- Half of the facility rental rate is required as a Non-Refundable Booking Fee in order to book an event. The remaining rental fee is due two weeks prior to the event.
- Hosts are required to pay a $300 Damage/Maintenance/Cleaning Deposit two weeks prior to the event. Portions or all of the deposit will be forfeited if damage, extra maintenance, or extraordinary cleanup occurs. For example, red wine stains, broken glass, damaged equipment, candle wax, cake on carpet, and more will result in fees charged. The Facility Rental Coordinator will determine these fees. Otherwise, the Deposit is refunded approximately two weeks after the event.
- If for any reason the damage, maintenance or cleaning exceeds the deposit, the Host agrees to pay the Museum the additional amount.
- The Huntsville Museum of Art will provide security Monday through Friday 8:00 a.m. to 5:00 p.m., Saturday 10:00 a.m. to 4:00 p.m. and Sunday 1:00 p.m. to 4:00 p.m.
- There is a $60 per hour security staffing fee from 4:00 p.m/5:00 p.m. (depending upon weekday/weekend) until one hour after the premises are vacated. This fee provides security to safeguard the Museum and its artwork, set up, break down and secure the Museum. Any rental that exceeds midnight will be charged $200 for each additional hour.
- Security does not function as personal security for the benefit of the Host or guests attending the event.
- Any extraordinary security staffing must be prearranged with the Facility Rental staff at the time the event is booked.
- In case events require rental space on both the Gallery Level and the Upper Level, the Host will be charged an additional $60 per hour for the extra security staffing requirements.
- NOTE: Tentative reservations may be held for no more than three calendar days pending the signing of the Huntsville Museum of Art’s Facility Rental Agreement and payment of the required Booking Fee. Fees as listed subject to change.
Facility Policy and Usage Guidelines
- City, State and Federal safety and fire regulations will be enforced by the museum security staff. Rental parties in violation of the fire code will be required to reduce the number of guests or otherwise be subjected to closure.
- During regular hours, the Museum will not be closed to the public for a private function.
- There may be certain times facility rental is limited due to special Museum exhibitions.
- Hosts and their guests assume all responsibility for their automobiles and for any personal property either checked or left in the building. The Museum cannot be responsible for goods left before, during or after an event.
- Arrangements for deliveries, set ups and break downs for florists, caterers or photographers should be cleared in advance with the Museum’s Facility Rental Office no less than 48 hours prior to the event. All deliveries must be made through the loading dock off of Williams Street.
- Any changes to the set up, time or location for an event should be approved by the Facility Rental Office no less than 48 hours prior to the event.
- Musical groups and the location thereof must be approved by the Museum. Music that is exceptionally loud is not permitted. The Museum reserves the right to lower the sound level during an event.
- Food and/or beverages are not permitted in any of the Museum galleries.
- Smoking is not allowed in the Museum.
- Rice, bird seed, potpourri, sparklers or fresh flower petals are not allowed in or on the premises of the Museum.
- Any art object may not be moved for an event.
- Items left in the lobby Coat Room are the sole responsibility of the Hosts or guests.
- Flash photography is not permitted in the galleries.
- A professional photographer or Host must clear arrangements for appropriate sites for picture-taking with the Museum’s Facility Rental Office in advance.
- The Board of Trustees retains the right to deny use of the Museum if the nature of the event is inconsistent with the Museum’s purposes.
- The galleries will be open only for a specified amount of time for the guests to tour. Extra fees will be charged for special exhibits.
- This agreement is not transferable to another individual or organization without the expressed written consent of the Huntsville Museum of Art.
- The Host is responsible for the conduct and actions of invited guests while they are on the Museum premises.
- Event parking is available at the Colonial Bank City parking garage for a fee of $250 (enter on Fountain Cr.) or at metered parking spaces along the perimeter of the Museum on Church Street and Williams Street.
Use of Caterer
- The Museum’s kitchen is equipped for warming, not cooking. The Host pays the rental fee of $150 for the Caterer to use the kitchen.
- Additionally, the Caterer must pay a cleaning deposit of $250.
- All Caterers must provide to the Museum a “Certificate of Insurance” with liability coverage in the amount of at least $500,000, a copy of their Privilege License and Food Permit. If the Caterer is to serve liquor for the Host, proof of additional liquor liability coverage in the amount of $1,000,000 must be included on the “Certificate of Insurance.”
- The kitchen floor, mop room, and all Museum kitchen equipment must be left clean to Health Department standards and in their original order.
- The Caterer must place all garbage in the dumpster and all rentals (dishes, glassware, etc.) must be taken to the basement level.
- If all the above requirements are not met, the Caterer’s $250 deposit will be forfeited.
- Caterers must sign a completed CLEAN UP CHECKLIST and give to security after each event.
- Decorations must be approved by the Museum’s Facility Rental Office.
- Decorations may not be taped, nailed, wired, glued or pinned to the walls, floors or ceilings.
- Decorations may not be placed any higher than within 30 inches of the ceiling. Only free-standing decorations are permitted.
- Dance floors are permitted in the Great Hall at the Host’s expense with the approval of the Facility Rental Office and must be specified by the Host on the day of the rental booking.
- Candles are allowed only in rental areas and must be contained in votives or glass hurricanes. The Facility Rental Office or Museum Security must approve all candle usage.
- Set up and dismantling of equipment or decorations must not disrupt public use of the Museum.
- Only air balloons (no helium) are permitted, provided that they are secured and weighted. They should be approved by the Facility Rental Office, and they should be removed immediately following the event.
- The Museum staff is responsible only for setting up and breaking down its own equipment, such as tables, chairs and trash containers.
- Vacuuming will be performed by the Museum staff.
- The Host is responsible for all rental spaces being left in a clean and orderly condition. All equipment must be removed immediately following the event.
- Special requests for storage should be approved at least two weeks prior to the event by the Museum’s Facility Rental Office.