New-York Historical Society Special Events Guidelines

Transcription

1 New-York Historical Society Special Events Guidelines New York Historical Society 170 Central Park West at Richard Gilder Way (77 th Street) New York, NY Overview: Host shall agree that the Host, its employees, agents, guests and invitees will comply with all of the rules set forth in the New-York Historical Society Guidelines, directions of the Historical Society s staff and with all laws (including, but not limited to, occupancy limits, public assembly matters, fire and building codes) applicable to the Host s use of the New-York Historical Society s facilities. All decisions on these matters by the Historical Society s personnel are final. Please report any concerns, questions or requests directly to Special Events department ( Special Events ). General Event Restrictions: The Historical Society is a tax-exempt educational institution, and to maintain its exemption, the Historical Society is prohibited from participating or intervening in any political campaign on behalf of or in opposition to any candidate for public office. Fees: Fees are not negotiable and include basic operational expenses and administrative support for the Event. Any late payments of fees will result in additional charges. These additional charges are explained in detail in the Terms and Conditions Agreement. Hosts are responsible for the following fees: 1. Space Rental Deposit: The Space Rental Deposit is 50% of the total premises fee for use of the Exhibition halls/spaces in conjunction with the Event. This fee is due upon signature of the Host of the Terms and Conditions Agreement. 2. Space Rental Balance: The Space Rental Balance is the remaining rental fee for use of the Exhibit halls/spaces in conjunction with the Event. This fee is due not later than 48 hours prior to the date agreed upon in the original Terms and Condition Agreement. Page 1 3/29/2012

2 3. Overtime Fees: The Host of the Event will be responsible for paying overtime fees in the amount of $1,000 per hour in the event that the Event extends beyond the pre-arranged end time. 4. Other Charges: The Host shall pay for any damage, costs or expenses of the Historical Society in connection with the Event, such as any damage to the Premises or property located therein, and costs of any services provided by the Historical Society other than normal services. Host shall also pay any and all other costs and expenses in connection with the Event, including, without limitation, catering, lighting design, supplemental audio/visual staff hours and equipment, babysitters and florists. Type of Payment Accepted: All amounts to be paid by the Host in conjunction with the Event shall be paid by check, bank wire transfer, or major credit card. Cash payments are not permitted under any circumstances. Caterer Requirements: Except in special circumstances cleared by Special Events, the Host shall contract with Starr Restaurant, Inc. as the exclusive caterer for the Event, including food and beverages (alcoholic and non-alcoholic). Kosher Events need to be arranged through Starr Restaurant, Inc. No other outside food or beverages may be brought into the Historical Society on the Event date by the Host or any guests of the Host. The primary contacts for Starr Restaurant, Inc. are Tom Ellis, and Jennifer Cutler, or , ext 503 Wine & Liquor Regulations: The Historical Society prohibits any red wine or cranberry juice to be served or consumed in the Patricia D. Klingenstein Library. Red wine and cranberry juice may be served in all other available rental spaces. Any alcohol purchased for the Event must be purchased through Starr Restaurant, Inc. as the exclusive caterer. A/V Regulations: The rental fee includes all A/V equipment that the New-York Historical Society owns. The Host will be responsible for supplying any additional equipment required to execute the Event. There is no additional cost for an A/V technician to set up or break down the included A/V package as long as the setup occurs during normal museum hours. If an Event requires a Page 2 3/29/2012

3 dedicated A/V technician to operate the sound board or lighting board during an Event, additional fees will apply. N-YHS bills per hour for a minimum of 4 hours for A/V technicians. Sub-rentals for A/V equipment will be billed to the Host. Hosts are welcome to contract their own A/V vendors for Events, but those vendors must work with our N-YHS A/V team and complete our A/V Requirements Form at least (5) business days prior to the event. Host and contracted vendors are welcome to use the Historical Society s A/V systems in the Auditorium as long as there is a Historical Society A/V staff member present to supervise. Displays/Activities/Decorations/Entertainment: N-YHS Vendor Form Host must complete and submit an N-YHS Vendor Form to Special Events (10) business days prior to the Event. Décor/ Lighting/ Set Designs: 1. Any extensive décor proposals must be submitted to Special Events for approval at Host s earliest convenience. i. No taper candles are permitted. Candles of any kind must be glass-enclosed and approved by Special Events. ii. No fireworks or sparklers of any kind or artificial smoke machines are allowed on the premises. iii. Nothing may be affixed to the walls, doors, fixtures or collections in the museum. Everything must be free-standing. iv. Combustible materials, sparklers, water related displays, smoke or fog machines are not permitted in the building, nor are tinsel, glitter, confetti, wedding rice, stickers or silly string. v. All live plant materials must contain sterilized soiled, be sprayed with insecticide prior to entering the building and are prohibited in the galleries due to the potential transportation of bugs and rodents. vi. No helium balloons are permitted inside the Museum. vii. No personalities, décor or branding may be placed outside the Museum. Page 3 3/29/2012

