Museum Rentals

Belair Mansion, circa 1745

THE CITY OF BOWIE, MARYLAND

RENTAL RATES FOR THE BELAIR MANSION
FOR SPECIAL FUNCTIONS, MEETINGS AND OTHER APPROVED RENTAL USES.

For information or a complete rental rules package, call the Office of the City of Bowie Museums:

Telelphone: 301-575-2488
Fax: 301-809-2308
TDD 301-262-5013
Maryland Relay System 1-800-735-2258
Email

The Belair Mansion

The central block of Belair was built about 1745 on a plantation purchased jointly by two of Maryland's colonial governors, Samuel Ogle and Benjamin Tasker, Sr. The house became the home of Governor Ogle and his wife, Anne Tasker Ogle. Inherited by their son, Benjamin Ogle, later State Governor, the Mansion was owned by the Ogle family until 1871. It was purchased in 1898 by James T. Woodward who built the west hyphen and wing prior to his death in 1910. The east hyphen and wing were built by his nephew, William Woodward, Sr. before 1914. The last private owner was William Woodward, Jr. who died in 1955. Purchased by the City of Bowie from the developer William Levitt & Sons for one dollar in 1964, Belair Mansion served as City Hall until 1978. Since then, through financial contributions and grants provided by the State of Maryland, City of Bowie and the Friends of Belair Estate, the Belair Mansion has been carefully restored to the splendor it once had. Today, it serves as a museum for all to enjoy. Belair Mansion was listed on the National Register for Historic Places in 1977.

The Mansion is open for tours Wednesdays through Sundays from noon to 4 pm.We ask that you schedule all meetings to view the facility or to meet with caterers by phoning the office first at 301-575-2488.

There are some 34 rooms in the Belair Mansion, so a great number are not available and are off limits. All rooms available for rentals are indicated on the the floor plans with a name for the room. A parking lot level handicap entrance near the museum shop gives access to both the elevator and a restroom that can accommodate wheelchairs. Please note: Only the sunroom is available for food service, and it and the parlor are the only areas available for food and drink consumption. Other first floor rooms are ceremonial in use only.

First Floor (click to image enlarge)

Second Floor (click image to enlarge)

The Belair Mansion Rental Instructions

1. Please read carefully the attached "Rental Rates and Hours of Operation," "Rules and Regulations," and "List of Renter's Responsibilities" in regard to the use of the Belair Mansion.
2. Please call 301-575-2488 to discuss requirements and arrange an appointment to see Belair.
3. Please read carefully the payment schedules.
4. The security deposit or portions thereof shall be subject to forfeiture under the following circumstances:
a. Damage to the facility, furnishings, and/or grounds.
b. Failure to leave the premises in a timely, clean condition.
c. Failure to abide by the Rules and Regulations governing use of the Mansion..
All decisions of the City of Bowie regarding the forfeiture of a security deposit are final. Any questions concerning the rental policy, or the actions of City staff, its agents or employees, must be addressed in writing to the City Manager or the Director of Community Services.
5. The Belair Mansion is closed for all rentals on Saturdays and Sundays until 3 p.m. and for the following holidays: New Year's, Martin Luther King's Birthday, President's Day, Easter, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving, Christmas Eve, Christmas, & New Year's Eve.

BELAIR MANSION RENTAL RATES AND HOURS OF OPERATION POLICY

Rental Fees: Cover the entire function from initial set up through final clean-up. Additional use of Belair, such as a wedding rehearsal the day preceding the wedding, will be scheduled and billed as an additional rental function. There are no special fee considerations for any groups or individuals.

1. Weekday Rentals, 9 a.m. to 5 p.m.
a. Up to 75 guests: $75/hr. - minimum. 3 hours

2. Weeknight Rentals, 5 p.m. to 11 p.m.
a. Up to 75 guests: $100/hr. - minimum 3 hours

3. Weekend Rentals (Friday Evening through Sunday Evening)
a. Bowie residents: $900/6 hours. Additional hours at $150/hr.
b. Non-Bowie: $1,200/6 hours. Additional hours at $200/hr.

Security Deposit: For all rentals, a refundable security deposit of $500.00 is required 30 days in advance.

Payment Schedule: A deposit equal to one-third (1/3) of the rental fee is due upon making a reservation. The remaining two-thirds (2/3) of the rental fee plus the security deposit of $500.00 is due 30 calendar days prior to the date of the function. A signed agreement must accompany initial deposit. If a signed agreement is not received, the reservation date will be cancelled. Security deposits shall be applied toward any damages that occur, extended use, and set-up or departure overtime. If all rules and regulations have been observed, no damage has occurred and the renter has not exceeded the scheduled rental time during the use of the Mansion, the security deposit will be returned within 10 business days.

Cancellations: Cancellations must be received in writing. The rental deposit, less a $50.00 administrative fee, will be returned if cancellation notice occurs in at least 30 calendar days for weekday and 90 calendar days for weekend functions. If cancellation occurs beyond the allowed period, the entire deposit will be forfeited.

