Rental Policies

The following provides guidance only; if the language below (or anywhere on this site) differs from our final agreement, the agreement governs.

  • If you decide to book Keith House, we will sign an agreement and you will pay a Security Deposit and 50% of the rental fees.
  • The remaining 50% and any surcharges are due no later than 45 days before the Event Date.
  • Keith House staff must approve all vendors and your setup plans. You must provide vendor names and plans no later than 45 days before the Event.
  • Keith House staff may require you to provide event liability insurance or similar coverage.

Security Deposit:
A Security Deposit is due when we sign an agreement. If you vacate Keith House on time and comply with all the terms of the agreement, the Security Deposit will be returned within two weeks. The Security Deposit may be retained as an administrative fee if the Event is cancelled.

Use Policies:

  • You, the Event Sponsor, are solely responsible for the conduct of the Event, including set-up, security, food and beverage preparation and service, entertainment, clean-up, and take-down.
  • Set-up, clean-up, and take-down must all take place within the time period of the rental.
  • You must acquire any necessary permits and ensure that the Event does not violate any ordinances, laws, or regulations, including access/egress and noise ordinances. You must also ensure that any uninvited persons leave the premises.
  • No alterations may be made to Keith House other than rearranging benches. These must remain in the meeting room unless prior arrangement has been made with Keith House staff.
  • Trash and personal property must be removed at the end of the Event. Trash receptacles are provided for your convenience, but there are no dumpsters on site. You must take any trash in the on-site trash receptacles away with you unless you have made other arrangements with Keith House staff.
  • There is no sink for food preparation or clean up. Bathroom sinks are not to be used for these purposes.
  • Keith House interior and exterior and its grounds must be left in as good or better condition as prior to the Event.
  • Press coverage for an Event must be coordinated with Keith House staff.
  • No firearms or other weapons may be brought into Keith House or onto its grounds.
  • Keith House has no sprinklers or other fire suppression system. Therefore, no open flames are allowed and no smoking, vaping, or other tobacco products are permitted on the premises.

Decorations:

  • Keith House staff must review and approve plans for decorations at least 14 days prior to the Event, including flowers, lighting, and anything to be thrown or spread. The following limitations–and any others Keith House staff deems necessary—are designed to protect Keith House and its art.
  • Nothing may be attached to any part of the building, including walls, ceilings, doorways, windows, floors, and benches. Decorations must not damage any part of Keith House or its grounds.
  • No glitter, confetti, silly string or other artificially made, easily-spreadable products are allowed in Keith House or on its grounds.
  • No birdseed is allowed inside Keith House or on its grounds. No rice or other easily-spreadable product is allowed inside Keith House.
  • No fog machines, candles with live flame, fireworks, projectiles, combustibles, or similar are allowed anywhere on the property. Battery-operated candles are permitted. Sterno is permitted only if a caterer is onsite to monitor it, and the caterer must provide a fire extinguisher within reach of the table with the sterno.
  • Live flowers must be free of pests and disease and must be held in appropriate containers. Aisle runners and loose flower petals are not allowed.

Food:

  • Food and beverages may be consumed in the gallery, porch and grounds.
  • Food may not be consumed in the meeting room. Please ask Keith House staff for permission to bring beverages into the meeting room.
  • Keith House does not have a sink, cold storage, or other facilities for food preparation and cleanup. Any water needed for food service will need to be brought in.
  • Keith House has no sprinklers or other fire suppression system. Therefore, no open flames are permitted on the premises. Sterno is permitted only if a caterer is onsite to monitor it, and the caterer must provide a fire extinguisher within reach of the table with the sterno.
  • Caterers must remove all trash.

Speakers & Amplified Music:

  • The acoustics in the meeting room are excellent and amplification is rarely needed for meetings.
  • Amplified sound must not be a nuisance to people nearby and is not allowed after 10:00 p.m.

Photography & Videography:

  • All photography and videotaping is for personal use only. The use of drones is not permitted.
  • The Keith House lighting sequence is copyrighted by the artist, James Turrell.
  • Photography and videotaping are allowed outside, subject to any Clearfork development rules and restrictions.
  • Following the Event, you will provide two photos of the Event to Keith House staff for use in promoting Keith House.

Options and Other Fees:

  • Removal of trash from on-site receptacles following Event $300.
  • Any Event serving alcohol requires the following
    • A TABC-certified server
    • Security personnel arranged by Keith House staff at $65/ hour with a 4-hour minimum
    • Event insurance
  • Keith House is required to collect the following catering and alcoholic beverage surcharges. These pass through to Cassco Development and are a condition of Keith House’s lease.
    • If food is catered but you supply alcoholic beverages, 4% of the catered food cost (exclusive of taxes, inclusive of service fees) AND $5.00/guest if only beer and wine are served, or $10.00/guest if full or limited bar service is provided.
    • If food and beverages are catered, 6% of the total catered food and beverage cost (exclusive of taxes, inclusive of service fees).
  • Non-profits providing light snacks and non-alcoholic beverages pay no surcharge.
  • You and your vendors may be required to provide proof of insurance and Texas Alcohol and Beverage Commission (TABC) permits.

Cancellations:

  • If Event is cancelled at least 90 days before the Event Date, 25% of License Fees are non-refundable.
  • If Event is cancelled between 45 and 90 days before the Event Date, 50% of License Fees are non-refundable.
  • If Event is cancelled with 45 or fewer days before the Event Date, 100% of License Fees are non-refundable.
  • If we are able to book another Event for the cancelled date, 100% of the License Fees paid will be refunded. Keith House will retain the Security Deposit as an administrative fee.
  • If an outdoor Event is cancelled due to inclement weather, you and we will make an effort to reschedule; if the Event cannot be rescheduled, Keith House will retain the Security Deposit as an administrative fee and refund 100% of License Fees paid.
  • If an Event is cancelled due to Force Majeure, you and we will make an effort to reschedule; if the Event cannot be rescheduled, Keith House will retain the Security Deposit as an administrative fee and refund 100% of License Fees paid.

Rental Discount Request:
Keith House may consider discounts for small non-profits, neighborhood, and community groups that meet the following criteria:

  • Annual operating budget of less than $100,000
  • Meetings will serve at most light snacks and non-alcoholic beverages

Regardless of the discount arranged, a $250 security deposit will be required. Additional fees and surcharges for catered food and beverages may apply.
Discounts are awarded based on financial need and the nature and size of the event.