Rental Guidelines

Guidelines for the Rental of the
Herbert F. Johnson Museum of Art

1. Who may rent the Museum?
The Museum is available for rental by Cornell University Departments/Affiliated Groups, Business Organizations and Private Groups. Because the Johnson Museum is a “high security” facility, certain restrictions may apply when planning museum events.

Please specify whether your proposed event request is university related or a private function, at the time of reserving museum space.

Event areas available for rental are mentioned later in these guidelines. Museum Space rental charges / fees are available upon request.

To assure that all events are as successful as possible, the Johnson Museum has established the following guidelines.

2. Payment Procedures
The Johnson Museum requires prepayment of estimated event costs before any event is confirmed. Private Groups (non-university affiliated) need to write out two checks to Cornell University: (1.) a non-refundable deposit for $500.00 and (2.) a second check made out for the balance of the estimated costs. Cornell University departments must supply their account number and object code. An invoice will be sent for any costs above the estimated amount after the event has occurred. Additional charges may be incurred for a variety of reasons: additional hours by group or caterer, unscheduled docking fees, last-minute changes effecting personnel schedules, numerous revisions, damage to facilities, among others.

3. Hours/Days Available
Events may be scheduled between 9:00 AM. and 11:00 PM., Tuesdays through Sundays. Due to building maintenance requirements, the museum usually cannot accept event requests for Mondays. Occasionally, exceptions may be considered for event requests on Mondays, if there are no maintenance and/or museum staff related activities scheduled during this time. During the Cornell academic school year (August 15 – May 15), Thursdays (9:00 AM – 11:00 PM) and Saturdays (9:00 AM – 5:00 PM) are not available for scheduling museum events. These days/times are reserved for museum educational programs. To facilitate the closing of the museum to the public at 5:00 p.m., the museum requests that evening events begin no earlier than 5:30 p.m.

4. Communication
For the convenience of those renting museum spaces and to maintain museum security, a Museum Special Events Manager will be assigned to each function. We ask that the department or organization also select one person from their organization to be the Event Coordinator.

The Event Coordinator will need to be familiar with all aspects of the event and must be present during the function. The Event Coordinator must contact the Museum Special Events Manager when arriving at the Museum to review Museum guidelines and arrangements.

5. Museum Equipment
The Museum has a wide variety of audio/visual and presentation equipment available for event functions:

Slide Projector
Movie Projector (16mm)
VCR & Monitor (1/2")
VCR & Monitor (3/4")
LCD Video Projector
Lectern w/ PA System
Wireless PA/Microphone System
Wireless PA/Lapel Microphone System
Over-Head Projector
Boom Box
Blackboard
Screen(s)
Rectangular Conference Tables (7.5’ long x 3’wide)
Small Round Coffee Tables (3”x3”)
Large Round Tables (5’rounds)
Conference Chairs
Steel Stackable Chairs
Black-Out Shades

6. Confirmation
There are two types of confirmation: Immediate Confirmation and Conditional Confirmation (please select type of confirmation requested during the initial reservation communication).

Immediate Confirmation:
Immediate Confirmation is for Event Coordinators who wish to reserve museum space and have full details of their events, including making advanced payment arrangements of estimated space rental charges: A Rental Agreement Contract will be prepared and distributed for your inspection and signature. This contract must be returned within one week to the Museum’s Special Events Coordinator and must include pre-payment (refer to #1 on page 1 in the Guidelines). Final confirmation is conditional upon return receipt of the signed Rental Agreement Contract and pre-payment. If you later discover that changes are necessary for your event, please contact the Museum Special Events Coordinator ASAP via e-mail (arm13@cornell.edu) or telephone (607-254-4653). (Additional charges will be incurred if these last-minute changes affect personnel scheduling within 3 days of the event.)

Conditional Confirmation:
Conditional Confirmation is for Event Coordinators who wish to reserve museum space on a tentative basis and/or do not have full details of their events: A packet of information outlining the requirements for the event and containing the necessary formswill be sent to the Event Coordinator within a few business days of the contact. The date for your event will be held for two weeks after the initial communication. For the successful planning of the event, the information requested on these forms needs to be as complete and accurate as possible. If a private or non-Cornell sponsored group is making reservations, a $500.00 non-refundable down payment is required to be returned with the rental information.

If the Museum’s Special Events Coordinator, has not received the completed forms (including account number or down payment) within two weeks of the initial booking, the “hold” will be released and the date no longer reserved for your event. Failure to fill out the forms and to return them within two weeks will jeopardize your event.

