AASE Rental Policy
Sitka Fine Arts Camp (Alaska Arts Southeast, Inc)
SHELDON JACKSON SCHOOL NATIONAL HISTORIC LANDMARK
The Campus
The Sheldon Jackson campus was built in 1911 by the prestigious architectural firm Ludlow and Peabody; it is nationally significant for its role in the education of Alaska Natives during the first half of the twentieth century, and for its role in the transformation of Native cultures in this period, first as an industrial training school, then a high school boarding school, and finally a college. In 2007, the school closed, and in 2011, ownership of the core campus was transferred to Alaska Arts Southeast (AASE), best known for its nationally recognized Sitka Fine Arts Camp.
The following information is to insure that you and members of your group understand our policies and have a good experience while on campus and, at the same time, help us protect and maintain this beautiful National Historic Landmark. These policies apply to all guests on the Campus; failure to comply with rental policies could result in additional rental fees or cancellation or termination of rental agreement.
GENERAL CAMPUS POLICIES
Parking
All vehicles must park in the Hames Parking Lot unless otherwise specified. Only vehicles servicing a building are temporarily allowed to unload in active unloading or fire lanes. Parking in fire lanes, on the lawn, or any other nondesignated parking area is not permitted, nor is driving onto or across Campus lawns.
Smoking
Tobacco of any kind is not permitted anywhere on the Campus or in any buildings. We are a smoke free campus and require that renters enforce this with their guests.
Alcohol
Renters wishing to serve alcohol must receive permission from AASE prior to the event and will be charged an Alcohol Fee. The sale and dispensing of alcohol is regulated by the State of Alaska Alcoholic Beverage Control (ABC) Board. An ABC special events permit is required when alcohol is sold on the campus. Individuals serving alcohol must comply with State of Alaska ABC laws and regulations. Individuals consuming alcohol on campus must comply with all state and city laws regarding alcohol consumption.
Security Staff, Bartenders, Event Directors, and/ or (AASE) staff may, at their discretion, limit the alcohol consumption of any guest. Any intoxicated guest will be escorted off the premises, with arrangements for a designated driver, commercial transportation, or local law enforcement, if necessary. Any alcohol opened at a campus event may not be carried offcampus for consumption.
EVENT RENTALS
Reservations
Reservations may be made up to 12 months in advance of the event. The renter may not sublet the facility, nor may the reservation be transferred. By signing an AASE contract or by applying funds to their reservation, the renter thereby agrees to all AASE rental policies. AASE is not liable for any loss, damage, injury, or illness that occurs to renters or groups of persons using the facilities on the Sheldon Jackson Campus.
Payment
For events under $1000, rental fees payable to AASE are due in full at the time the reservation is made. For events over $1,000, 50% of the rental fee is due upon booking to reserve the date. The balance and any additional fees are due at the conclusion of the event. Reservations will not be confirmed until the appropriate payment is received.
Deposit
A deposit of $250 for events under $1000 and of $500 for events over $1000 for damage, cleaning, overtime, cancellation or optional equipment usage is due with the reservation along with the first rental fee. Deposits are returned without interest, subject to satisfactory inspection of the premises by management. Cleaning charges, additional rental time & penalty charges may be withheld, if necessary.
Cancellations
Cancellations must be made in writing and will be charged 15% of full rental fee. Cancellations made 5 business days or less before the beginning of the rental period will be charged the full cost of the rental. Date and time changes will be treated as cancellations. For events over $1000, cancellation fees are subject to conditions of memorandum of understanding (MOU).
Contact Person
One contact person should be designated to oversee all arrangements with the Alaska Arts Southeast (AASE) Event Manager. The contact person is responsible for making an onsite appointment with the Event Manager to finalize arrangements for the event a minimum of two weeks prior to the event. This will help ensure a quality event for the renter. AASE and its staff persons are not responsible for any problems that occur during events where the contact person did not have an onsite meeting with the Event Manager. Any onsite deliveries must be also set up at a time agreed upon between the contact person and the Event Manager.
Communication and Staff Hours
Office hours are Monday-Friday 9-5. Any required communication outside of the event rental (including phone calls, text messages, etc.) that occurs outside of business hours (9am-5pm, Mon-Fri) will be charged to the renter at our overtime rate.
