James J. Hill Center Wedding Rental Policies and Event Guidelines

Thank you for considering the James J. Hill Center for your special event. Please review our rental policies and event guidelines. This information is subject to change. If you have any questions, please contact our event team at events@jjhill.org or 651.265.5599.

HILL MEMBERSHIP

An individual membership valued at $150 is required for all rental opportunities. This annual membership offers you added benefits at our facility. Please review member benefits listed online at jjhill.org/membership.

RENTAL RATES & ROOM CAPACITIES

Reading Room 2:00 p.m. – 12:00 a.m. | Reception $4500* | Ceremony (additional) $1500* *Events occurring on holidays, holiday weekends, or Saturdays May 1 – October 31 are subject to a rental rate increase.

Includes o 7 hours of guest time o 3 hours of setup time for client and vendors o Tables and chairs o Easels o Event Coordinator (see Hill Staff Roles for details) o Building Services & Security Staff (see Hill Staff Roles for details)

Capacity o 130’ x 50’ (6500 sq. ft.) o Ceremony and reception: 200 people o Reception only (seated): 250 people o Reception only (standing, cocktail): 300 people o Ceremony only: 300 people (subject to full rental rate)

BUILDING & LAYOUT INFORMATION There are several standard layout options. These options will be reviewed with you two to three months prior to your event date. Layout and chair count are due two weeks prior to your event. Items used in layouts include:

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Dining Tables

Long antique wooden tables (8 total): 42” x 144” wide, 32” high o 7 total must be used in the layout o Seats 10-12 in leather chairs (73 armless chairs + 10 armed)

60” round tables (20 total): seats 8 in black padded chairs (325 chairs total)

Alcove tables (10 total): o 8’ x 2.5’ rectangles

Seats 8 in black padded chairs o 4’ x 5’ squares

Seats 6 in black padded chairs Additional Tables

Cocktail/high top tables (20 total): 30” across o High tops are 42” high – low tops are 30” high

Antique wooden tables (2 total): 32” x 53” wide, 31” high

8 ft. folding tables (4 total): 8’ x 2.5’

6 ft. folding tables (2 total): 6’ x 2.5’

Bar (placed on side in alcove)

Desk in lobby: 69.5” x 45.5” wide, 30.5” high Miscellaneous

Lamps: 12 antique green lamps

Outdoor space: Optional use before the event or during cocktail hour o High top cocktail tables can be used o No chairs can be set up outside o Contact your bar vendor regarding setting up a bar outside o Butler-passed beverages and appetizers are welcome outside o Guests can bring drinks from the indoor bar outside o Alcohol must remain on James J. Hill Center property

Easels (6 total): For use with signage, seating charts, etc.

4 high chairs and 4 booster chairs available

EQUIPMENT RENTAL Included

Sound system o Handheld wireless microphone (2 total) o Lapel microphone (1 total) o Speakers (2 total) o Sound board

Podium

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Additional

Up lights (20 total): $50 each for the first 10, $25 for each additional up to 20 o LED, battery powered, multicolored (we recommend amber)

Smart TVs (2 total): $100 each

Spotlight: $50

Staging (10 sections total): $50 per 4’ x 8’ section o Legs can be 18” or 30” off the ground o Stairs and skirting included

Lounge furniture (couches, chairs and end tables): $100 Additional audiovisual equipment can be rented through a third party vendor. Contact the event team at events@jjhill.org or 651.265.5599 for information.

HILL STAFF ROLES Event Coordinator

Create layout with client 2-3 months prior to event

Contact vendors week of event to arrange arrival times and review logistics

Confirm all vendor arrivals day of event; mediate any issues that arise

Cue rehearsal and ceremony (if applicable)

Assist your setup person with name cards and favors (time permitting) Building Services & Security Staff

Adjust lighting and temperature during event

Assist with sound system during the ceremony

Lock gift room immediately following ceremony; provide access to designated individuals throughout the event

Watch for any issues including unwanted guests, overconsumption, unauthorized access to prohibited areas

Assist vendors and client with onsite questions and issues

BRIDAL SUITE The bridal suite is available as a changing room beginning three hours prior to guest arrival for events with ceremonies at the James J. Hill Center. Food and non-alcoholic beverages are permitted in the bridal suite, however, no refrigeration is available. Items must be cleared from the room following the ceremony and brought downstairs.

CEREMONY A rehearsal, up to 30 minutes, is included with your rental and it will be scheduled on the day of your event during vendor arrival time, prior to your ceremony. If you would like your rehearsal on another day, it is subject to the availability of the venue and staff and includes a $250 fee.

