FACILITY RENTAL POLICIES AND FAQs Weddings / Corporate Events / Private Events (Effective January 2016)

Transcription

1 FACILITY RENTAL POLICIES AND FAQs Weddings / Corporate Events / Private Events (Effective January 2016) RESERVATIONS/DEPOSITS/PAYMENTS 1. A tentative reservation will be held for fifteen (15) days from receipt of this Agreement or this Agreement shall terminate. A $1, nonrefundable deposit is required within this fifteen (15) day period to secure the event date. This amount is deducted from the total amount due. Pricing is subject to change, and no reservation is confirmed until the signed contract and deposit has been received by TMA. 2. All fees must be paid in full no later than seven (7) days prior to the event date. The Client agrees that if TMA determines that the actual costs of services are greater than those listed on the Agreement, the Client shall be responsible for the difference between the estimated cost and the actual cost. TMA considers any nonpayment by the Client within the time periods listed in the Agreement as a material breach and may terminate this Agreement as detailed under cancellations / refunds. 3. No contract shall be issued to a third party / event planner on behalf of a Client. The Client must meet with Museum event staff prior to the issuing of a rental Agreement. 4. Client must comply with the payment schedule provided. 5. All checks should be made payable to: Taft Museum of Art, PO Box , Cincinnati, OH CANCELLATION/REFUNDS 1. The Client may terminate this Agreement at any time prior to 90 days in advance of the event date, in which case the Client shall be entitled to a refund less the deposit ($1,000.00) and fees incurred by the Museum in preparation of the facilities for the Client. 2. If a cancellation is made less than 90 days prior to event date, no refunds will be made. RESTRICTIONS AND RIGHT OF TERMINATION 1. In the event TMA determines that any violation of its policies, applicable laws, ordinances or regulations, including unruly conduct, is likely to occur with use of its premises and/or equipment, TMA reserves the right to cancel the event at any time, including but not limited to the time when the event is in progress. Should this occur, no monies, paid up to that point, will be refunded. 2. TMA does not permit political events, product sales or trade shows, alcohol-only events, or art displays not approved by the Registration Department. Events that include minors may be allowed at the discretion of the Event Services Department, and only with proper chaperoning. 3. The Client must agree that it will not practice, advocate, or permit discrimination or segregation based on race, creed, gender, age, sexual orientation, disability, or national origin.

2 4. TMA is not available for event rentals on New Year s Day, Martin Luther King Day, Presidents Day, Memorial Day, July 4, Labor Day, Thanksgiving, Christmas Eve, Christmas Day or New Year s Eve. CONFIRMATION OF ROOM/TENT SETUP 1. A final confirmed layout of the space, including guest number and tables, bar, and seating arrangements for the event is required seven (7) days prior to the event. After this point, no changes may be made. 2. Setup or layout may not interfere with TMA operations, guest experience, or visitor safety at any time. FEES AND SERVICES 1. The rental fee includes all basic charges for the event space, including availability of TMA personnel during event and delivery / pick-up times, tables, chairs, membership and security. 2. Rental fee does not include food, beverage, catering and bartending staff, linens, china, décor and any additional outside rentals, and valet. 4. The Client may book TMA for up to five hours without incurring additional rental fees. If the event goes beyond contracted hours, the Client shall be liable for an additional fee to be billed at $250 per every half hour. All events must end no later than 11:00 p.m. with vendors off-site by 11:30 p.m. 5. Additional service fee of $250 will be charged for any service outside normal event parameters, including but not limited to specialty drinks, change in wine service, multiple bands, rental of floors, table décor and floral placement, tents, or audiovisual equipment at discretion of TMA event staff. An addendum contract including pricing will be issued and must be signed by Client prior to execution of services. BAR SERVICES 1. In keeping with State of Ohio liquor license laws, all alcoholic beverages served and consumed at TMA must be purchased through TMA and served by TMA designated servers / bartenders. Shot bars/ shots are prohibited. Alcohol may not be brought into or removed from TMA by the Client or guest at any time. Bars must stop service by 11:00 p.m; breakdown begins at 10:45 p.m. The purchase of our bar package, and any substitutions made to the bar does not mean alcohol can be taken home at the end of the event. 2. TMA reserves the right to ID all guests who appear underage and will not serve them alcoholic beverages. TMA also reserve the right to withhold service of alcoholic beverages to anyone that appears to be inebriated. 3. State of Ohio tax will be applied to all bar packages and additional bar add-ons and exchanges. 4. Bars must be hosted bars, paid per person per hour. Cash bars cannot be organized through the TMA. 5. Choice of bar, including specialty drinks, changes or upgrades in packages, and champagne toast must be confirmed fourteen (14) days in advance; specialty cocktail option is available only with Premium Open Bar selection. Service beyond Museum-house bar packages cannot be guaranteed for changes within fourteen (14) days of event. 6 Because product must be ordered in advance, the Museum will order based on the final guaranteed number of guests the client provides seven (7) days prior to the event. The Museum is not responsible for no-shows. Refunds on lower guest counts after this time are not available. The Museum retains the right to bill for any increased variance between the final guest count supplied to the Museum and the final catering count.

