Guidelines

The Museum's mission is to preserve and protect the artifacts and works-of-art in its collection.  Therefore, we ask guests attending social functions held at the Museum, to respect the environment in which they will be socializing. The renter/event sponsor  will be required to sign a rental agreement that outlines guidelines including:

RENTAL FEE: The rental fee covers the use of the Museum area for a four-hour period. The Renter agrees to vacate the area reserved for the Event at the scheduled conclusion thereof. An additional $100 fee will be added for each additional hour beyond the contracted time of the event.

The Museum agrees to provide a temperature-controlled area, setup of Museum equipment, general cleanup following the event, staff for security, admission to the Museum, trash receptacle and liners, coat room, audio visual equipment owned by the Museum. Specific equipment must be agreed to in advance of the event.

TYPES OF EVENTS: The Museum provides a unique environment for receptions, dinners, small professional conferences, lectures, lunches, corporate recognition events and educational experiences for all ages. Wedding ceremonies, rehearsal dinners and wedding receptions; political and religious events; and fundraising activities will not be permitted.

HOURS OF EVENTS: Events can only be held when the Museum is not open to the general public. No events will be held while the Museum during its extended summer hours. Exceptions may be applied to those areas of the Museum that are not considered formal galleries but must be approved by the Executive Director. All events must end by 11:00 p.m.

CATERING: The exclusive caterer to and within the Museum is Corning Incorporated Food Services ("Culinary Services"). Individual caterers, restaurant delivery or personal food service are not permitted within the Museum. Inquiries concerning catering prices, menus and arrangements should be directed to Culinary Services at 607-974-7671.

All fees for catered services are in addition to the rental fee paid to the Museum. Culinary Services will bill catering charges separately to the Renter and discuss and apply their deposit and billing policy as applicable.

DEPOSIT POLICY: Renter shall pay a fifty percent (50%) of the total rental fees non-refundable deposit ("the Deposit"). The balance of the rental fees will be payable not less than thirty (30) days before the Event ("the Balance Payment"). The Museum shall have the option to terminate this Agreement in the event that Renter shall fail to make the balance payment as required herein.

CANCELLATION POLICY: Renter shall not be entitled to a refund of the Balance Payment if cancellation is given less than 48 hours to the Event.  Cancellation of food and beverage services with Culinary Services is subject to their cancellation policies separate from that of the Museum. Renter must notify Culinary Services directly regarding canceling of any food or beverage services.  If the event is rescheduled at a date convenient to all parties, the deposit moneys will be applied to the new date.  If weather prohibits an event from taking place on the Terrace, the event will be moved to an area deemed appropriate by the Museum.

GUIDED TOURS: Guided tours of the Museum can be arranged in advance for groups of 20 people for an additional charge of $25.00.

ATTENDANCE: The Museum must be notified of the exact attendance for the Event five (5) business days in advance.

ALCOHOL, WINE and BEER: If alcoholic beverages are to be served, they must be provided and served by Culinary Services staff. The Renter is not permitted to bring alcohol onto the premises. Exceptions to this policy are made for a bona-fide wine tasting conducted by local and regional wineries. They must adhere to the established tasting guidelines and obtain the appropriate tasting license from New York State.

ENTERTAINMENT: The Museum has a sound system available to provide background music for the Event. DJ's, karaoke machines and rock-type bands are not allowed inside the Museum. Other subdued musical groups or solo artists may be permitted upon approval of Management. Musical groups to perform on the Terrace must also be approved by Management.

PHOTOGRAPHY: No flash photography is permitted in the Museum at any time. Temporary exhibition and objects on loan to the Museum cannot be photographed or videotaped without special permission. Photographs or videos taken in the Museum may not be reproduced or used commercially without written permission from the Registrar. 

EVENT ROOM SET-UP: The Museum and Culinary Services must approve Floor plan arrangements five (5) days prior to the event. No equipment, tables, chairs, etc. may be within five (5) feet of any work of art. These arrangements will be illustrated and attached as Appendix A of this Agreement.  Renter shall be permitted time, as available due to museum hours, to set up their event rooms. These arrangements shall be made in advance with the Museum and must be made with the Museum's hours in mind. These hours will not be considered as hours being billed for the Event itself.


PHYSICAL ARRANGEMENTS: Renter shall secure the prior approval of the Museum for all physical arrangements for the Event, including table set up, displays and decorations. Without limiting the foregoing, Renter shall comply with the following:

a) Smoking is prohibited in all areas of the Museum building and grounds.
b) Food and drink may not be taken out of the area Renter is renting.
c) Artwork or cases containing pieces of art cannot be touched or leaned against. Nothing should be propped against or placed on top of cases including cups, plates or glasses.
d) Natural light is restricted in most areas of the building. Any shutters or blinds should remain closed.
e) Party decorations are limited to centerpieces for the tables. Dried plants or materials, tropical plants, candles or any open flames are not allowed. Sterno may not be used in any area with the exception of the Education Center or the Terrace.
f) No art may be moved or obstructed or be endangered in any way based on the judgment of the Museum's management.
g) All decorations must be approved in advance by the Museum. Nothing may be attached to any part of the building in any way either inside or outside.

CONDUCT: Renter shall conduct the Event in an orderly manner, in full compliance with applicable laws, regulations and guidelines outlined in this Agreement. The Museum reserves the right to regulate any conduct it determines, in its sole discretion, to be disorderly. This includes up to and including closing the Event, closing specific areas of the Museum and/or closing the Museum in its entirety. Renter assumes full responsibility for the conduct of all persons attending the Event and for any damage caused either directly or indirectly by Renter, Renter's guests or invitees in connection with the Event. The Museum reserves the right to eject any person or person who fails to conduct themselves in the best interest of the Museum.

LIABILITY: Renter shall indemnify and hold harmless the Museum, its contributors, its officers, directors, employees and agents from and against all claims, damages, losses, judgments and expenses arising out of the Renter's use of the facility under this Agreement which are caused by the negligence, willful act or omission of the Renter.

Renter will obtain liability insurance with limits of at least $100,000 for any person, $300,000 for any one accident and $1,000,000 property damage with the Museum as a named insured and will provide the Museum with a current certificate of insurance in a form satisfactory to it no more than five (5) days prior to the event.

PUBLICITY: Without the prior written approval of the Museum, the Renter shall not be entitled to use the named "Rockwell Museum of Western Art" in any of its literature or promotions of the Event other than to merely identify the location of the Event. All materials and literature shall be provided to the Museum in advance of the Event.

EMERGENCIES: In the event of an emergency, should it become necessary to cancel or postpone the Event due to fire, the elements, government intervention or regulations, strikes, acts of God or for any reason beyond the control of the Renter and the Museum, this Agreement shall terminate and both parties waive any claim for damages and compensations.

PROPERTY OF GUESTS: The Museum shall not be liable for loss or damage to any personal property brought to or stored at the Museum in connection with the Event.

SECURITY: The Museum requires the Renter to have security at the Event, and this cost is included in the rental fee. The Museum will provide the security personnel.

For further information regarding holding an event at the Rockwell Museum of Western Art, please contact Patty Campbell at campbellp@rockwellmuseum.org or (607) 974-2810.