Facility Rental Regulations
The Elmhurst Art Museum (EAM) welcomes the opportunity to advance public
recognition and awareness of the visual arts by opening our facilities for
special events. Rental privileges are extended to non-profit organizations
as well as business entities and individuals. However, due to the fragile
nature of the Museum's collections and works on loan to the Museum, we
reserve the right to regulate the rental and use of the Museum's
facilities. The Museum retains the right to cancel any event if, in its
judgment, the event could endanger the Museum's collection or educational
and research mission.
Availability and Closing
The Museum maintains regular hours therefore all special events will be
held after the Museum closes. The Museum is available after 4:00 p.m. all
days but Wednesday for special events. Events may begin no earlier than
6:00p.m. The Client, its agents and guests must vacate the Museum no later
than 11:30p.m. The Client must have everything that was brought in for the
event cleared and taken out of the Museum by midnight so that the Museum
can open for the public the following day (see Liability section). The
Client will specify the times at which their event will begin and end. EAM
defines "end" as the time when guests are exiting the Museum.
Bar service and any entertainment should therefore stop at least 25
minutes before the end of your event. Regulation of alcohol consumption
during an event at the Elmhurst Art Museum is the responsibility of the
caterer charged with the event, as they possess the necessary liquor
licensing.
Payment Policies
Rental Deposit - To confirm facility rental, a deposit in the amount of
50% of the rental fee and fully signed facilities rental agreement are due
5 business days after booking the event to secure the date. The deposit is
nonrefundable. The balance of the rental fee is due 4 weeks prior to your
event.
Damage Deposit
A refundable damage deposit of $1,000.00 is required for rental of
the Museum and the exhibition galleries and must be paid 4 weeks prior to
your event. The damage deposit will be refunded to the Client, upon
completion of a thorough facility walk-through by EAM Staff, provided no
damage is done to the facility. In case of any damage, an appropriate
portion of the damage deposit will be withheld. The Elmhurst Art Museum
reserves the right to recover any actual damage to the works exhibited in
excess of the damage deposit (see Liability section).
Cancellation
Deposit of 50% of rental fee is non-refundable upon final booking.
Client may cancel an event up to 21 days prior and receive a full refund
of the remaining 50% of rental fee.
Liability
If the Agreement is to be made by a party or meeting
planner or other agent, no agreement for use shall be made until a
representative of the actual Client has met with an appropriate
representative of the Museum.
The Client is fully responsible for any damage to the
Museum's premises, contents, or persons caused by the Client, its agents
or its guests. The Client must agree to pay the Museum for any such damage
or loss. The Client will indemnify and hold the Museum harmless for any
damage, loss or injury to the Client's property, its agents or its guests.
The Client, either directly or through the Caterer, agrees to provide the
Museum with a certificate of insurance evidencing the fact that it has
public liability coverage in an amount equal to at least $1,000,000 per
occurrence. Additionally, the Client agrees to name the Elmhurst Art
Museum and the Elmhurst Park District as additional named insured (at no expense to the Museum) under
such policy of public liability insurance and to provide evidence of such
coverage to the Museum representative.
When alcoholic beverages are served during an event,
only an approved Caterer may be used and the Museum must be provided
satisfactory Dram Shop insurance coverage (at no expense to the Museum)
and evidence of such coverage naming the Museum as an additional insured.
Miscellaneous
No smoking allowed in the building. No open flame candles are allowed in
the Museum. Photography in the galleries is prohibited. Decorations will
be limited to tables and are not to be affixed in any way to the Museum
walls or ceiling. All decorations must be flameproof.
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