Conditions of Use
Renters are responsible for their own setup and cleanup, unless otherwise specified in a Memorandum of Understanding (MOU). If additional setup and/or cleanup is needed, as determined by AASE, the renter will be charged additional fees.
Vendors
AASE is able to provide a variety of services and amenities to make your event a success. Renters wishing to hire outside vendors are required to use AASE pre-approved vendors for catering, decorating, DJ’ing or other services.
Protection of Buildings
No tape or adhesive of any kind may be used on walls, floors, or other structures. No wall penetrations. Rice, birdseed, confetti, glitter, silly string, fireworks or sparklers may not be used anywhere on the premises. Without exception, safe glass containers must surround all candles or flame sources. Any trash or recycling that does not fit into the provided dumpsters is the responsibility of the renter to remove.
During the Event
Due to the site’s proximity to residential areas, music/noise levels will be controlled and maintained at a level set by building management. All music must be turned off by midnight, unless otherwise approved by Alaska Arts Southeast staff. Small children and youth must be supervised at all times by responsible adults. Persons attending events must confine themselves to the rooms assigned to their use. All persons attending any event shall vacate the premises no later than one half hour after the conclusion of the event.
Conduct
All persons attending an event on Campus will abide by the policies of AASE for the Campus. AASE staff may end an event and ask all persons to leave if conduct is disorderly.
Renter’s Property
Renter’s valuables and equipment must be removed at the conclusion of the event. AASE resumes no responsibility for any property not removed immediately after the event. Renter will be billed for extra hours if equipment or supplies is left in building.
Charge Period
Rent is charged for the time reserved, plus any additional time before or after the reserved time that the group is in the room or building. Renters should include enough setup and cleanup time in their rental request. If additional time is required, further charges will apply.
Other Services
AASE can provide other services and amenities including catering, A/V support, registration, decoration, setup. Campus amenities include AV equipment, tableware, internet, etc. The Campus’s commercial kitchen is available for rent to approved food and beverage providers. All food providers must conform to Alaska State Food Safety and Sanitation regulations.
For questions or concerns please contact our Campus Event and Rentals Manager by email at [email protected] or by phone at 907-747-3085.
SHELDON JACKSON SCHOOL NATIONAL HISTORIC LANDMARK
The Campus
The Sheldon Jackson campus was built in 1911 by the prestigious architectural firm Ludlow and Peabody; it is nationally significant for its role in the education of Alaska Natives during the first half of the twentieth century, and for its role in the transformation of Native cultures in this period, first as an industrial training school, then a high school boarding school, and finally a college. In 2007, the school closed, and in 2011, ownership of the core campus was transferred to Alaska Arts Southeast (AASE), best known for its nationally recognized Sitka Fine Arts Camp.
The following information is to insure that you and members of your group understand our policies and have a good experience while on campus and, at the same time, help us protect and maintain this beautiful National Historic Landmark. These policies apply to all guests on the Campus; failure to comply with rental policies could result in additional rental fees or cancellation or termination of rental agreement.
GENERAL CAMPUS POLICIES
Parking
All vehicles must park in the Hames Parking Lot unless otherwise specified. Only vehicles servicing a building are temporarily allowed to unload in active unloading or fire lanes. Parking in fire lanes, on the lawn, or any other nondesignated parking area is not permitted, nor is driving onto or across Campus lawns.
Smoking
Tobacco of any kind is not permitted anywhere on the Campus or in any buildings. We are a smoke free campus and require that renters enforce this with their guests.
Alcohol
Renters wishing to serve alcohol must receive permission from AASE prior to the event and will be charged an Alcohol Fee. The sale and dispensing of alcohol is regulated by the State of Alaska Alcoholic Beverage Control (ABC) Board. An ABC special events permit is required when alcohol is sold on the campus. Individuals serving alcohol must comply with State of Alaska ABC laws and regulations. Individuals consuming alcohol on campus must comply with all state and city laws regarding alcohol consumption.
Security Staff, Bartenders, Event Directors, and/ or (AASE) staff may, at their discretion, limit the alcohol consumption of any guest. Any intoxicated guest will be escorted off the premises, with arrangements for a designated driver, commercial transportation, or local law enforcement, if necessary. Any alcohol opened at a campus event may not be carried offcampus for consumption.
