Pre-Event Planning

Date Confirmation
A signed Contract Agreement and deposit of one-half (1/2) of the Rental Fee are required to confirm the event date.  The final portion of the Rental Fee and Security Deposit will be due thirty (30) days before the event date. Until a deposit and signed Contract Agreement are received, the hold will be regarded as tentative.

1841 French Legation House
The 1841 French Legation House interior is not included in the facility rental fee. The front porch of the House may be used for wedding ceremonies only.  Due to the fragile condition of the House; no bands, percussive instruments or vibrations are permitted on the front porch. Interiors of the House may not be used for private events, unless approved by the Museum. Absolutely no food or drink, outside equipment or decorations may be taken into the historic House.

Group Tours of 1841 French Legation House
Rental Clients can pre-pay for a special after-hours group tour of the Museum before or after the event.  Admission tickets can also be purchased as party favors for guests to enjoy the Museum during regular business hours.  These requests must be made at least 30 days prior to the event.

Museum Displays
The French Legation Museum will have displays on the Grounds from time to time.  Any displays put in place by the Museum cannot be removed for an event.

Catering
The Museum does not have a catering kitchen nor does it provide catering services.  The Rental Client must provide a full-service catering company responsible for set-up/tear down and cleanup after the event.  Only food prepared by licensed food handlers can be consumed on site. Desserts excepted.

Alcoholic Beverages
All alcoholic beverages brought onto the Leased Premises, shall be served by TABC certified and insured servers provided by the catering company or serving staff company.  All applicable permits, licenses, and liability insurance are to be current and documented by the caterer or server at least two weeks prior to the event.

Equipment Rental
The Museum does not provide tables, chairs and tents for outdoor events. The Rental Client must make own arrangements with outside vendors. The Museum will not assist with any sort of set-up/tear down.  For multi-day events, equipment rental may remain set-up if placed neatly and orderly on the grounds.

Tent Rental/Rain Plan
Rental Clients are advised to have a Tent as a rain plan for outdoor events. Most tent vendors require fifty percent (50%) deposit to hold tents and crew. The tent can be cancelled fourteen (14) days prior to the event for a full refund on the deposit.  Within fourteen (14) days of the event the deposit is non-fundable.  A decision must be made 24 hours prior to event date if tents are to go up or not. Final terms are based on specific tent vendor contract agreement.

Delivery / Pick-up
The Museum will accept delivery of rental items on behalf of the Rental Client on the day of the event.  Items will be placed in a designated area on the grounds if delivered prior to set-up time. Items may not be delivered before the contracted event date, unless approved by the Museum.  Pick-up should be scheduled for the next business day and a charge will apply for any rentals left after 12:00 noon the day after the event.  For Saturday night events, rental pick-up can be scheduled for Monday morning.

Music/Entertainment
The Museum will not provide equipment or any set-up of equipment for bands or DJs, such as microphones, electrical tape or stages. It is the responsibility of the band or DJ to use necessary protection as to not damage the grounds with its equipment. The Museum reserves the right to prohibit or surcharge any equipment needing more power than the standard electrical outlet provides.

Lighting
There is lighting along the pathways of the grounds and Museum buildings.  It is recommended that Rental Clients provide additional lighting for visibility on the lawns and to provide ambience.

Restroom Facilities
There is a single restroom facility available for outdoor events.  It is up to the Rental Client to provide Portable Restroom facilities for parties larger than 100 guests.

Vendors
All service vendors (outside caterer, decorator, music/entertainment, etc.) must be approved by the Museum at least two weeks in advance of the event date. Outside caterers and rental companies will be required to provide a certificate of insurance covering damages up to $1,000,000, if requested by the Museum. The certificate of insurance will be required for all public/commercial events.

Rehearsals
The grounds of the French Legation Museum are open to the public from Tuesday – Sunday from 1:00pm to 5:00pm.  Wedding rental clients are welcome to rehearse during those hours at no charge provided regular museum activities are not interrupted or impeded.  Rehearsal dinners can be held on our grounds at regular rental rates.

Day of Event

Damage to Property
Rental Client will be responsible for damage to property including the irrigation system, stonewall, electrical outages and damages to collection due to inability to control climate from electrical outage. The use of tape, wire, staples, tacks, glue, and similar items is prohibited. No glitter or confetti is allowed but the use of bubbles or lavender are encouraged in lieu of birdseed (causes unwanted weeds) and uncooked rice or puffed rice. Absolutely no items may be attached to Museum surfaces.

No Open Flames, Fireworks, or Sparklers
The use of fireworks, sparklers, or any other open flame item, including votive candles, is not permitted on the Museum grounds. If required by the caterer, it must be approved by  the Museum director at least one week in advance of the event.

Sound Ordinance
Noise level/music must not exceed decibel level of 85; 75 decibels is preferred if speakers are near the historic structure.  By City of Austin sound ordinance, no amplified sound is permitted after 10:00 pm on Friday and Saturday and 8:00 pm Sunday through Thursday.

Overtime Policy
All events must be completed within the time frame stated in the Contract Agreement. If the event extends beyond the time stated, a charge of $350.00 will be added to the final bill for every half-hour (1/2 hour) or portion thereof after the contracted end time of the event.  All events must vacate the property by 11pm.  Therefore, at least thirty (30) minutes should be dedicated to tear-down and move-out.

Parking
Please use the parking lot located at the intersection of East 9th Street and Embassy Drive for limited guest parking (approximately 15 spots).  Other public parking is available on surrounding streets of the residential area.  A residential parking permit is required after 6:00 pm to park on residential streets in the neighborhood.

No Smoking
Smoking is prohibited on Museum grounds. Smokers must smoke outside the entry gates.

Posters /Signage
Posters and signage are to be mounted on easels or other individual displays. They may not be affixed in any way to Museum surfaces.

Security
Security is required at any event which also serves alcohol.  The Museum will provide a preferred security company and the Rental Client is responsible for fees incurred. Rental Client accepts all liability and responsibility for security at the event.  Rental Client acknowledges that the Museum has no obligation or responsibility to Rental Client to provide security to Rental Client or their guests. If an event needs additional security, the number of additional staff will be determined at the Museum’s discretion, and will be provided at the Rental Client’s expense.  The Museum shall not be liable for the acts or failure to act of any security guard hired by Rental Client. The Museum is not liable for any loss, theft, vandalism or other crime that occurs during the Rental Client’s use of the facility.

Post Event

Clean-up
Facility rental includes general trash removal at the end of the event. In the case of excessive trash, a cleanup fee will be added to the final bill. No items may be stored overnight. All leftover decorations and other personal items will be regarded as trash. Food and drink trash will be collected and removed by the caterer immediately at the close of the event.  Final cleanup must include stacking chairs, tables and other equipment inside the gate at 8th Street & Embassy for later pick-up, if applicable.

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