Introduction

History San José is a non-profit organization operating both the History San Jose at Kelley Park and the Peralta Adobe & Fallon House Historic Site in downtown San Jose. Since the individual facilities of the museum sites vary, events such as meeting retreats, luncheons, garden receptions, lectures, weddings, corporate parties, and festivals can be coordinated to match the site facilities.

Rental Information

Reservations

Payment is accepted in cash, business check, or money order, made payable to History San Jose. VISA and MasterCard are also accepted.

Reservations are made on the basis of availability and with the understanding that History San Jose reserves the right to cancel with full refund, or make other arrangements. Every effort will be made to notify user of a History San Jose-initiated cancellation at the earliest possible date.

Cancellations must be requested in writing and submitted to History San Jose. Refunds will be mailed to address on receipt 4–6 weeks following the date of cancellation or event date. Refunds will be issued for:

Any expenses, damages or cleaning charges as a result of the event will be billed directly to the renter or deducted from the security/clean-up deposit. The balance of the deposit or any outstanding expenses will be coordinated with the renter after the event. A security and/or clean up deposit may be required pending renter’s logistical use of site and will be refunded within 30 days of event.

Security/clean up deposits

The security/clean up deposit is determined by anticipated use and damage to buildings or grounds. A refundable security/clean up deposit is required in addition to the reservation deposit determined by use of the site. Police Officers – may be necessary for certain events.

Cancellations and Refunds

HSJ retains the right to cancel an event at any point should the renter fail to comply with any of the terms and conditions contained in the agreement, acts of God, notice of violation by any government agency, special security issues, or other occurrences beyond the control of the museum. In such instance, as much advance notification will be provided as possible and fees paid will be reimbursed. All event cancellations on the part of the renter are subject to a 25% - 50% cancellation fee; however, HSJ will generously offer the renter an opportunity to apply its rental payment to another available date approved by HSJ.

Rental Agreements

Contractual agreement

Should a rental be agreed upon by renter and HSJ, HSJ will provide a contractual agreement outlining the conditions and specifications of the rental relationship. HSJ will provide a signed copy of the contract to the renter after the event has been approved and the reservation fee has been paid.

Indemnity

The renter agrees to assume full financial liability and responsibility for any damage or loss of objects or property belonging to or managed by HSJ for any accident or injury incurred by the renter or renter’s contractors or renter’s guests during or as a result of such use.

Insurance

HSJ may request the renter to obtain insurance at his/her own expense from a company satisfactory to HSJ against claims for bodily injury or property damage under a policy of general liability insurance each with limits no less than $1,000,000. The renter must furnish a certificate of such insurance naming HSJ and the City of San Jose as additional insured and forward a copy of this document to HSJ no later than one week before the first day of the rental.

Event Coordination

Rules and Regulations

All renters are expected to follow the HSJ policies and guidelines. HSJ staff will provide assistance in designing an event layout appropriate to the facility’s use. All renters must comply to regulations and permits required by the City of San Jose. HSJ reserves the right to request law enforcement assistance and to close any event that threatens persons or property or otherwise violates the terms of the contract. Smoking is not allowed on site. HSJ will allow pets on site with an refundable deposit fee for clean up.

Walkthrough

Pre-event meetings and walkthroughs may be required prior to the event to confirm condition of facilities before and after the rental. The renter or event organizer may be required to attend the pre-event and post-event walkthrough conducted by the City of San Jose and HSJ. Any damages to the site as a result of the renter’s event will be billed to the renter. The renter will be informed of any outstanding damages within one (1) week after the event, and any outstanding payment for damages will be required within 30 days after the event.

Appointments

All renters, event planners, caterers and other subcontractors must make appointments in advance with a HSJ staff member to view the facility.

Permits

Any large events may require City of San Jose special event requirements. HSJ will provide guidelines to assist the renter in obtaining the appropriate permits.

Security

San Jose Police Officer(s) may be required for events and will be contracted by the renter. Security requirements will be determined by the nature of the rental use. Renter is responsible for all security costs associated with their event.

Catering/Food & Drink

No food or beverages are to be carried into or through the historic buildings or the exhibit gallery, except as designated by the contract. HSJ rental fees do not include catering costs. Alcoholic beverages must be approved by HSJ prior to the event.

Renter is responsible for all set-up, service, and clean up for rental event. The security and/or clean up deposit is determined by anticipated use and potential damage to buildings or grounds. Set-up and clean-up must be completed within the rental reservation arranged with the HSJ Events Staff. HSJ staff is on-site for administrative and security purposes only and is not expected to carry, lift, arrange, prepare, serve, or clean-up equipment, food, or beverages.

Music and Entertainment

Amplified music is allowed on the site. The renter is responsible for coordinating any equipment not available through HSJ. Most of the popular interactive game equipment is allowed, as are stages, tents, dance floors, etc. If electrical services are requested, an electrical plan must be submitted prior to the event. The renter assumes sole responsibility for any intellectual property rights and fees (including ASCAP fees) that might be required in any performance.

Photography/Filming

Renter must obtain permission from History San José prior to any filming and photography on site. Photography and filming fees are negotiated with HSJ Marketing Department.

Decorations

All decorations planned during rental events must be pre-approved by HSJ. Flower arrangements and plants must be pest-free and must be removed immediately following the event. Free standing displays, signs, and table decorations are permitted. Prior written approval is required before affixing items to any structure, inside or out. Advanced approval and an additional fee may be required for any advertising signage on HSJ grounds.

Parking

Public parking is $6.00 per car, facilities are controlled by the City of San Jose. HSJ will assist the renter in communicating with the City of San Jose regarding parking coordination for the renter’s event. HSJ is not responsible for the safety and security of any vehicles or the contents therein.

HSJ Equipment and Amenities

HSJ has a general inventory of audio visual equipment and services, which must be requested when the event reservation is confirmed. HSJ equipment and amenities are on an as-available basis. Additional fees apply. Please refer to HSJ’s Facility Information and Rental Rates for more information on HSJ equipment, amenities and rates. Tents, stages, linens, and catering are not provided by HSJ; however, HSJ can provide vendor contacts for your event needs.

If you have additional questions regarding museum rental program, please contact the History San José Event Manager at (408) 918-1055.