Event Booking Policies

TYPES OF EVENTS

The Community Meeting Room, Center Stage, Dr. Ollye Shirley Media Room and Common Area are rented to accommodate Medical Mall tenants and neighborhood, business, and civic organizations in their outreach efforts. All facilities are rented on a first-come, first-served basis and must be requested at least thirty (30) days in advance. The Jackson Medical Mall can be used for family reunions, class reunions, baby or bridal showers, anniversaries or biJ.thday parties. The Center Stage cannot be reserved for events before 5:00p.m. during the work week, with the exception of events such as press conferences and Jackson Medical Mall Foundation (JMMF) tenant appreciation activities. Tables cannot be reserved in the Mall Common Area for retail or solicitation. All retail events must be held in the Community Meeting Room.

PAYMENTS

All fees must be paid in full thirty (30) days prior to event date. Failure to do so will result in the cancellation of your event. Contact the Events Department for current event fees. Invoices for fees may be requested; otherwise the Event Booking Form is the invoice. Acceptable forms of payment include cash, checks, money orders, and credit or debit cards. A security deposit is mandatory for all programs and must be paid within ten (10) days ofbooking to secure date. Fees and deposits must be submitted separately. Deposit checks will be returned if all conditions of the rental agreement have been met. Deposit checks may be picked up from the front office 48 hours after the event date.

ADVERTISING

Advertising (flyers, posters, brochures, etc.) is not allowed in the facility without prior approval from the JMMF office. All advertising must be delivered to the JMMF Office for distribution.

ANIMALS

With the exception of guide, signal or service dogs, animals are not allowed in the facility.

AMERICANS WITH DISABILITIES ACT (ADA)

The Jackson Medical Mall is an ADA compliant facility that offers many features that are friendly to our guests with disabilities. Please advise us ten (10) days in advance of any delegates with special needs. We suggest that you include an area on your registration fonn to allow individuals with disabilities to indicate any special needs they may have. 

AUDIO VISUAL

Please contact our Events Department at 601-982-8467 for audio/visual needs. JMMF provides liJ.nited audio/visual equipment as requested on the Event Booking Form, for which clients are responsible for any damage. Groups are pennitted to bring in outside audio visual suppliers. JMMF is not responsible for any damage to outside suppliers.

BANNERS AND SIGNS

Please advise our Event Coordinator in advance of the quantity, size and exact location of your banners. The copy on all banners and signs and their proposed locations must be reviewed and approved by our Event Coordinator. Items may not be taped, nailed, tacked or glued to any facility structure or facility equipment (i.e. no taping to walls and tables). Banners must be picked up at least 48 hours after event date. If not, banners will be discarded.

CANCELLATION

Deposit will be forfeited for all cancellations that occur within seven (7) days of the event date.

DAMAGE AND CLEAN-UP

As the client, you are responsible for any damage caused by your staff, contractors, exhibitors, or attendees. A walk through of your reserved areas will be conducted to verify the condition of the facility before and after your event. All damages, except for normal facility wear and tear, are the responsibility of the client. Any damage to the Jackson Medical Mall property or equipment is to be repmted iJ.nmediately to the Mall’s Security Department located in the South lobby area. Clean-up fees may also apply.

DECORATIVE MATERIALS

All decorative materials displayed or installed in the Jackson Medical Mall must be flameproof in accordance with the Public Safety and Fire Regulations. The Jackson Medical Mall does not allow anything to be taped, nailed, tacked, or otherwise affixed to ceilings, painted surfaces, doors, glass, fire sprinklers, columns, fabric or decorative walls. Any damages caused by the use of tape on unauthorized surfaces will result in additional charges. Clients are responsible for the removal of decor items such as confetti, streamers, balloons, etc. Failure to remove such items will result in additional charges. JMMF does not rent any decorations, table cloths, etc.

DIGITAL SIGNAGE

The Jackson Medical Mall is equipped with digital signage throughout the facility that can be programmed with pictures, schedules, or event information. Please contact the JMMF office at 601-982-8467 to discuss event advertising and pricing.

ELECTRICAL WIRES

All wires and cables must be sufficiently taped down in a safe and secure manner. Only non-residue carpet tape may be used. MEDIA Media is only allowed on the property via the Media On-Site Form. The Media On-Site Form must be submitted to our Events Department for prior approval.

PARKING

Parking is on a first come, first served basis. Parking cannot be reserved for special events during nonnal business hours, except for large vehicles such as buses, trucks, etc. Parking must be coordinated with our Events Department.

BUILDING SECURITY

JMMF maintains an exclusive in-house security operation. Our trained building security staff maintains 24-hour security coverage for the Jackson Medical Mall’s perimeter areas, internal cmTidors and life safety alarm system. Security staff will also open and secure exterior and interior access doors as well as monitor internal traffic flow.

EVENT SECURITY

JMMF requires and shall detennine certain events to provide minimum levels of security coverage in any leased space and other areas (i.e. docks, public access areas, registration areas, etc.). Such coverage will be at client’s expense. The JMMF Events Department will evaluate each event according to its nature, attendance and areas in use for staffmg your security needs. Event Security staffing is charged by the hour; with a 4-hour minimum labor call required.

SHIPPING

The Jackson Medical Mall does not accept nor store packages on the client’s behalf.

SMOKING

By policy of the City of Jackson, smoking in all public facilities is prohibited. The Jackson Medical Mall is a non-smoking facility. Smoking is only permitted outside the perimeter fence.