POLICIES AND PROCEDURES
Fees And Food & Beverage Service Policies
Museum Gallery Access
Other Museum Facilities
Ceremonies And Rehearsals
Timing of Functions
Engineering, Audio Visual, And Staging
American with Disabilities Act
Conduct of Event
The facility rental fee covers only the facility use for the set amount of time and banquet room equipment determined by a signed contract. All food and beverage and alcohol at MOLAA must be sold and served by our approved caterer, TGIS. The sale and service of all alcoholic beverages are regulated by the state of California and MOLAA is responsible for the administration of these regulations.
MOLAA must be notified 72 hours prior to the event the actual number of guests attending a function. If not notified of the actual number of guests, the original number given will be considered the actual number and the number for which the client guarantees payment, even if fewer guests attend. If the number is greater, the client will charged for the actual number of guests.
A deposit in the amount of $1,000 is required to reserve the space. This amount will be credited toward the total balance of the rental fee. For cancellations see "Cancellations" below.
Payment of the final balance is due 5 working days prior to the date of the event. If, during the event, the client requests additional services or an extension of time, every attempt will be made to accommodate the client, subject to availability of space, staff, etc. Client must pay for the additional services at the time that services are rendered and at the prevailing rate. MOLAA accepts Master Card, Visa, and American Express for payment up to the payment deadline. Personal checks will be accepted only if received 14 days prior to the event. Cash or cashier's check is required thereafter.
Refunds of deposits are approved only if the request is made in writing no less than 90 days prior to the scheduled event date and only if MOLAA is able to rebook the cancelled space.
The contracted event under this agreement is subject to cancellation due to acts of God, war, government regulation, natural disaster, strike, civil disorder or any other emergency beyond the parties' control.
MOLAA reserves the right to re-allocate space in the following instances: increase or decrease in attendance, mechanical failures, weather or accessibility for service.
Use of additional rooms besides the rented room must be arranged at the time of initial contract and is subject to availability. Additional fees will apply.
Ceremonies in the galleries will be considered and approved at MOLAA's discretion for groups smaller than 30 persons. Approval of request may be based on exhibition schedule or other museum programming.
Ceremony and rehearsal times for Viva and the Robert Gumbiner Sculpture Garden must be arranged with MOLAA at time of the initial contract and are subject to availability. Rehearsal time is not guaranteed but maybe be arranged based on availability.
If the event takes place during normal museum operating hours, the client's guests may enter through the museum lobby and the museum long gallery; however the galleries will remain available to the public. For an additional fee, client may arrange for exclusive use of the museum galleries after normal museum operating hours. Reservations must be made at the time of the initial contract and is subject to availability and based on exhibition schedule. Food and beverage are prohibited within the galleries at all times.
Events are blocked for a standard 5-hour period that includes set-up and breakdown. Additional time must be pre-approved by MOLAA and additional fees will apply. Approval must be obtained and additional fees will also apply for all functions that start prior to 9:00 am or end after 12:00 midnight. Clients and guests have 30 minutes to vacate the property after the scheduled end of the event. After that time, additional fees may apply. In order to provide the finest service to the group, it is important that MOLAA be made aware of any change in the time or timing of the function. Note that all function space will be accessible 30 minutes prior to the start time of the event unless other arrangements have been made with the events department.
Facility rental fees include only the equipment specified on the "Facility Rental Rate sheet." Consult with TGIS to determine the needs for your event.
Special engineering, audiovisual, and staging equipment must be arranged with the MOLAA at least 30 days prior to the event date. Additional fees may apply and will be billed to the client for all such requirements. Museum audiovisual equipment may not be altered, modified or connected to any outside vendors' equipment for use during an event.
Artwork may not be touched or moved by any client or guest of the client for any purpose.
Arrangements for delivery of packages should be made through the Banquet department. Banquet department must be made aware of scheduled deliveries and pick-ups of all vendors. All packages sent to the facility must be prepaid.
Flash photography is prohibited in museum galleries. No photographs are to be taken solely of the art works themselves. Any photographs in museum galleries must be taken by a professional photographer and are only for the exclusive use of the client.
Parking for up to 130 total vehicles on the museum premise is available for events. If additional parking areas or services are needed, client agrees to incur all fees for such services. MOLAA will not be not responsible for any loss or damage to vehicles or their contents.
Amplified music is allowed only in designated areas of the museum. Only acoustic music and pre-recorded music played through the museums built in audio systems is allowed in the lobby and galleries during an event. A PA system with speakers may be used for oral presentations in the lobby. Music is allowed in the Sculpture Garden only until 10:00pm. And in Viva until 12am.
Decorations, specifically candles, brought into the facility by the client must be approved by the MOLAA prior to arrival. Confetti, rice and rose petals are never allowed. In order to prevent damage to fixtures and furnishings, no items may be attached to any wall, floor, ceiling, chair, or window with nails, staples, tape or any other substance, unless contracted out to a vendor. Client is not authorized to use any MOLAA equipment for set-up. Any unauthorized use of equipment automatically releases MOLAA from liability.
Client must provide all signage for their event. All signage, directional or otherwise must be of professional nature, may not be handwritten and must be approved by the MOLAA.
MOLAA reserves the right to review and approve any advertisements or promotional materials which specifically reference the MOLAA / Viva name and logo.
MOLAA represents and the client acknowledges that the facilities being rented for the client will be in compliance with the public accommodation requirement under the Americans with Disabilities Act. The client agrees to furnish MOLAA with a list of any auxiliary aids needed by attendees no later than 30 days prior to the date of the event. The client agrees to pay all charges associated with the provision of such aids by MOLAA.
Tables must be located in compliance with local Fire Department regulations pertaining to mandatory aisles and fire exits. The client acknowledges that decorations (specifically candles), props, or staging brought into the facility are subject to approval by the local Fire Department.
Under normal circumstances, MOLAA will provide 1 security guard per 100 guests or as many guards as deemed necessary by MOLAA to maintain adequate security measures in light of the size and/or nature of the function
To the extent permitted by law, the client agrees to protect, indemnify, defend and hold harmless MOLAA and their respective employees and agents against all claims, losses or damages to persons or property, governmental charges or fines, and cost (including reasonable attorney's fees), arising out of or connected with your function, except those claims arising out of the sole negligence or willful misconduct of MOLAA. MOLAA does not assume responsibility for loss or damage to any items brought into the facility by the client.
The client agrees to conduct the event in an orderly manner in full compliance with applicable laws, regulations and MOLAA's rules. The client assumes full responsibility for the conduct of all persons in attendance at its event and for any damage done to any part of MOLAA's premises during the time of its event. Failure to abide by any restrictions or policies cited in this document or posted on museum grounds may result in fees for damage, repair, replacement of equipment or property and/or lawsuit. During the event, MOLAA reserves the right to terminate the event if any event guest is violating the law or damaging property. In this case the client is still responsible for full payment and is not entitled to any refund. If state laws are not abided by, MOLAA reserves the right to call the local police department to enforce any infringements to the law. Any costs associated with this will be billed to the client.
This contract shall be construed and interpreted in accordance with the laws of the State of California.
The parties agree that in the event that any dispute arises in any way relating to or arising out of this contract, the prevailing party in arbitration or court proceeding will be entitled to recover an award of its reasonable attorney's fee and cost.