- Smoking is prohibited in all areas of the museum.
- Photography is prohibited in all exhibition areas without prior approval.
- Food and drink are prohibited in exhibition areas and in the auditorium.
- Sparklers, bird seed, rice, glitter and other such confetti are prohibited on the museum grounds.
- The renter is responsible for providing catering, office and technical supplies (extension cords, generators, catering service equipment, etc.) necessary for their event.
- Renters and/or their caterers are responsible for all event set-up and clean-up. All furniture, chairs, etc. must be returned to their original positions at the end of each event.
- Set up and dismantling of decorations, etc. is not to disrupt public use of the facility. Set up will not be allowed to begin until after 2 p.m.
- Renters and/or their caterers are responsible for the removal of all trash. Custodial services will be provided; however, Permit Holder will be charged for damages or extraordinary cleaning.
- Rental items must be cleared and picked up before the start of business the day following the event.
- We reserve the right to terminate the event at any time if security and/or event manager sees behavior that may threaten museum property.
- All rental equipment must include felt furniture pads on the feet in order to prevent damage to the terrazzo floor.
- The rental of a dance floor is required for dancing in the M. Smith Griffith Grand Hall and the Willson Sculpture Garden.
All events serving food to 50 or more guests must utilize a caterer included on the Approved Caterer List* of the Georgia Museum of Art or request that their desired caterer submit an application for Approved Caterer status. All events that serve food must have the menu and method of presentation approved by the Georgia Museum of Art special events office. PLEASE INCLUDE A COPY OF YOUR MENU FOR REVIEW WHEN RETURNING THE EVENT CONTRACT. For your convenience, your menu should be forwarded to the museum special events office at least three weeks prior to the event. This will allow ample time for any necessary changes or revisions. If approval is NOT granted, you will be notified. *Approved Caterer status is determined by guidelines subject to supplemental text.
- Candles, open flames, sterno burners, candle warmers, and deep fat frying are prohibited. All foods should be precooked. A microwave and warming oven are available for use.
- Please avoid serving the following: greasy finger foods, sauces that stain or are sloppy to serve or eat, sticky foods, powdery foods and foods with ‘sprinkles’.
- Coffee may be brewed onsite in the catering kitchen or classroom only.
- Red wine and red-pigmented beverages and sauces are prohibited in all areas of the museum (white and light pink blush wines are acceptable).
- Canned beverages are prohibited in all areas of the museum (liters and bottled beverages are acceptable).
Alcoholic Beverage Guidelines
The renter and/or their caterer is responsible for complying and enforcing all state and federal laws, rules, regulations and Board of Regents and The University of Georgia’s policies concerning alcoholic beverages which include:
- Check Identification. Alcoholic beverages must not be provided or served to persons below the legal drinking age. Therefore, the permit holder or their authorized agent must check for proper identification before serving any alcoholic beverage and must reject any questionable forms of identification.
- Refuse to Serve Intoxicated Guests. If a participant or guest appears to have exceeded his or her limit, the permit holder or their authorized agent must not serve any additional alcohol to that person. Furthermore, a reasonable effort should be made to arrange a safe trip home.
- Provide a Designated Driver or Shuttle Service. The permit holder or their authorized agent should establish procedures to provide impaired guests or participants a ride home. Such procedures can include assigning one or more members of each group of guests or participants the responsibility of being a designated driver who will refrain from drinking. Individuals who serve as designated drivers need to be sure that their personal vehicular liability insurance covers this situation. Another alternative is to provide a shuttle service.
- Provide Non-Alcoholic Beverages. The permit holder or their authorized agent should provide plenty of non-alcoholic beverages so as to avoid the problem of forcing guests to drink alcoholic beverages because there is nothing else to drink. There needs to be parity between the quantity and variety of non-alcoholic and alcoholic beverages.
- Serve Food. Another pitfall that should be avoided is serving guests a liquid at lunch or dinner. When alcohol is served or provided at a lunch, dinner or reception, there needs to be plenty of food available.
- Do Not Permit Self-Service of Alcoholic Beverages. The permit holder or their authorized agent must hire bartenders to serve alcoholic beverages in order to limit the size and number of drinks being served and to spot those who are drinking too much. Where the function involves a sit-down meal at which alcohol is served, waiters and waitresses should be instructed to ask before automatically refilling wine or liquor glasses to avoid a situation where a guest continues drinking simply because the waiter continues to pour.
- Post Drinking Restrictions in Prominent Places. Notices informing guests as to the legal drinking age should be conspicuously posted at University events where alcohol is served. This requirement is particularly important for those events where the guests or participants may include students or members of the general public who are younger than the legal drinking age.
- Restrict Alcoholic Beverages to a Controlled Area. The permit holder or their authorized agent must take adequate steps to insure that alcoholic beverages are not allowed outside the predetermined boundaries for the event. All alcoholic beverages should be consumed or disposed of by all guests or participants before they leave the premises.
- Limit or Eliminate References to Alcoholic Beverages in Advertisements. Advertisements or invitations to University events where alcoholic beverages are being served should emphasize the nature of the event and not the alcoholic beverages. Keep references to the type and quantity of alcoholic beverages to be served out of promotional materials.
- Limit Hours of Service of Alcoholic Beverages. Service of alcoholic beverages must be discontinued at a reasonable time (at least an hour) before an event is scheduled to end. The closing time should be posted near the bar to avoid misunderstandings at the end of an event.
- Cash Bars are permitted at non-university sponsored events. Cash bar service must be provided by hired bar services or caterers and a copy of the provider’s “off-site alcohol license” must be on file with the Georgia Museum of Art, Special Events office a minimum of 14 days prior to the event.