Event Venue Rental – Cagayan Museum
This process for the requesting and scheduling of use of the Cagayan Museum and Historical Research Center (CMHRC) activity areas and its facilities as an event/ program/ activity venue is offered to Provincial Government of Cagayan (PGC) and CMHRC Partner Agencies, Local Government Units (LGUs), and Private Entities with proposed events/ programs/ activities connected to the CMHRC and PGC’s objectives and mandate and without prior MOAUs/MOAs with the PGC or the CMHRC.
| OFFICE OR DIVISION | Office of the Governor – Cagayan Museum |
| CLASSIFICATION | Simple |
| TYPE OF TRANSACTION | G2C- Government to Citizen G2B- Government to Business G2G- Government to Government |
| WHO MAY AVAIL | Local Government Units, Government Agencies, schools and academic institutions, artists and cultural workers, heritage advocates, private organizations, NGOs, and the general public |
| CHECKLIST OF REQUIREMENT/S | WHERE TO SECURE |
| 1. Request/ Intent letter. 2. Detailed event/project/activity proposal. | 1.1 Requesting Party. 2.1 Requesting Party. |
| CLIENT STEPS | AGENCY ACTION | FEES | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Submit Request/ intent letter with requisite attachments either through courier, or hand-carried, or through email address admin@cagayanmuseum.com at least fifteen (15) days before proposed date. | 1.1 Receive request / intent letter and check completeness of attachments. 1.2 Endorse request/ intent letter to Administrative Services Section | None | 05 minutes 05 minutes upon receipt and recording. | Frontline person / Officer of the Day |
| 1.3 Check suitability/ appropriateness/ alignment with mandate and functions of proposed activity / program/ event and schedule availability. | None | 30 minutes | Administrative Services Section | |
| 1.4 Furnish CSW on request, endorse to the Museum Director, approval, and further instructions. | None | 01 day from receipt of request/ intent letter. | Administrative Services Section/ Museum Director | |
| 1.5 Review and approve request, give further instruction (if warranted). 1.6 Notify client of approval via letter or email. 1.7 Send copy of Updated Guidelines for use of CMHRC facilities by third-party for client’s review and conforme/ signature. If disapproved: Notify the client of the specific reason for the disapproval via letter or email. The process ends here. | None | 01 day 60 minutes within receipt of approval. | Museum Director Administrative Services Section | |
| 2. Receive, read, and sign copy of Guidelines for use of CMHRC facilities by third-party users. | 2.1 Receive signed confirmed by requesting party. | None | 15 minutes | Administrative Services Section |
| 3. Conduct ocular visit and coordination meeting. | 3.1 Book schedule amenable to all parties. 3.2 Coordinate with the concerned divisions/ staff for technical assistance. 3.3 Coordinate with Admin, facilities management, and security offices for assistance in janitorial, physical/ facilities, and security assistance. 3.4 Conduct pre-event venue assessment | None | Administrative Services Section Facilities Management Section Administrative Services Section/ Facilities Management Section Facilities Management Section | |
| 4. Conduct of event/ activity/ program on agreed schedule (inclusive of ingress and egress). | 4.1 Monitor/ supervise conduct of event/ activity/ program. (If applicable.) | None | n/a | Facilities Management Section |
| 4.2 Conduct post-event assessment of venue for damages beyond normal wear and tear. Prepare report for review of Museum Director. | None | 60 minutes | Facilities Management Section | |
| 4.2 Review and issue clearance. If damages beyond normal wear and tear sustained: Refer to Administrative Services, Prov. General Services Office, Prov. Engineering Office, or Prov. Legal Office, whichever is applicable, for further action. | None | 30 minutes | Facilities Management Section/ Museum Director | |
| 5. Fill-out Technical Assistance Satisfaction Survey Form. | 5.1 Give and collect forms. | None | 10 minutes | Frontline person / Officer of the Day |
| TOTAL | 3 days, 3 hours and 35 mins |
The use of the Conference Hall of the Cagayan Museum and Historical Research Center (CMHRC) as a venue for meetings, conferences, lectures, workshops, forums, cultural activities, and other similar undertakings, whether for institutional, organizational, educational, or other purposes, shall be subject to the CMHRC Facility Use Policies and Guidelines (Updated: 16 January 2025), existing Provincial Government of Cagayan (PGC) regulations, and any supplemental rules, schedules, and requirements that the CMHRC and/or the PGC may issue from time to time.
These may include, but are not limited to, prior written application and approval, scheduling and time limitations, appropriate use of facilities and equipment, adherence to maximum capacity, payment of applicable fees, and observance of heritage preservation, safety, and security protocols. Any additional clearances or permits that may be required from other government agencies or the City Government of Tuguegarao for the lawful conduct of the event/ activity/ program shall be the sole responsibility of the requesting party.
The CMHRC and PGC reserve the right to approve, deny, restrict, suspend, or terminate the use of the CMHRC Conference Hall at its sole discretion; to impose conditions on the conduct of activities; to require on-site supervision by authorized CMHRC and/or PGC personnel; and/or to require any individual or group to vacate the premises for non-compliance with CMHRC and PGC policies, violation of approved terms and conditions, disruptive or unsafe behavior, misuse of facilities or equipment, or any act or omission that, in the reasonable determination of the CMHRC, may compromise public order, impede Museum operations, endanger persons, or risk damage to CMHRC and PGC property and collections. Any damage to facilities or equipment shall be borne by the requesting party.
Where necessary, the CMHRC may require the presentation of valid identification, proof of institutional or project purpose, and the designation of a responsible focal person; impose specific time windows, operational controls, or limitations on access; and coordinate with security personnel and/or appropriate authorities to ensure compliance with applicable rules and regulations.
All requesting parties, participants, and affiliated personnel shall be deemed to have read, understood, and agreed to comply with all applicable policies, guidelines, and permit conditions upon approval of the request and actual use of the CMHRC Conference Hall
Updated Cagayan Museum and Historical Research Center (CMHRC) Facility Use by Third Parties Policy and Guidelines
https://drive.google.com/file/d/1sZojjrR-bzu_626_L41DvX7JDPOAER1n/view?usp=drive_link