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On the day of your event, our building opens three hours prior to your guest arrival time. For example, if your ceremony begins at 5:30 p.m., your guests will arrive at 5:00 p.m., and you and your vendors will have access to the building starting at 2:00 p.m. If you require earlier access to our building, the cost will be $200 per 30 minutes needed and requires permission from the event staff (based on availability). Please note, only vendors and wedding party will have access to the building during this time – all other guests will need to arrive when the building opens. Please note:

Alcohol served prior to the ceremony must be provided by the bar service.

Hill Center’s podium and sound system is available free of charge during the ceremony (sound system is not designed for reception use).

Event staff will cue your ceremony.

When selecting music for your processional, we recommend one song for your wedding party and one song for the bride. If you have other songs you would like to use, it is best to have them prior to the ceremony as people are being seated.

We recommend limiting the number of people you allow in the venue prior to the start of your ceremony or reception. Since our doors will be locked until guest arrival, we recommend appointing a person to watch the door if you and your guests need access during the setup of your event.

CATERING & BEVERAGE SERVICE These are the exclusive caterers and beverage service providers for weddings at the James J. Hill Center: The Deco Catering and Beverage Service decocatering.com | info@decocatering.com | 612.623.4477 Envision Catering and Beverage Service envisioncatering.com | courtneysuin@envisioncatering.com | 651.286.8834 Fork & Flair Catering Only forkandflair.com | devin@forkandflair.com |763.230.7620 Green Mangos Catering Only greenmangoscatering.com | thao.moore@greenmangoscatering.com | 651.263.0278 Lake Elmo Inn Catering and Beverage Service lakeelmoinn.com | cwortman@leieventcenter.com |651.779.5994 Mintáhoe Beverage Service Only mintahoe.com | sgruber@mintahoe.com | 612.767.4108

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The Saint Paul Hotel Catering and Beverage Service saintpaulhotel.com | bsmith@saintpaulhotel.com | 651.228.3854 Surdyk’s Beverage Service Only surdykscatering.com | nbowers@surdyks.com | 612.331.3938 Please note:

All weddings at the James J. Hill Center must reach a $10,000 combined catering and beverage service minimum.

When catering an event at the James J. Hill Center a catering fee will be assessed. The caterer may or may not pass this cost to you.

The caterer is responsible for providing all table linens, china, glassware and flatware unless other arrangements by the client have been made.

No homemade cakes, desserts, snacks or other food, including favors, are allowed without the consent of your caterer.

If alcohol is served, the client is required to use one of the above listed beverage service providers for the sale and service of ALL alcoholic beverages according to the State of Minnesota liquor statutes and the James J. Hill Center beverage service policy. No outside alcohol is allowed and if used will be confiscated by James J. Hill Center security.

Due to safety reasons, no drinks are allowed on the dance floor.

PARKING INFORMATION Ramps and Parking Lots

Interactive map of ramps and parking lots: saintpaulparking.com/

Reserve parking in ramp and/or pay for guest parking o The Victory Ramp (4th St./Wabasha St.) and Lawson Ramp (5th St./St. Peter St)

Jim Hayne | 651.256.1025| jimhayne@victoryparking.com o The Lowry Ramp (5th St. /Wabasha St.)

Alan Kaufman | 612.375.1301 ex. 101 | akaufman@interstateparking.com Metered Parking

Enforced from 8:00 a.m. to 10:00 p.m. Monday through Saturday. Map of metered parking: stpaul.gov/DocumentCenter/View/62330

Valet Parking Contact the event team at events@jjhill.org or 651.265.5599 for information.

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HOTEL INFORMATIONSaint Paul Hotel Across the street from the Hill 350 Market Street Amanda Heinz | 651.228.3887 amanda.heinz@saintpaulhotel.com

Hotel 340 3 blocks from the Hill 340 Cedar Street Nicole Nontelle | 651.280.4120 reservations@hotel340.com

InterContinental St. Paul Riverfront Hotel 3.5 blocks from the Hill 11 E Kellogg Boulevard Catherine Lemke | 651.605.6952 clemke@intercontinentalstp.com The DoubleTree by Hilton St. Paul Downtown 5.5 blocks from the Hill 411 Minnesota Street Kelsey Brathal | 651.605.0272 kelsey.brathal2@hilton.com