Upon receipt of the forms mentioned above, a Rental Agreement Contract will be prepared and distributed for your inspection and signature. This contract must be returned within one week to the Museum’s Special Events Coordinator and must include pre-payment (refer to #1 on page 1 in the Guidelines). Final confirmation is conditional upon return receipt of the signed rental agreement contract and pre-payment. If you later discover that changes are necessary for your event, please contact the Museum Special Events Coordinator ASAP via e-mail (arm13@cornell.edu) or telephone (607-254-4653). (Additional charges will be incurred if these last-minute changes affect personnel scheduling within 3 days of the event.)

7. Parking
The parking spaces in front of the museum are for visitors to the museum galleries and not for special event participants. There is no parking near the museum for rental functions between 9:00 a.m. and 5:00 p.m. daily. Parking in the Museum parking lot is permitted after 5:00 PM., on a first-come-first-serve basis. All special parking arrangements must be made by contacting Cornell Transportation Services at (607) 255-4600 prior to the event.

8. Food, Beverages, Smoking, and Prohibited Activities
According to New York State’s Alcohol Beverage Law, it is illegal to serve alcoholic beverages to anyone under the age of 21 years. The group renting the museum space is responsible for observing and enforcing this law.

The museum is not responsible. Food and beverages may be served in the museum lobby, sixth floor conference room and, weather permitting, the 2nd floor sculpture court (outdoor). Dancing is permitted on the outdoor sculpture court only (weather permitting). Eating or drinking are not permitted in the elevator or galleries. Smoking is not permitted anywhere in the museum.

The museum’s primary responsibility is for the preservation of the works of art entrusted to its care. Any person or persons whose behavior threatens or appears to threaten the Museum’s collections will be asked to leave the building.

9. Caterers
To assure the safety of the Museum’s artworks, only professional caterers, pre-approved by the Museum, may be used. may be used. We request that the Event Coordinator check with the Museum Special Events Coordinator before hiring a caterer. All caterers accepted into the museum must have liability insurance coverage up to $1,000,000, must have Cornell University listed by name on their policy, and must have the appropriate health licenses. Copies of this documentation must be on file with the Cornell Risk Management & Insurance office. No personal catering by event participants will be allowed.

All arrangements with caterers are the responsibility of the Group Event Coordinator, who will need to keep the Museum Special Events Manager apprised of the caterer’s arrival time and event area(s) set-up instructions.

Please note that the “Museum Space Rental Fee” includes both caterer preparation and clean-up times.

A maximum of two arrival times (before the event) and one departure time (after the event) are included in the rental fee. Additional arrival and departure times will need to be scheduled in advance with the Museum Special Events Manager. The Event Coordinator should check with the caterers concerning their arrival and departure schedules and make the necessary arrangements well in advance of the event.

10. Event Area(s) Set-Up/Break-Down:
The museum’s special events manager is responsible for preparing the event areas with the necessary equipment, prior to the caterer(s) arrival time. Please make sure that the museum is informed of your set-up request(s) and subsequent changes.

11. Unscheduled Overtime
Unscheduled overtime of an event will be billed to the group. The Event Coordinator should allow ample time for the event, including set-up and clean-up, to avoid additional charges.

12. Clean-up
The area rented will need to be left neat and clean. Normal weekday, custodial service is included in the rental fee; however, if extra clean-up is required, the group will be charged an additional fee.

13. Security Procedures
a) Elevator and Fire Doors: There is one passenger elevator available for use by the group and the caterer. The fire stairs, which are clearly marked, are only available in emergency situations. When a fire stairs door is opened, an alarm will summon Cornell Police officers. Should a guest at an event open a fire door, an additional security charge will be billed.

b) Emergencies: Should any life-threatening situation arise (fire alarm, bomb scare, etc.) or should a breach of museum security occur during the event, the museum will be evacuated immediately. In these situations the elevator will not be available, and guests in the conference room will proceed down the fire stairs. The museum security officer on duty will take charge of all evacuation procedures during this period.

14. Damage
Any damage to museum facilities or equipment beyond normal wear and tear will be reported to the Event Coordinator on the following business day. The group is responsible for the repair and/or replacement cost associated with such damage.

15. Use of University Property Form & Liability Insurance
All groups renting museum space must complete an “on-line” Use of University Property Form at http://www.activities.cornell.edu/EventReg/

Private or non-Cornell sponsored groups must obtain sufficient liability insurance coverage for each event. Please contact the office of Cornell University Risk Management & Insurance for further information and details. Allen Bova or Craig McAllister can be reached by telephone: 607-277-1188, fax: 607-277-1181, e-mail: Alan Bova or Craig McAllister.

16. Tours
The museum welcomes the opportunity to provide guided tours of the museum, its collections, and exhibitions to groups renting space. Tours may be arranged by contacting the Museum’s Department of Education at 255-6464 at least two weeks in advance of the event. The museum is open to the public Tuesday-Sunday, 10:00 a.m. to 5:00 p.m.

Herbert F. Johnson Museum of Art • Cornell University