3 PREFERRED/EXCLUSIVE VENDORS AND OTHER VENDORS 1. The Client is required to use vendors as detailed on TMA Preferred Vendor list. The Client is required to choose one of the caterers on TMA s Preferred Caterers List. These caterers are required to pay the Taft Museum of Art a 15% commission based on the total food cost of your event. The Client should consult with chosen caterer about how this will affect final invoice. 2. TMA is not responsible for the cleaning, breakage, or replacement of items rented by the Client. 3. The Client may use any commercial florist for the event. All floral arrangements must come from commercial sources and be insect-free. Potted plants in non-sterilized soil are not permitted. 4. The Client may use any entertainment provider as long as provider complies with terms of this Agreement. TMA reserves the right to approve or disapprove any entertainment offered at events. Entertainment provider will be required to maintain noise levels within decibel ranges as determined by TMA. PHOTOGRAPHY 1. Non- commercial photographs of the Museum and the artworks in the permanent collection are permitted. The photographs must be for private or personal use only. Photography is not permitted in galleries that house loaned artworks, such as Fifth Third Gallery and Sinton Gallery. 2. If renting the TMA facilities, a professional photographer may photograph the bride and groom only in select, preauthorized areas of the Taft Museum of Art historic house, and at an additional fee. Ordinary flash may be used, but neither prolonged nor supplemental lighting may be used in the galleries. Tripods and monopods are not permitted; handheld cameras only. Photography is only permitted during open hours. 3. Taft Museum of Art routinely takes images and video for use in marketing materials and on the Taft s website and social media platforms. Please be advised that promotional images and video may be captured during your visit. Entrance to the Museum constitutes acceptance of this policy. If your likeness cannot be used for promotional purposes, please alert the facility rentals manager upon arrival. 4. The use of selfie sticks is prohibited inside the Taft Museum historic house, Sinton Gallery, and Fifth Third Gallery to help preserve the safety of the artwork. USE RESTRICTIONS 1. Clients must obtain TMA approval for all decorations, including placement, seven (7) days prior to event date. Food and drink are not permitted in historic house or galleries. 2. No open flames, confetti, rice, glitter, loose petals, balloons, sparklers, bamboo, driftwood, animals (other than service dogs), or Eiffel Tower vases are allowed in the Museum. No smoke effects, fog machines, firearms, explosives, or pyrotechnics of any nature are permitted on TMA grounds. 3. The Museum does allow votive candles and pillar under the tent or in Luther Hall if the candles are contained in glass hurricanes with a fireproof base. They are prohibited in the garden and on the large planter boxes. 4. The Client specifically agrees not to erect, place, affix, nail, tape, or screw anything to the floor or walls of the facility or tent. The Client shall be responsible for any and all damage to the facility or tent and to the Museum s personal property therein or to any third person s property that is on loan to the Museum caused by the acts of the Client or Client s agents, servants, employees, patrons, licensees, invitees, or