Holiday Inn RiverCentre 5.5 blocks from the Hill 175 W 7th Street Kirsten Haley | 651.556.1412 khaley@golderhospitality.com Hampton Inn & Suites Downtown St. Paul 5.5 blocks from the Hill 200 W 7th Street Margo Verville | 651.224.7400 ext. 153 mverville@vistahost.net

POLICIES & GENERAL INFORMATION

Hold Policy

The James J. Hill Center has a first-come, first-served hold policy. We allow clients to hold a date at no charge for three days. If we do not receive your deposit and signed contract within a week of the issue date, we reserve the right to release the date. Deposits & Billing The James J. Hill Center requires deposits for any room rental. A rental deposit is due upon signature of contract and is non-refundable. The remaining balance is due six months prior to the event date. The Hill accepts all major credit cards and checks. Checks returned for non-sufficient funds will be charged a $30 fee. In the rare event you need to reschedule your event, we allow one date change (subject to availability, rate increase and fees). The date must occur within the following year or all deposits will be forfeited. Elevator Policy As a facility on the national registry of historic properties, the Hill elevator has been designed to meld seamlessly with our 100 year old building. The raised oak interior walls are extremely susceptible to dents and scratches. For these reasons, the elevator is for passenger use only and not for the use of moving any equipment or supplies.

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Audio Visual Equipment When renting additional audio equipment from a third party vendor a fee up to 15% of the total equipment charge may be assessed. If equipment is rented through other companies, it needs to be delivered/picked up during business hours no more than one day prior to/preceding event. We are not responsible for inventorying items. If items are delivered/pickup more than one day prior to/preceding event, client may be charged a $200/day storage fee. Please note, storage space may not be available due to prior engagements and we advise you contact the James J. Hill Center event staff prior to rental. Loading & Unloading If you or your vendors need to use our driveway at the back of our building off of Kellogg Blvd. and Market Street, you must obtain approval from the event staff and schedule a drop of time. Vehicles must be moved when loading/unloading is complete. Vehicles will be towed at the owner’s expense if parked for more than twenty minutes in the driveway. Decoration Decorating guidelines have been established to protect and preserve the historical nature of our building. We recommend appointing a person to be in charge of your set up on the day of your event. Our staff will set up the tables and the chairs – décor set up is your responsibility. Please note:

Although we do permit hanging items from the railings with prior permission, décor cannot be hung from side to side of the top floor. Strings of lights are permitted, however, they must be battery operated. We advise talking with the event team before you purchase items to assure they will work in our space.

Candles are only allowed in the middle of the room and on the lobby desk. They must be in a glass container with the wick below the rim of the container. We request no more than six candles on round tables and ten to fifteen on long tables. Only battery operated candles are allowed on the alcove tables.

Not permitted inside or outside: o Real flower petals on the floor (silk are fine), loose glitter, beads, gems, confetti,

bubbles, helium filled balloons or sparklers

Please do not tape anything to the walls; if taping items to the floor (cords, etc.), you must use gaffers tape.

Fog, bubble, and foam machines are not allowed.

The wooden ledge between the windows is a permanent fixture that you are welcome to place items on.

Damage fees will be assessed to the client if these restrictions are not observed. It is the client’s responsibility to inform all vendors and decorators of these rules.

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Cake & Dessert The James J. Hill Center event team cannot assist with the setup of your cake and/or desserts. Please coordinate with your cake/dessert provider or your caterer regarding arrangements. Cleanup You will have 30 minutes from the end time stated in your contract to remove your belongings and your vendors will have one hour. If you require later access to our building, the cost will be $200 per 30 minutes needed and requires permission from the event staff (based on availability). We recommend starting your cleanup at 11:30 p.m. and assigning a person to assist with take-down (friend, family member, wedding planner, etc.). Recycling & Composting The James J. Hill Center provides recycling and composting for our guests and vendors. Ask your caterer and/or beverage provider about biodegradable serving options. Miscellaneous Items With the exception of service animals, the Hill does not permit pets on the property. Service animals are permitted in all areas where guests are allowed and the service animal must be under control at all times. The Hill is not responsible for the loss/damage of any items brought into the building. Suggested point people for event:

Greeters – one or more assigned to greet your guests in the front lobby.

Setup Point Person – takes questions or concerns regarding setup, décor, or vendor orders.

Day of Event Point Person – keeps you on a timeline and handles catering, bar, or music issues.

Breakdown Point Person – in charge of the breakdown of décor at the end of the night.

We look forward to having you join us. For additional questions, concerns or needs please contact the James J. Hill Events Team at events@jjhill.org or call 651.265.5599.