Facility Rental Costs
Fees
Facility use fees are due upon submission of signed rental agreement. For all wedding reception facility rentals it will be a flat rate of $1500 for four hours of event time. You will be allotted one hour before and one hour after the event for set up and take down. The total duration of the event will be six hours. Occupation of the facility before and beyond the event time may be subject to additional fees. If necessary, upon completion of the event, HAC will provide the renter with an invoice for any additional charges based upon use, services provided or damages incurred. Invoices are due and payable upon presentation or may be taken out of the renters’ security deposit.
Hours ______ Cost
Six hours (includes setup and clean up) $1,550
The facility rental fee will include one hour setup and one hour take down, an on site Facility Manager, access to the galleries for the duration of the event, in house janitorial service, use of tables and chairs, a P.A system, projector, and screen, if needed. An additional charge for security may be required depending on the amount of people attending the event. Any additional security needed will be an extra fee ($20/hour per guard).
Insurance
Renters must provide a “Certificate of Insurance” naming the facility renter as Primary Insured and the Humboldt Arts Council as the Additional Insured in respect to facility operations or their use of the property. Renters must also maintain a “hold-harmless agreement” with Humboldt Arts Council regarding personal injuries, losses to user’s or guests’ property, and losses due to vandalism or accidental damage, and are required to sign the attached Indemnity Agreement. HAC will not be responsible for any losses. Renters are responsible for any damages that occur as a result of their event. If you are planning on having a no host bar that is selling liquor, General Liability should state they have an endorsement stating they have “Host Liquor Liability & Auto Liability.”
Payment
The HAC requires the security deposit and 50% of the payment in order to reserve the date. The rest of the payment is due no later than 30 days prior to the event. Upon receiving the payment we will need a signed copy of rental agreement.
Security Deposit
A security deposit of $750 is also required with the submission of signed rental agreement. This deposit is fully refundable following the event provided the property is left in the same condition found prior to event. All trash, decorations, recyclable items, and other artifacts of the event are to be removed from the premises by user at close of event. Our in house cleaning service will be hired for the next morning for the floors and restroom. A Checklist for Security Deposit Return (attached), which outlines HAC’s expectations regarding cleaning of the facility following the event, must be signed off by an HAC staff person to receive a full deposit refund.
Facility Rental Policies
Reservations
To book the facility, please make an initial request, to the Museum Manager, for approval of your event and for the date in which you are interested. Staff will check for availability, and if the date is clear, will provide an agreement form to complete. The facility is available for rent only during hours that the museum is not open to the public. We require the security deposit and half of the rental fee in order to solidify you event. The rest of the payment is due no later than 30 days prior to the event.
Hours
Caterers and vendors may start set-up at 4:45 pm, fifteen minutes before the museum closes. They are allotted one hour to set-up. Events will generally start at 6:00 pm or later.
Cancellations
Cancellations for the event may result in all or partial loss of the security deposit, depending how many days prior to the event. Amount being refunded:
90 days prior to event 75% of deposit
60 days prior to event 50% of deposit
Less than 60 days prior to event No refund
Printed materials
Invitations and other printed materials to be handed out at the event must be reviewed for accuracy by HAC staff prior to printing. Such review does not imply any endorsement or sponsorship by the Museum. All signs or handouts must be professionally printed (no handwritten materials). There is no advertising allowed with out the prior approval of the Humboldt Arts Council.
Ceremonies
The event rental is to only be for reception purposes. The wedding ceremony can not take place on the Museum grounds.
Equipment
- Tables: thirteen round 4’ and six rectangular 3’x6’
- 120 folding chairs
- P.A. system
- Projector and screen
- A coat rack will be provided
We have available to rent a Yamaha grand piano for a fee of $50.
Linens
Facility renters must supply their own linens.
Catering
The Humboldt Arts Council has a list of preferred caterers for events held at the museum. The list provides a wide array of cuisines that are sure to match personal taste and budget. Alcohol may be served according to regulations of Alcoholic Beverage Control. You may need to provide the appropriate liquor license for your event.
Sub-contracted Vendors and Suppliers
Facility renter must submit a list of all sub-contracted vendors and suppliers involved in the event to the HAC no later than 60 days prior to the event. Renter must submit a floor plan no later than 30 days prior to the event.
Decorations
Decorations, posters, charts, etc., are to be affixed to the wall or floor only with blue masking tape and only after approval by HAC staff. Use of the galleries for displays or other purposes must be approved by the Museum Director prior to event. No candles or open flames are allowed in the Museum.
Art Exhibitions
Artwork will not be removed in the museum. Due to the nature of renting museum space, exhibitions are subject to change. The facility is a museum first and foremost, and artwork will not be removed or concealed. The museum has first right of refusal to change schematics and floor planning based upon artwork.
Security Staff
Included in the rental, a Humboldt Arts Council appointed staff person will open and close the building, provide security for the duration of the function, and provide information about the building as needed. The security staff will also be available to provide access to our first aid kit and emergency lighting equipment should they be necessary. Any damages or problems concerning the facility rental must be reported to the security staff as soon as possible. Depending on the amount of people attending the reception you may be required to hire additional security ($20/hour per guard). HAC security staff is not available to do any aspect of set up or clean up.
Dancing
If there is going to be dancing the client must rent a dance floor to prevent damaging the soft wood floors of the museum.
Food and Drinks
Food and drinks are limited to the Atrium and Rotunda areas. Absolutely no food or drinks are allowed in the galleries.
Photography
Photography is allowed in the Rotunda and Atrium. No photography is allowed in the galleries. Art work is not to be photographed.
Smoking
No smoking inside the building, in the sculpture garden, or on the front stairs during your facility rental.
Questions?
Please call Kacie Flynn, Assistant Museum Manager at the Humboldt Arts Council, 442-0278 x202, or email kacie@humboldtarts.org for more information for more information. |
