The Blanton Museum of Art

The Blanton Museum of Art

Facility Policies and Procedures

Reservations

We can tentatively hold event dates for two weeks without a deposit. In order to secure confirmation, a completed Reservation Form and deposit must be submitted by the specified date or your reservation is subject to cancellation. The planning of the event, including selection of caterer, florist, audiovisual equipment and other pertinent details should be arranged with the Museum Event Coordinator at least 21 days prior to the event date. Checks must be payable to the University of Texas at Austin.

Billing

Payment in full must be received 60 days prior to the event. If the Client is tax-exempt, The Blanton Museum of Art also requires a copy of the Client’s Texas State Tax Exempt Certificate.

Cancellation

In the case of cancellation, the Blanton must be notified in writing and the deposit will be forfeited. If cancellation occurs less than 60 days prior to the event, one-half of the facility rental fee is forfeited. If cancellation occurs less than 30 days prior to the event date, the full rental fee is forfeited.

Deposit

A $1,000 deposit is due with the signed contract to secure the date and is non-refundable. This deposit is the reservation guarantee and applies to final payment. If the rental fee is less than $1,000, a $500 dollar deposit is expected.

Manager-on-Duty

All events held outside of standard Blanton Museum of Art hours are required to have a Manager-on-Duty for the set-up, duration, and clean-up of the event, included in the rental fee. If the event exceeds 300 people, the Blanton requires an additional Manager-on-Duty at a rate of $30 per hour. This fee will be added to contractee’s final payment.

Occupancy Restrictions

The Fire Marshall determines the Blanton Museum of Art’s occupancy capacities. Galleries and rental spaces cannot accommodate more than the stated amount of people at one time. Failure to abide by these occupancy restrictions will result in immediate cancellation of the event.

Security

Security is required and will be determined by the Museum.

Food and Beverage

Alcoholic Beverages

All Texas Alcoholic Beverage Commission (TABC) laws must be followed while on the premises. Alcohol must be served by a TABC-certified bartender.

Red Wine

Red wine and other red-colored beverages may only be served in the Museum by prior arrangement. Special cleaning fees apply.

Catering

The Blanton Museum of Art has an exclusive catering arrangement with FLIK/Compass Group, with catering operations based at the nearby AT&T Executive Education and Conference Center. All requests for catering estimates should be directed to:

Dana Andrae
Director of Catering
AT&T Executive Education and Conference Center
The University of Texas at Austin
PH: 512-404-3631
FX: 512-597-3132

Catered Receptions for Group Tours

During regular museum hours, Tuesdays through Saturdays 10:00am – 5:00pm and Sundays 1:00pm – 5:00pm, no catering for group tours will be available. The Edgar A. Smith Building hosts the Blanton Cafe.

Use of the Blanton Museum of Art

Rental rates are quoted for 4 hours of use. Access to the facility for set-up is available 2 hours prior to the event. Earlier access may be arranged for deliveries only.

No smoking is allowed inside the Museum. Excessive smoking debris outside the Museum may incur an additional custodial fee. Nothing may be nailed or taped to any surface. The Client is responsible for any damages incurred. No items may be shipped to or stored in the Museum.

A planned layout of the event floor must be submitted to the Museum Event Coordinator at least one week prior to the event. A walk-through of the event with the Museum Event Coordinator and any relevant vendors is also required at least one week prior to the event.

Complete Staffing lists and Equipment Lists from all vendors are due to the Museum Event Coordinator 24 hours before the event.

All materials brought into the Museum to be used in gift bags, presentations, etc. must be approved prior to the event. A property pass and security inspection may be required.

Parking

Parking is generally available free of charge after 5:45 pm in the State parking lot on Martin Luther King Blvd. and Congress Ave., across the street from the Museum entrance. Parking at the Brazos Garage may be made by special arrangement through the Museum, if necessary. Shuttle service, valet parking or other parking needs must be arranged through UT Parking & Transportation Services.

Guided Tours

Guided tours given by Museum docents may be arranged upon request and incur an additional fee.

Available Timing

Evenings 6:00 – 10:00pm are the only hours the Atrium is available. No group receptions are allowed in the Atrium during public hours. No faculty or student events may be held in the Museum during public hours. Events may be planned for Mondays by special request, when the Museum is closed to the public.

Types of Events

Meetings, luncheons, receptions, speakers, and dinners are acceptable uses of the Blanton Museum of Art. No fundraisers are allowed of any kind, other than for the Blanton Museum of Art or the University of Texas.

Restrictions

No food or drink in galleries, ever, under any circumstances! Food and drink will be limited to the Rapoport Atrium, Prints and Drawings Foyer, and the Loggia. In general, no red wine, cranberry juice, or tomato juice is allowed. Caterers must take away all garbage and not leave it in any Blanton Museum facility or dumpster. No open flame, including tabletop votive candles. No firearms or weapons of any kind, and no animals are allowed other than certified service animals.

Clean up

No decorations or other materials may be left behind. Any food or drink remaining after an event must be cleaned and cleared from the Museum premises, including complete cleaning of the catering kitchen. Custodial charges may be assessed as necessary.