4 2. Any décor, lighting, set design or other Event equipment must maintain a 5-ft distance from artwork and fire exits. 3. Décor, lighting, set design or other Event equipment must not destroy or affect the appearance of the Historical Society s premises and must be removed immediately following the Event. 4. Canister-style lighting should not be placed directly under artwork and lighting on stands must not be directed at artwork or emit excessive heat. Exhibition lighting cannot be adjusted. 5. The Historical Society reserves the right to refuse the removal of, or the change of location of any of its structures, signage or objects for any or no reason. 6. If any decorations cause damage to any part of the Historical Society, the Host shall be charged additional fees. Any entertainment or performing arts group for the Event must be approved by Special Events. Special Events will instruct the Host on appropriate delivery, set-up and rehearsal time. Any Event that will be using music must perform sound checks while the Historical Society is closed or at a rehearsal time designated by Special Events. There is no smoking permitted anywhere inside the building, including restrooms and stairways. Invitations/Tickets/Press/Press Releases: A proof of all press coverage, invitation copy and design, ticket copy and prices, press releases or other materials for an Event must be submitted to Special Events within (10) business days of the Event for approval. None of the above may be distributed before written approval of Special Events is given. Photography/Press/Videography/Promotional Materials: The Host must agree to provide the Historical Society with photographs of the Event within (10) business days after its conclusion. Historical Society may reproduce and display any photographs from the Event for promotional purposes unless otherwise noted. Any photographs of the Event intended for commercial use need to be approved in writing by Historical Society. Security: Page 4 3/29/2012

5 At least 45 days before the Reservation Date for the Event, Special Events will consult with the Historical Society s Security about the level of protection and security procedures required for the Event. The Historical Society reserves the right to require Host to provide its own supplemental staff and pay for security measures in excess of those provided by the Historical Society in the normal course of its operations. Deliveries/Removals: All deliveries of equipment must be cleared in advance with Special Events and may not be delivered to the Historical Society more than one day prior to the Event. All vehicles making deliveries or removals must leave the designated delivery area as soon as the delivery or pick-up is completed. Parking for deliveries is unavailable. Those responsible for deliveries and pickups must be cognizant of the residential neighborhood and be as respectful as possible. Excessive noise and unsightly equipment by the 76 th Street loading dock entrance will not be tolerated. Insurance: The Host shall be required to maintain appropriate insurance for the Event and shall deliver a certificate of insurance evidencing such insurance at least (20) business days before the reservation date. This Certificate of Insurance should also cover any vendors hired unless each vendor can provide their own. The Historical Society should be notified of any changes in, or cancellation of the insurance coverage in writing at least 30 days prior to the change or cancellation. Liability: The Historical Society is not responsible for loss or damage to any property that Host or others bring to the Premises or leave at the Premises before, during, or after the Event. Cancellation Policy: Except for cancellation by the Historical Society as set forth below, in any case of cancellation of this reservation or of the Event (including any cancellation because any payment by Host in connection with this reservation or the Event is not made when due or because Host does not comply with the insurance requirements as set forth in the Terms and Conditions Agreement) the Space Rental Deposit will be retained by the Historical Society. In addition, unless such cancellation results from notice given by Host to the Historical Society no later than 90 days before the Reservation Date set forth above and there has been no failure Page 5 3/29/2012

6 by Host to make payment in connection with this reservation or the Event or any other failure by Host to comply with the requirements of these Terms and Conditions, including the insurance provision of the Agreement, Host shall pay the Historical Society the balance of the fees, including the Space Rental Balance and any additional Historical Society charges not previously paid by Host. Should the Historical Society need to cancel the reservation for reasons beyond its reasonable control (e.g. epidemic, terrorism, power outages, war, casualty, government order, labor disputes, damage to the Premises), the Historical Society shall notify Host as soon as reasonably possible, cause all payments previously made by Host to the Historical Society to be refunded, and assist Host in locating an alternate site. The Historical Society will have no other liability to Host. Conduct of Event: The Event must be conducted in an orderly manner. There is no smoking in any interior area of the building and no beverages may be taken outside of the building. Events for children may require additional adult supervision at the Host s expense. Thank you for choosing the New-York Historical Society to Host your Event, we hope to make it a successful and memorable occasion! Client Signature Date Page 6 3/29/2012

7 Additional Information Rental Spaces: The Robert H. and Clarice Smith New York Gallery of American History: Reception Space: 500 Guests The Robert H. Smith Auditorium: Seats: 420 Stage Dimensions: 76' wide X 13' deep Patricia D. Klingenstein Library: Reception: 250 Dinner: 200 Theatre Style: 150 Dexter Hall: Reception: 350 Dinner: 250 Theatre Style: 220 Henry Luce III Center: Reception: 150 Dinner: 50 Theatre Style: 100 Smith Gallery South: Reception: 250 Dinner: 200 Theatre Style: 200 Luman Reed Galleries: Reception: 75 Dinner: 50 Page 7 3/29/2012