EVENT RENTALS
Reservations
Reservations may be made up to 12 months in advance of the event. The renter may not sublet the facility, nor may the reservation be transferred. By signing an AASE contract or by applying funds to their reservation, the renter thereby agrees to all AASE rental policies. AASE is not liable for any loss, damage, injury, or illness that occurs to renters or groups of persons using the facilities on the Sheldon Jackson Campus.
Payment
For events under $1000, rental fees payable to AASE are due in full at the time the reservation is made. For events over $1,000, 50% of the rental fee is due upon booking to reserve the date. The balance and any additional fees are due at the conclusion of the event. Reservations will not be confirmed until the appropriate payment is received.
Deposit
A deposit of $250 for events under $1000 and of $500 for events over $1000 for damage, cleaning, overtime, cancellation or optional equipment usage is due with the reservation along with the first rental fee. Deposits are returned without interest, subject to satisfactory inspection of the premises by management. Cleaning charges, additional rental time & penalty charges may be withheld, if necessary.
Cancellations
Cancellations must be made in writing and will be charged 15% of full rental fee. Cancellations made 5 business days or less before the beginning of the rental period will be charged the full cost of the rental. Date and time changes will be treated as cancellations. For events over $1000, cancellation fees are subject to conditions of memorandum of understanding (MOU).
Contact Person
One contact person should be designated to oversee all arrangements with the Alaska Arts Southeast (AASE) Event Manager. The contact person is responsible for making an onsite appointment with the Event Manager to finalize arrangements for the event a minimum of two weeks prior to the event. This will help ensure a quality event for the renter. AASE and its staff persons are not responsible for any problems that occur during events where the contact person did not have an onsite meeting with the Event Manager. Any onsite deliveries must be also set up at a time agreed upon between the contact person and the Event Manager.
Communication and Staff Hours
Office hours are Monday-Friday 9-5. Any required communication outside of the event rental (including phone calls, text messages, etc.) that occurs outside of business hours (9am-5pm, Mon-Fri) will be charged to the renter at our overtime rate.
Conditions of Use
Renters are responsible for their own setup and cleanup, unless otherwise specified in a Memorandum of Understanding (MOU). If additional setup and/or cleanup is needed, as determined by AASE, the renter will be charged additional fees.
Vendors
AASE is able to provide a variety of services and amenities to make your event a success. Renters wishing to hire outside vendors are required to use AASE pre-approved vendors for catering, decorating, DJ’ing or other services.
Protection of Buildings
No tape or adhesive of any kind may be used on walls, floors, or other structures. No wall penetrations. Rice, birdseed, confetti, glitter, silly string, fireworks or sparklers may not be used anywhere on the premises. Without exception, safe glass containers must surround all candles or flame sources. Any trash or recycling that does not fit into the provided dumpsters is the responsibility of the renter to remove.
During the Event
Due to the site’s proximity to residential areas, music/noise levels will be controlled and maintained at a level set by building management. All music must be turned off by midnight, unless otherwise approved by Alaska Arts Southeast staff. Small children and youth must be supervised at all times by responsible adults. Persons attending events must confine themselves to the rooms assigned to their use. All persons attending any event shall vacate the premises no later than one half hour after the conclusion of the event.
Conduct
All persons attending an event on Campus will abide by the policies of AASE for the Campus. AASE staff may end an event and ask all persons to leave if conduct is disorderly.
Renter’s Property
Renter’s valuables and equipment must be removed at the conclusion of the event. AASE resumes no responsibility for any property not removed immediately after the event. Renter will be billed for extra hours if equipment or supplies is left in building.
Charge Period
Rent is charged for the time reserved, plus any additional time before or after the reserved time that the group is in the room or building. Renters should include enough setup and cleanup time in their rental request. If additional time is required, further charges will apply.
Other Services
AASE can provide other services and amenities including catering, A/V support, registration, decoration, setup. Campus amenities include AV equipment, tableware, internet, etc. The Campus’s commercial kitchen is available for rent to approved food and beverage providers. All food providers must conform to Alaska State Food Safety and Sanitation regulations.
For questions or concerns please contact our Campus Event and Rentals Manager by email at [email protected] or by phone at 907-747-3085.