Decorations

No glitter, confetti, streamers, sparklers, flower petals, potpourri, seeds or helium balloons are allowed inside or outside the Blanton Museum of Art. Any and all decorations should be non-flammable and have a certificate or label of proof. No potted plants are allowed due to possible bugs they carry. All materials brought into the Museum for use in gift bags, presentations, etc. must be approved in advance by the Museum Events Coordinator, and may require a signed property pass and security check upon departure.

Deliveries

Arrangements for tables, chairs, audiovisual equipment, etc., are the responsibility of the host. Delivery times require full notification of the Blanton building and event staff. Such items may not be set up in the Atrium earlier than 4:00 pm on the day of the event, and they must be removed immediately after the event. Prior approval must be obtained for any exceptions at least one week in advance. The museum is open every day except Mondays and several national holidays.

Loading Dock

The loading dock is strictly for loading and unloading. Event vendors are free to use the loading dock before, during and after the event as long as they adhere to the delivery and strike times established in the contract. Vehicles may not be parked in the loading dock other than during loading and unloading. The Blanton Museum of Art may require a security guard to be stationed at the loading dock as necessary. No barbequing or other smoke producing fire or heat is allowed on the Dock or in the Receiving area. Operation of the Loading Dock door and leveler is by approved museum staff only. Dock door shall NOT be left in open position except during load-in and load-out. Caterer must leave dock and path to dock within the Museum in clean condition.

Tents

Consult with the Blanton to identify what tents might be acceptable, where they may be placed and when they can be installed.

Security

All events require the services of at least two security guards, one supervising security manager, one Manager-on-Duty and one custodian. Large events may require additional guards and/or custodians. These services will be requested through UT or the Museum and the host is responsible for payment.

Review of Event

The event must be reviewed in full prior to the event date. A full list of vendors and complete itinerary must be reviewed within 14 days of the event. The Blanton Museum of Art reserves the right to approve or disapprove of any or all aspects of the contracted vendors and the itinerary.

Invitation copy must be reviewed and approved by the Museum before it is sent to the guest list. Invitations for non-Museum sponsored events may not use the name of the Museum except as the designated location of the event.

Complete Staffing lists and Equipment Lists from all vendors are due to the Museum Event Coordinator at least 24 hours before the event.

All materials brought into the Museum to be used in gift bags, presentations, etc. must be approved prior to the event. A property pass and security inspection may be required.

MISCELLANEOUS

Exhibits

Exhibits are the foundation of the Blanton Museum of Art and are subject to change without notification. Exhibits that are present at the time of contract signing may not be on display at the time of rental in most cases. Exhibits will not be removed for events.

Indemnification

The contractee agrees to indemnify the Blanton Museum of Art and the University of Texas at Austin for all actions, losses, damages, claims, or liability resulting from your event.

Media, Invitations, Printed Materials

Printed materials may only use the name “Blanton Museum of Art” as the designation of the location of the event. The Blanton reserves the right to view any printed materials before their release, including invitations. The Blanton must approve all event media promotions. No media representatives may be allowed in the Blanton without prior approval of the Blanton Museum staff.

Music/Entertainment

The Blanton Museum of Art adheres to City of Austin and University of Texas at Austin noise restrictions, which state that music can be no louder than 80 decibels after 10:00 pm. Entertainment with large power requirements must contact the Facility Manager. Surge protectors are required for all electrical equipment. The Blanton will not be responsible for damaged electrical equipment when the client or any vendor fails to use adequate surge protection.

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Client NameClient Company/Organization

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Client SignatureDate

Blanton Museum of Art

Mari and James Michener Gallery Building

Event Reservation Form

Date of Request:______Date of Event: ______

Name of Event:______

Name of Organization:______

Type of Event:______

Event Coordinator:______Work Phone:______

Email Address:______Mobile Phone:______

Address:______Fax:______

City, State, ZIP:______

Building Usage: MICHENER BUILDING

Rapaport Atrium____Mezzanine____

Loggia____Board Room____

Seminar Room____Wilkinson Center Lobby____

Brazos Garage____

SMITH BUILDING

Dell Classroom____Meadows Classroom____

Capital Classroom____Auditorium____

Long Grand Foyer____Mezannine____

Cafe___Faulkner Plaza____

Rental Fee: ______Required Deposit: ______

MAKE CHECKS PAYABLE TO: University of Texas at Austin

Estimated Attendance______Event Start Time:______Event End Time:______

Set-up Time: ______Break down by:______

UT Billing Account Number (for UT depts. only): ______

Billing Contact name and phone:______

Caterer:______

Catering Contact & phone:______

Will alcohol be served?_____ If yes, UT departments must provide copy of authorization from Provost’s Office. The Blanton will secure authorization for non-UT entities.

Equipment delivery time: ______Pick-up time:______

Other vendors and delivery schedules:

Floral:______

Audio Visual:______

Musicians:______

Other rental equipment:______

Please return to the attention of:

Stephanie Topolgus Rice

Museum Events Manager

Blanton Museum of Art

The University of Texas at Austin

1 University Station D1303

Austin, TX 78712

Phone: 512.475.6516

Fax: 512.471.5300

Email: