Criteria for Scheduling Events in the Museum

M U S E U M U S E P O L I C Y

F R E D J O N E S J R. M U S E U M O F A R T

T H E U N I V E R S I T Y O F O K L A H O M A

CRITERIA FOR SCHEDULING EVENTS IN THE MUSEUM

Consideration for each request is based upon the timing of the event in relation to FJJMA activities, other events, the ability of the museum staff to accommodate the intended use and the suitability of the event with regard to the safety and security of the facility and its contents. The approval of a similar event in the past does not mean a new event can be accommodated. The museum’s priorities are as follows:

Activities sponsored by the Fred Jones Jr. Museum of Art.

Education programs of FJJMA.

Private events hosted by OU departments or organizations.

Private events hosted by outside groups unaffiliated with the University or the museum.

GENERAL POLICIES FOR EVENTS

Groups using the museum facility must comply with all federal, state, city, and University laws and regulation.

Requests for the use of the museum facility must be made to the Facilities Director (later referred to as FD) by phone or in writing. The earlier a request is made, the more likely the event can be accommodated.

If the Director in consultation with the museum staff approves the event after review, the FD will send a contract showing the necessary fees and obligations of the sponsor. This form must be signed by the sponsor’s representative and returned to the FS in order for the event to be officially scheduled. After the sponsor signs the agreement, the sponsor must pay the required fees unless the museum is notified of cancellation or modification.

Event sponsors may not use the name of the FJJMA in connection with the event, except as the location, without the express written consent of the museum. Advertising and publicity naming the FJJMA as the location may not begin until the event is approved and confirmed by the museum and the contract completed.

SAFETY AND SECURITY

The safety of visitors, collections and the facility will not be comprised for any event. In addition to the shift supervisor at least one member of the museum’s security staff must be present for all events. Additional security staff may be required in proportion to the spaces to be used and the number of participants expected. The FD in consultation with the Director and the Deputy Director makes this decision.

Sponsors and participants must immediately comply with all instructions of the museum staff regarding safety and security. Museum staff is authorized to expel individuals who violate museum policies.

Security officers will be on duty at the specific time to provide access for delivery and set-up. The entrance is opened for the public ten minutes before the scheduled time. For private events, a representative of the sponsor must be on hand at the entrance thirty minutes before the event begins with a typewritten checklist of persons to be admitted. The completed checklist will be kept by the museum staff after all entering guests is noted.

The FD must approve physical preparations for the event in advance. No museum fixtures will be moved except by museum staff. The sponsoring organization may not install decorations except under the direct personal supervision of a member of the museum staff. All decorations must be freestanding: nothing may be affixed to the walls, fixtures, or museum objects. All decorations must be flameproof and comply with university regulations for materials. NO POTTED PLANTS ALLOWED!!

No artworks will be moved without the specific approval of the Director.

Use of any type of fire or flame, including food warmers, is prohibited unless approved in advance by the Director. Equipment and supplies to be provided by the sponsor must be approved in advance by the museum. All items not belong to the museum must be removed by the sponsor immediately after the event or as scheduled with the FD. The sponsor must be financially responsible for any damage to museum property.

Smoking is not permitted in the museum building. Photography is allowed only in accordance with the museum’s written policies. NO SPARKLERS ALLOWED!!

The event organizer shall be responsible for any claims, costs, and/or damages arising out of the event organizer’s use of the Fred Jones Jr. Museum of Art facilities and shall indemnify the University as provided in paragraph A, below, which paragraph must be filled out and signed by the event organizer’s authorized agent. Provided certain governmental entities (state agencies, public colleges, municipalities, etc.) may not be able to legally indemnify the university, in which case paragraph B should be filled out and signed by the event organizer’s authorized agent.

A. ______agrees to indemnify, defend and hold OU, its regents, employees, authorized agents and representatives harmless from and against any and all liability for any and all claims, demands, costs, penalties, fees (including without limitation, expert witness and attorneys’ fees) damages, and liabilities whatsoever for, among other things, bodily injury, death, property damage, personal injury, economic loss, and/or products liability asserted by any person or entity, resulting directly or indirectly, in whole or in its employees, directors, contractors, guests or agents arising from or connected with ______’s use of the Fred Jones Museum of Art facilities under this Agreement. ______’s obligations under this paragraph shall survive the expiration or termination of this Agreement for any reason.

The event organizer shall furnish the Fred Jones Museum of Art with a Certificate of Insurance for property damage and bodily injury liability in the amount of $1,000,000 per occurrence. This Certificate of Insurance should show the University of Oklahoma and Board of Regents as Additional Insured.

B.______agrees to be responsible for its own negligent acts and omissions and those of its employees and authorized agents as permitted by law.

CATERING AND FOOD SERVICE

CATERING KITCHEN

A catering kitchen is discretely tucked between the Records and Bell galleries and is available

during special events. All special event spaces are conveniently located near stairs, a public

elevator and restrooms.

For availability and to discuss the details of your events, please call (405) 325-9112.

Significant advance notice is appreciated and will increase the likelihood of reserving your

preferred date and space.

A service charge of 5%is applied for outside caterers.

Food and beverage are permitted only in assigned areas. If food or beverages are to be served at an event, all arrangements must be approved by the museum in advance. The sponsor is solely responsible for compliance with all state and University regulations regarding catering, food preparation, and beverage service. Refer to the guidelines for detailed information. The sponsor is responsible for kitchen staffing, the clean up of all kitchen and dinning equipment, and removal of all food, beverages, supplies, and equipment not owned by the museum immediately following the event. Sponsors should consult with FM for assistance in these arrangements.