4 guests, whether accidental or otherwise. For any cleanup beyond normal wear, or for damages, the Client will be charged repair fees starting at $ The Client agrees to leave the premises in the same condition as existed on the date that possession thereof was granted. All decorations and excessive garbage must be removed by the Client immediately following the event. Failure to comply with scheduled cleanup will result in a cleaning charge of $50.00 per hour. TMA is not held responsible for decorations left after event. 6. The Client is responsible for the safety and good order of all equipment and other property owned by the Museum and/or being displayed at the Museum s premises, and is liable for said equipment and other property if it is lost, stolen, damaged, or misplaced by the Client s agents or the attendants. 7. TMA reserves the right through its officers and its employees or agents to eject any person or persons from any portion of its grounds, and upon the exercise of this authority, through its employees, officers, or agents, the Client hereby waives any right or claim for damages against the Museum or any of its employees, officers, or agents. 8. All items carried into or out of TMA are subject to inspection by TMA security staffs. DELIVERIES 1. There is no storage available at the Museum. Deliveries may be made during designated hours to avoid conflict with Museum activities and operations. 2. The Client will provide a listing of all outside vendors to the Museum at least fourteen (14) days prior to the event, accompanied by an itemized listing of what is to be delivered. TMA will contact vendors with approved delivery windows on date of event. The Client is responsible for all delivery fees. 3. Deliveries typically must be made either by way of the Butler Street freight elevator, or for smaller deliveries (cake or other small items), by way of the passenger elevator. PRINTED MATERIALS/MEDIA/DISCLAIMERS 1. TMA reserves the right to review all copy and approve all forms of advertising or publicity in which the Museum s name is used. TMA may take up to three (3) business days after the date of submission to review the materials, and it may grant or withhold approval at its sole discretion. 2. The parties agree that no partnership between them respecting any event or the use of the facility shall be implied in any way, and the Client agrees to indemnify and hold the Museum harmless from and against any claims to the contrary. SMOKING 1. The Museum is a smoke-free facility; smoking is not permitted inside the buildings or on the premises, including the garden, front lawn, and garage. This smoking policy also includes all e-cigarette brands, cigars, and chewing tobacco. SECURITY 1. The Taft Museum of Art requires security officers to be present at all events. Security officers are under the Museum s direct supervision, and only the Museum personnel are to give instructions to the officers. The Client and their parties must comply with all requests from security officers. 2. Additional security personnel may be required depending on the type of event; the decision will be made, by the Museum at its sole discretion. The cost of additional security will be paid by the Client.

5 3. No outside security personnel (contract or proprietary) will be allowed in the Museum without approval of TMA Chief of Security. Even with approval for additional outside security, TMA will provide and utilize its own security to oversee events. 4. Children under 15 years of age are not permitted in the galleries unless supervised by an adult. PARKING 1. Parked cars cannot be left in the garage overnight. Cars left in the garage overnight will be towed. 2. If scheduled outside of normal Museum operating hours, the Client will also have access to approximately 50 parking spaces. The Client will be responsible for any additional parking expenses, including valet and surface lot parking fees. TMA cannot ensure that adequate parking will be available during those hours that the Museum is open to the public. HISTORIC HOUSE, GALLERIES, EXHIBITIONS, AND GROUNDS TMA maintains the right to make changes, modifications, alterations, or adjustments to the historic house and its structure, galleries and exhibition areas, public spaces, and gardens and plantings for purposes including but not limited to operations, aesthetics, design, and maintenance. LIABILITY AND PROPERTY DAMAGE The Client shall indemnify and hold the TMA harmless from and against any and all claims, damages, expenses, losses, suits, or causes of action (including reasonable attorneys fees) resulting from or arising in connection with the Client s use of the facilities, provided the TMA promptly notifies the Client of such claims, damages, expenses, losses, or suits and cooperates fully with the defense thereof. IMPORTANT DEADLINES It is TMA policy that the following deadlines are observed, otherwise Client risks loss or interruption of service(s). Due with signed contact Nonrefundable deposit. (A signed contract is due within 15 days of a deposit). Fourteen (14) days prior to event Choice of bar type, including upgrades and specialty cocktails Vendor list, including contact information Notification of docent tours if choosing to have galleries open Seven (7) days prior to event Facility Work Order / Layout, including tables, seating and bar arrangements Décor approval Final payment of Agreement invoice