and complete kitchen cleanup. Upon departure, all kitchen areas and applicated should be left clean.
3. All food, beverages, and trash should be taken with you upon departure.
4. Any furnishings or equipment that is broken or missing will be the responsibility of the renter at full replacement costs.
5. The renter is responsible for furnishing any of the following items: beverages (coffee, soft drinks, tea, or water), condiments, cups, garbage bags, glasses, napkins, paper towels, pitchers, plates, serving utensils, or dishes.
FINANCIAL
1. The initial rental deposit is required to hold space for the available date and is not refundable. It will be applied to the total rental charges.
2. A refundable cleaning deposit of $100 is required and may be refunded after final inspection by SAHPS staff.
3. The balance due, as stated on the contract, is required to be paid in full prior to the scheduled event.
4. Total payment must be received 48 hours prior to the scheduled event(s).
5. Penalty fees will be billed to the renter for unscheduled on-site at $100 per hour.