Method of payment: Personal checks will be accepted for the rental deposit/payment up to fourteen (14) days of rental. If a check is found to have insufficient funds, a $25.00 fee will be assessed and the reservation date will be cancelled. The remaining two-thirds (2/3) of the rental fee, security deposit must be made in the form of either check, money order or cashier's check only. Any payment received less than fourteen (14) days prior to rental must be by certified check or money order. Payment in the form of cash or credit cards is not acceptable.

LIST OF RENTER'S AND CATERER'S RESPONSIBILITIES AT BELAIR MANSION

Listed below are rules by which renters and caterers must abide. Compliance with these rules will be reviewed by City staff after the function in order to determine if a penalty or total forfeiture of the security deposit is warranted. The renter is ultimately responsible for all of the following by the close of the function (no later than 11 p.m.).
Only licensed caterers who provide a certificate of insurance are permitted to serve at Belair.

The renter/caterer is required to leave the building and grounds in the same condition as found.

All function chairs and tables must be put away clean by the renter or caterer at the end of the function.

The renter or caterer must provide his/her own trash bag liners and cleaning supplies.

Do not dump grease or food into sink. Please bring a grease container to dispose in trash.

Remove all food containers from the refrigerator, microwave ovens and table tops. The City staff, its agents or employees will not be held responsible for anything left behind.

Thoroughly wipe down counter tops, sink, and inside and outside of refrigerator and microwave ovens.

Sweep and damp mop the pantry floor. Vacuum debris on all other floors in rooms used.

All trash must be secured in plastic bags, tied properly, and be placed inside the trash can enclosure.

The Mansion is equipped with the following (Please note: There is no stove or freezer on site.):
10 round tables (60" - seating 8 persons)
9 indoor rectangular six-foot tables
75 indoor stacking chairs.
1 microwave oven
1 commercial refrigerator & small icemaker
2 compartment sink with 1 faucet

Additionally, if requested, the Mansion can provide
lectern
TV/VCR (1 available)
slide projector and/or screen (1 available)
overhead projector (1 available)
Please be advised the Mansion has no facilities for internet connections for rentals

The renter must provide the following:
All catering services from a licensed caterer with a certificate of insurance.
All table linens, silverware, dishes, etc.
All additionally required tables, and the set up for all tables and chairs.
Photographer and florist services, ice and ice chests, and tents and dance floors for outside use.
Plans for table, chair and decoration arrangements (required for all functions and subject to approval).
Music/entertainment (no loud amplified D.J.s or bands allowed).

BELAIR MANSION RULES AND REGULATIONS

1. The Mansion will be opened at your scheduled time. All caterer delivery (including equipment), decorating, set-up, and caterer clean-up, etc., will be done within the scheduled rental period. The bar must close and all music, entertainment, etc., must cease playing, if applicable, one-half hour prior to the end of your scheduled time. The renter will be charged for additional rental hour(s) if anyone (including catering staff and/or equipment) remains on the premises past the scheduled time. A City staff member (event monitor) will be present for the duration of the rental period.

2. No more than 75 guests are permitted in the mansion or on its grounds. The number of participants will be monitored by City Staff. The presence of more than the permitted number of guests will result in the loss of a portion, or all, of the security deposit.

3. Only a licensed caterer who can provide a certificate of insurance and a Health Department inspection number is permitted to cater events at the Belair Mansion. No other food service arrangements are permitted. Please consult staff for a listing of caterers with previous work history at Belair. If you are selecting a caterer not on the list, or who has not worked here previously, that caterer must schedule a meeting at Belair to review procedures and the facility.

4. Food service is restricted to the pantry and the sun room. Food and drink consumption is restricted to the sun room and parlor. No food may be set up or served in any other location.

5. Renters and/or his/her agents are required to leave the building and grounds in the condition as found. Please give the attached "List of Renter's & Caterer's Responsibilities" to your designated caterer. Failure to comply with these requirements will result in the forfeiture of all or part of your security deposit.

6. A $50.00/hr cleaning charge, or total billable amount of anything requiring professional attention will be assessed if the mansion is not returned to a clean state. Absolutely no rice, glitter, or confetti is to be thrown anywhere. Birdseed may be thrown outside in the driveway area. Birdseed may not be kept in, or dispensed from, open containers inside the mansion.

7. The use of red wine is strictly prohibited, and we request no red, brown, saucy or staining foods and drink.

8. Dancing is limited to the tile floor of the west wing or outside, beneath a tent, if a tent is used. An outside portable floor must be provided by the renter. Carpets in the mansion may not be taken up, nor can furniture be moved.

9. All plans for the use of tents or portable flooring must be approved by City staff prior to the event. Any planned outside activities must be reviewed and approved by City staff 2 weeks prior to any event.

