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Rental Guidelines

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.

Cornell Catering is the exclusive caterer of the Johnson Museum of Art. Explore their website for more information about their services.

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

 

1. 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, and damage to facilities, among others.

2. Hours/Days Available 

Events may be scheduled between 9:00 a.m. and 11:45 p.m., Tuesdays to Sundays. Evening events on Mondays may also be scheduled. During the Cornell academic school year (August 15 to May 15), Thursdays (9:00 a.m. to 11:00 p.m.) and Saturdays (9:00 a.m. to 5:00 p.m.) are not available for scheduling events. These days and times are reserved for Johnson Museum education 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. 

3. 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 Chief of Security and Special Events when arriving at the Museum to review Museum guidelines and arrangements. 

4. Museum Equipment

The Museum has a limited selection of audio/visual and presentation equipment available for event functions. Please inquire on specific requests.

• Digital projectors
• Slide projectors
• VCR and monitor
• LCD video projector
• Lectern with PA system
• Wireless PA/microphone system
• Wireless PA/lapel microphone system
• Overhead projector
• Boom box
• Blackboard 
• Screen(s)
• Rectangular conference tables (8 ft. long x 3 ft. wide)
• Rectangular conference tables (6 ft. long x 3 ft. wide)
• Small round coffee tables (3 ft. rounds)
• Large round tables (5 ft. rounds) 
• Conference chairs
• Steel stackable chairs
• Black-out shades
• Mac laptop

5. 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 Chief of Security and Special Events and must include pre-payment (refer to Guidelines 1). 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 Chief of Security and Special Events ASAP via e-mail or phone (607 255-6464). (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 forms will 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 nonrefundable down payment is required to be returned with the rental information.

If the Museum’s Chief of Security and Special Events 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 Chief of Security and Special Events and must include pre-payment. 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 Chief of Security and Special Events ASAP via e-mail or phone (607 255-6464). (Additional charges will be incurred if these last-minute changes affect personnel scheduling within 3 days of the event.)

6. Parking

The parking spaces in front of the Museum are for visitors to the museum itself and not for rental 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 p.m. 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.

7. 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 Appel Lobby, Lynch Conference Room, and, weather permitting, the Mallin Sculpture Court (floor 2). Dancing is permitted in the lobby and on the sculpture court (weather permitting). Eating and 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.

8. Catering

Cornell Catering is the exclusive caterer of the Johnson Museum of Art. Explore their website for more information about their services.

9. Event Area(s) Set-Up/Break-Down

 The Museum’s Chief of Security and Special Events 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.

10. 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.

11. 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.

12. 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.


13. Damage

Any damage to Museum facilities or equipment beyond normal wear and tear will be reported to the Chief of Security and Special Events on the following business day. The group is responsible for the repair and/or replacement cost associated with such damage.


14. Use of University Property Form and Liability Insurance

All groups renting museum space must complete the 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:

Craig McAllister
Director/Risk Management & Insurance
East Hill Office Building Suite 200
Ithaca, NY 14850
607 254-1575 / 607 254-8000 (fax)

15. Tours

The Johnson 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 607 255-6464 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.