NO STERNO or OPEN FLAMES may be used in any warming devices.

NO RED WINE, RED PUNCH or any drink containing staining dyes will be allowed in the facility. NO CHOCOLATE FOUNTAINS, NO CHOCOLATE COVERED FRUIT!

All deliveries must be scheduled in advance with Museum FD.

The event coordinator is responsible for all trash removal and making sure cater is aware that all catering trash is removed immediately following the event

With prior arrangements some rental items may be left until the following workday (i.e. dance floor, linens, table setting)

ALCOHOL POLICY

All events serving alcohol will be required to have licensed caterers to provide all bars. No individual under the age of twenty-one are to be served alcoholic beverages. The museum and/or its staff are not to be held liable for any violations of University regulations or the liquor laws of the State of Oklahoma

All events where liquor is served, a police officer will be assigned to serve as additional security, at the cost of the client of $200.00 for the duration of the event.

All events hosting bars will close thirty (30) minutes before event is over.

PARKING

Parking for events at the museum is available on Parrington Oval, the parking garage on Elm Street and Asp Avenue, and the visitor lot on the north side of Boyd St. west of the museum. The museum has no control over the availability of parking spaces or enforcement of parking regulations. Event sponsors should contact OU Parking Services at 325-3311 to determine what parking will be available and any requirements for visitor passes and should inform participants of those details in advance of the event.

Vehicles with handicapped permits may park on the North Oval in any legal parking space on campus except loading zones and fire lanes.

ACCESSIBILITY

The main entrance of the museum (555 Elm Ave.) is handicap accessible as well as all areas of the museum are accessible to persons with physical disabilities.

The museum has wheelchairs and walkers available for visitor use.

ROOM CONDITIONS AND TIMES AVAILABLE

The kitchen is available for serving food to large groups in the museum. However, the kitchen is not licensed for food preparation, so all food must be prepared in a licensed kitchen and brought in by caters. Event sponsors and caters must work in close cooperation with museum staff in using the kitchen: advance planning is strongly encouraged.

Any special requests for guided tours should be discussed with the Curator of Education at 325-3270.

Event sponsors must reimburse the museum for the costs of events. The FD will provide information about the fees for various activities. When an event is approved by the museum, the museum will specify the estimated fees and the sponsor must agree to pay them. Fees will be billed after the event, based upon actual services provided and time spent. Gallery capacities and applicable fees are as follows.

Mary Eddy & Fred Jones Auditorium: seats 148

Sandy Bell Gallery: seats 200/standing reception 350

Nancy Records Gallery (UNDER CONSTRUCTION)

University Events: $350.00 - $1,000.00

Non-University Events: $500.00 - $1,300.00

Auditorium: $450.00 - $750.00

Wedding Receptions: $2,000.00 - $4,000.00

1st. Floor Galleries: $150.00 per hour (otherwise closed)

Rental times will be from 5:30 p.m. to 11:00 p.m. Wedding Reception will be from 5:30 p.m. to 11:45 p.m. (midnight). All events are subject to and additional $100.00 per hour for all events that exceed the listed closing times unless other arrangements have been made with the FD

Persons and organizations using the space are held responsible for leaving the gallery space and catering kitchen in the condition. In which it was found. Please wipe all spills immediately.

PHYSICAL ARRANGEMENTS AND DECORATING POLICIES

All decorations must adhere to the FJJMA decorating policies. It is the intent of this policy to protect the interior of the Museum and its exhibits and to protect the client from incurring damage charges. Additionally, decorating policies adhere to fire and safety regulations. All decorations must be approved by the FM at lest two week in advance.

Delivery of decorations and supplies must be scheduled in advance, the museum reserves the right to refuse use of any decorations deemed inappropriate or unsafe. The museum does not supply carts or dollies for carrying of supplies or decorations into the building.

The museum has a maximum seating capacity of 200 and a maximum standing capacity of 350 in the Sandy Bell Gallery, Nancy Records Gallery (UNDER CONSTRUCTION), maximum seating capacity of 148 in the Mary Eddy & Fred Jones auditorium. These numbers will be strictly enforced.

Use of set-up of electrical appliances and devices (i.e. audio/visual equipment, amplifiers, speakers, etc.) require prior approval. All deliveries of such equipment must be scheduled in advance between the hours of 10:00 a.m. and 5:00 p.m.

SECURITY PERSONNEL

Rental fees include 2-8 museum security officers, depending on the size and type of event. If additional security officers are required for an event, an additional charge of $40.00 per hour per officer will be added to the cost.

OVERTIME

A charge of $100.00 per hour will be applied to any group or function requiring the museum to remain open after 12 mid-night, or any portion thereof. For example, if an event does not conclude until 12:15 a.m., the overtime charge will apply.

All clean up must be completed one hour after the event ends, or an overtime fee will be charged. For example, if all guests for an event depart at midnight, but the building is not cleaned and vacated until 1:15 a.m., the overtime charge will apply.

PAYMENT

The Fred Jones Jr. Museum of Art requires a $150.00 deposit to hold the date; full payment of total estimated cost of the event is required two weeks in advance of the event.

University departments will be billed after the event.

NON-COMPLIANCE WITH MUSEUM POLICIES

The museum reserves the right to deny the use or continued use of its facilities to any person or organization not complying with museum policy and procedures.