Elmhurst Art Museum welcomes the opportunity to advance public recognition and awareness of the visual arts, Museum programs, and collection by opening our facilities for special events.  Elmhurst Art Museum’s event rentals augment the Museum’s mission by opening our facilities for special events after normal operational hours allowing the public access to the exhibition space and architecturally significant facility during events so long as the event rentals do not conflict with the primary mission of the Museum.  Rental privileges are extended to corporations, businesses, private individuals, as well as non-profit organizations so long as those parties’ interests do not conflict with the mission of the Museum. 

The Museum retains the right to cancel any event if, in the Museum’s judgment, the event could endanger the Museum's collections, be inconsistent with its educational and exhibition mission, or conflict with other Museum commitments or policies. Due to the fragile nature of the Museum's collections and works on loan to the Museum, the Museum reserves the right to regulate rentals and use of Museum facilities.

Event Preparations

The Museum maintains regular hours open to the public therefore all special events will be held after the Museum closes.  The Museum is available after 4:00 pm all days except Wednesday for special events.  The Client, its agents, and guests must vacate the Museum no later than 11:00 pm, unless clients have arranged a late closing.  An additional 30 minutes may be agreed to with additional fees to extend the End Time to 11:30 pm.  All food and beverage service must end 30 minutes prior to the End Time stated in the Client’s agreement with EAM.   

Preparation

Times Set up for all events may begin no earlier than 4:00 pm.  The Approved Caterer may bring equipment into the non-public areas of the Museum at 3:30 pm or before with prior approval from EAM Staff. 

Event Decorations Decorations

Decorations shall be limited to tables and floors and in no manner shall be affixed to walls or ceilings.  However, lighting can be used to decorate the Education Center and Patio provided that arrangements are made in advance through CPR.  Lighting stands may be rented an used for additional lighting.  All floral and plant arrangements must be clean and pest-free.  All decorations must be flameproof.  All physical arrangements are subject to approval by EAM staff.  Fog and smoke machines, silly string, bubbles, projectiles, metallic or paper confetti, loose helium balloons, and air horns are not permitted in Museum.  All dismantling and cleanup must occur immediately after the event, and all rental furnishings/equipment and decorations/equipment removed from the Museum the same night before 12:00 midnight unless special arrangements are made prior to the event.  The Museum has no storage facilities for such items.   Candles and open flames are not allowed in the Museum or tented patio, lit or un-lit.  This includes party favors or decorative items. Dancing is only allowed in Hostetler gallery if a rented portable dance floor is provided.   

Damages

The Client is responsible for any damages to the Museum’s premises, contents, or persons caused by the Client, their guests or agents.  Damages will be noted by EAM Staff and costs charged back to the Client responsible.  The Client must agree to pay EAM for any such damage or loss.  It is the responsibility of the caterer to document any damages before the event and report such damages to the Museum security or staff present.  For your own protection, EAM suggests a pre-set walk-through. Elmhurst Art Museum asks that our Clients be aware of the Museum’s artwork, furniture, and fixtures and treat them with care and respect.  No food or drink service is permitted in the gallery space. 

Smoking/Beverages EAM is a no smoking facility. 

Guest and Approved Catering staff will abide by the Illinois statute for no smoking by not smoking within fifteen feet of any entrance to the Museum.  Wine/liquors and/or soft drinks only are permitted at events.  When alcoholic beverages are served, the Caterer must provide evidence of satisfactory dram shop insurance naming Elmhurst Art Museum and the Elmhurst Park District as an additional named insured.  When any alcoholic beverages are served, only the licensed bartender of the Approved Caterer may serve such beverages.  The Caterer holds all necessary Liquor License and Dram Shop Insurance.  All drinks, including beer, must be served in a glass.  All alcoholic beverages leftover after an event must be removed from the Museum premises.  In addition, to the extent possible, the Approved Caterer will use its best efforts to ensure that no one is permitted to leave the EAM building with any alcoholic beverage because of the legal requirements of the Elmhurst Park District. 

Vendors

Clients are responsible for providing all vendors with Elmhurst Art Museum Vendor Information.

A.  Photographers – Photography is not permitted inside the galleries.  Direct photographs of artwork are not permitted.  Elmhurst Art Museum retains the right of image use for all images of the facility and events. 

B.  Florist – All floral and plant arrangements must be clean and pest-free.  Delivery of all floral arrangements and other delivery items must be delivered after 3:30 pm to non-public areas of the Museum.  The Museum does not have storage for any such items.

C.  Musicians and DJ’s – Electricity is available in all Museum areas and no alterations or modifications to the standard electrical configuration may be made.  The Museum cannot provide any equipment needs.  Musicians and DJ’s may begin load in and set up after 3:30 pm to non-public areas of the Museum.  The Museum does not have storage for any items. The D.J/Band should stop music promptly at 11:00 pm or 11:30 pm if the additional 30 minutes has been entered into contractually. 

Indemnification

The Client agrees to defend and indemnify EAM, its agents, employees, representatives, officers, and directors against and hold EAM harmless from any and all liability, loss, damage, cost, expense (including attorneys’ fees), claim, demand, judgment or other action, whether pending or threatened, which arises out of or is in any way related to the use and or occupation of the Museum Facilities (including, but not limited to, any set-up, installation, break-down, removal, cleaning, or maintenance) by the Client or guests, agents, or representatives assisting on the event.  EAM shall give prompt notice to the Client of any such action brought against EAM and the Client shall defend EAM against any such action using counsel acceptable to EAM, and Client, in good faith using its best efforts, shall immediately and promptly defend, settle, investigate, cooperate and take any other action which EAM determines the Client should take.  Nothing herein shall be deemed to require the Client to indemnify EAM, its agents, officers, directors, or employees, from any loss or damage, which is due to the sole gross negligence or willful misconduct of EAM, its agents, employees, representatives, officers, or directors.   The Client may elect to purchase general liability insurance in an amount equal to at least $1,000,000 per occurrence.  Additionally, the Client agrees to name Elmhurst Art Museum as additional named insured (at no expense to the Museum) under such policy of general liability insurance and to provide evidence of such coverage to the Museum representative.

Payment Policies

A verbal hold on the event date will be placed for up to two weeks from the date of hold while the Client consults with the Approved Caterers.  To confirm the date and reserve a facility rental at Elmhurst Art Museum the Museum requires a signed contract with balance paid in full at the time of contract.   

Damage Deposit

A refundable damage deposit of $1,000 is required for rental of the Museum and the exhibition galleries and must be paid 60 days 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 there is no damage to the facility.  In case of any damage, an appropriate portion of the damage deposit will be withheld.  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 Upon booking and signed contract the rental fee is non-refundable.  

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.