Museum Guidelines

AMERICAN WITH DISABILITIES ACT

TBM 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 TBM with a list of any auxiliary aids needed by attendees no later than 60 days prior to the date of the event. The client agrees to pay all charges associated with the provision of such aids by TBM.

ARTWORK

Artwork may not be touched or moved by any client or guest of the client for any purpose. Any damage to artwork will be paid for by the guests.

ATTORNEYS FEES

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.

CANCELLATIONS

Refunds of deposits are not refundable except for the incident of a natural disaster. The museum management reserves the right to decide the final outcome.

CEREMONIES AND REHEARSALS

Ceremonies in the galleries will be considered and approved at TBM’s discretion for groups smaller than 100 persons. Approval of request may be based on exhibition schedule or other museum programming.

Ceremony and rehearsal are to be arranged at time of the initial contract and are subject to change without notice. Rehearsal time is not guaranteed but maybe be arranged based on availability.

CONDUCT OF EVENT

The client agrees to conduct the event in an orderly manner in full compliance with applicable laws, regulations and TBM’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 TBM’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, TBM 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, TBM 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.

DECORATIONS

Decorations brought into the facility by the client must be approved by the TBM prior to arrival. 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 of TBM equipment for set-up. Any unauthorized use of equipment automatically releases TBM from liability.

DELIVERIES

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.

EQUIPMENT

Facility rental fees include only the equipment specified on the “Facility Rental Rate sheet.” Consult with TBM to determine the needs for your event.

ENGINEERING, AUDIO VISUAL, AND STAGING

Special engineering, audiovisual, and staging equipment must be arranged with TBM at least 60 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.

FIRE SAFETY

Tables must be located in compliance with local Fire Department regulations pertaining to mandatory aisles and fire exits. The client acknowledges that decorations, props, or staging brought into the facility are subject to approval by the local Fire Department.

FORCE MAJEURE

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 TBM’s control.

FUNCTION ROOMS

TBM reserves the right to re-allocate space in the following instances: increase or decrease in attendance, mechanical failures, weather or accessibility for service.

GOVERNING LAW

This contract shall be construed and interpreted in accordance with the laws of the State of Texas.

GUARANTEES

The Bryan Museum must be notified 1 week 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.

INDEMNIFICATION

To the extent permitted by law, the client agrees to protect, indemnify, defend and hold harmless TBM 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 The Bryan Museum. TBM does not assume responsibility for loss or damage to any items brought into the facility by the client.

MUSIC

Amplified music is allowed only in designated areas of the museum. Only acoustic music and pre-recorded music played through the museums is allowed in the lobby and galleries during an event. A PA system with speakers may be used for oral presentations in the lobby or certain spaces. Music is allowed on outdoor museum property only until 10:00pm.

MUSEUM GALLERY ACCESS

If the event takes place during normal museum operating hours, the client’s guests may enter through the museum lobby; 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 and exhibition schedule. Food is not prohibited within the galleries at any time. Alcohol is permitted in certain parts of the museum.

OTHER MUSEUM FACILITIES/ROOMS

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.

PAYMENT POLICY

Payment of the final balance is due 30 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. TBM accepts Master Card, Visa, and American Express for payment up to the payment deadline. A 2.9% fee is charged for use of a credit card. Personal checks will be accepted only if received 30 days prior to the event. Cash or cashier’s check is required thereafter.

PHOTOGRAPHY

Flash photography is prohibited in museum galleries.

PROMOTIONAL CONSIDERATION

The Bryan reserves the right to review and approve any advertisements or promotional materials which specifically reference The Bryan Museum name and logo.

SIGNAGE

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 TBM.

TIMING OF FUNCTIONS

Events are blocked for the agreed upon period of time that includes set-up and breakdown. Additional time must be pre-approved by TBM and additional fees will apply. Approval must be obtained and additional fees will also apply for all functions outside of the initial agreed upon time. 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 TBM 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.