The museum facility exists for the exhibition and programs of Museum of Art | Fort Collins (hereafter referred to as MoA). Artwork and other exhibit property, including lighting, pedestals, audio-visual equipment, will not be moved, re-arranged or removed for the purpose of the event without prior permission of the Executive Director.
Museum personnel must be present during any approved alterations to the space.

1. All applications for gallery rentals must be approved by MoA’s executive director.

2. There are no kitchen and food service facilities in the main gallery area. Catering is the responsibility of the organization renting the facility.

3. The main gallery space is not suitable for formal, seated “gala” type events with sit-down meals. Catering facilities are not available.

4. Renters are responsible for the marketing and ticket sales of their own events.

5. The museum does not provide staff for events. It is the sole responsibility of the client to provide bartenders, servers, greeters, etc. for their own event. MoA staff is only present to facilitate and ensure the rental agreement is followed.

6. The client/user is responsible for any damage to the galleries and/or artwork that takes place during the rental period and will be billed for the repair or value of such damage.

7. At the discretion of MoA, security personnel may be required during events. The cost of security will be the responsibility of the client/user.

8. MoA shall not be liable to the client/user for any damage or injury to the client/user or their property from any cause whatsoever. All claims against MoA for any damage or injury to the client/user or any of their property are hereby expressly waived.

9. The client/user shall indemnify MoA and the premises against all costs, liability and expenses, including attorney’s fees, incurred by MoA by reason of the use or occupancy of the premises by the client/user. The client/user shall further indemnify MoA against any penalty, damage or charge incurred by any violation of any law or ordinance by the client/user.

10. The client/user shall provide a certificate of liability for additional insured of $100,000 three days prior to the event.

11. COVID Disclaimer: In the event that the museum has to shut down or reduce capacity to where the scheduled event is not feasible for the renter, the museum will refund all proceeds to the designated renter up to and including the day of the scheduled event.

12. COVID Disclaimer #2- Any rental event will abide by any museum protocols in place for COVID (i.e. mandatory masks)

Please use museum etiquette and inform all guests of the following rules:

1. Do not touch the artwork.
2. Keep food and drink away from the artwork and pedestals.
3. No smoking, open flames, confetti, glitter, rice, flower petals, bubbles, pets, helium balloons, or dancing.
4. No artwork moved without assistance of MoA staff.
5. No decorations, signs, posters, or displays may be taped, nailed, stapled, tacked, or otherwise affixed to any facility surface (interior or exterior), facility equipment, or art pieces.

CLEANING POLICY The client/user will be responsible for clearing away tables and chairs, and for removing all leftover food and trash from the premises unless the MoA a la carte set up/break down item is checked off.

REMOVAL OF MATERIALS The client is responsible for removing all of the materials and supplies that were brought into the museum for the event immediately following the conclusion of the event. MoA does not have the capacity to store the client’s event materials before or after the event.

RENTALS AND DELIVERIES
If the client chooses to rent materials such as glasses or chairs from an outside source, it is the client’s responsibility to return rented materials promptly after the event. All deliveries must be scheduled during our normal operating hours and these dates and times must be confirmed with MoA staff prior to scheduling.

CANCELLATION POLICY
Any user canceling a reservation more than 48 hours in advance shall be entitled to a full refund of all prepaid fees. Any user canceling a reservation less than 48 hours in advance shall forfeit all fee deposits and NO credit as well. MoA reserves the right to cancel any reservations with at least 30 days notice of scheduled date(s).

Reservation confirmation is complete upon receipt of the $300 deposit. A confirmation is sent to the renter at that time. The total remaining amount must be paid two-weeks prior to the scheduled event.

I have read the above policies and conditions for event rental of galleries or rooms in the Museum of Art Fort Collins and, as a duly authorized authority of my organization, or the above-named client/user, I agree to comply fully with the above if the rental is approved by MoA.