10. All deliveries must be made on the day of the event during your scheduled time. The Mansion does not have storage areas for rental equipment, supplies, or food stuffs. The City staff, its agents, and employees are not responsible for setting-up or clearing away of rental equipment. ALL rental equipment must be removed by the end of the paid rental period. Equipment may not be left overnight.

11. No loud amplified music is permitted. All functions at the Mansion must not exceed the maximum allowable sound levels for residential areas as established by the City of Bowie's Noise Control Ordinance. The maximum allowable sound levels as measured from adjoining property lines are: daytime, 7:00 a.m. - 10:00 p.m.: 60 decibels; and at nighttime, 10:00 p.m. - 7:00 a.m.: 50 decibels. All plans for music must be approved by City staff prior to the event. City staff will be taking sound level measurements periodically during your scheduled event to insure that you and your guests adhere to the guidelines stipulated above.

12. The resale of alcoholic beverages (including cash bars) is strictly prohibited. The renter shall hold the City of Bowie harmless from and against any and all claims and causes of action brought against it in cases involving underage drinking and/or accidents or other related incidents due to persons consuming alcoholic beverages at the Mansion or on its grounds. It is illegal to serve anyone under the age of 21 alcoholic beverages.

13. Kegged beer is prohibited in the Mansion or on the Mansion grounds.

14. Smoking is prohibited inside the Mansion and within 30 feet of the Mansion. A designated smoking area will be provided outside as evidenced by the urns with sand for discarded cigarette butts.

15. All open flames (including but not limited to candles) are prohibited on the property and inside the Mansion except for the use of sterno for food preparation by the caterer.

16. All arrangements for setup and decorations must be approved by Museum staff . Only floral table decorations are allowed inside the Mansion. No tape, tacks, glue, screws or nails can be used when decorating. Decorations may not be hung from the chandeliers or sconces. All decorations must be removed at close of event. NO FURNITURE may be used for serving or flowers.
17. During scheduled functions the museum portions of the Mansion will be closed. Renter will be responsible for any and all damage caused by renter and/or his/her invitees, guests or agents, if this rule is violated.

18. Catering staff may only unload supplies at top of circle drive. Parking is strictly prohibited on the circle drive. This area is for the discharge and pick up of passengers only. Additional parking is available on grass lot on northwest side of front yard.

19. The City, its agents, and its employees are not responsible for items left at the Mansion.

20. Commercial and rental trucks, or any other vehicles are prohibited from parking or driving on the Mansion lawn.

21. Grills may be used by a caterer outside on the south lawn but must be at least 50 feet from the Mansion. A container must be used to catch the drippings so that the grass will not be damaged. Fire extinguishers are required and are the responsibility of the .
renter. Please clear all plans with City staff prior to the event.

22. The use of generators for additional electrical power is prohibited on the Mansion grounds.

23. Animals (except for those used by the visually or hearing impaired) are prohibited inside the Mansion or on its grounds. Special exceptions will be considered (such as the use of a horse drawn carriage) but must be approved by City staff prior to the event. Renter and/or his/her agent(s) will be responsible for the care and clean-up of said animal(s) when permitted for use as part of the rental agreement.

24. Renter may not remove or relocate any furnishings. The City of Bowie Museums reserve the right to relocate or remove furnishings or artwork and to place/replace exhibits within rooms.

25. Tolerances for all electrical outlets and fixtures must be strictly observed at all times.

26. A false fire alarm knowingly caused by any renter, his/her guests and/or invitees, caterer or other subcontractor will automatically result in a forfeiture of 20% of the security deposit.

27. A telephone will be provided for guests in an emergency. Please see the event monitor.

28. The City of Bowie requires that fund raisers, defined as functions conducted for the explicit purpose of raising money to generate a profit, shall be limited to Local Nonprofit (chartered) groups, the majority of whose profits return to the community through programs which benefit the City or its citizens.

29. Items or issues listed in 1 through 28 that require special approval by City staff must be submitted in writing and approved of by staff 30 calendar days prior to a function.

30. The City shall not be held liable to renter for any disruption of utilities including, but not limited to, heat, air conditioning, electricity, caused by an act of nature or otherwise.

31. The renter understands that any violation of the Rules and Regulations may result in the immediate termination of the rental agreement and result in the expulsion of the renter, his/her guests or invitees from the Mansion premises.

32. In requesting the use of the Belair Mansion, you or your organization agree to assume full financial liability and responsibility for any and all damage to the Mansion, its contents, and grounds while in permitted use by you/your organization or invitees and all additional costs incurred by the City of Bowie resulting from failure on the part of you/your organization or invitees to comply with the regulations governing permitted use. Further, renter agrees to hold the City of Bowie, its agents, and employees harmless from and against any and all claims, and causes of action brought against it for damages relating to Renter's and/or his/her invitees' use of the Belair Mansion and its grounds.have read and fully understand the rules and regulations concerning rental of the Belair Mansion and agree to abide by them.