Private Event Policies and Procedures

General

The Clyfford Still Museum is a non-profit educational and cultural institution. The Museum’s collections and archives are irreplaceable, and caring for them is its primary responsibility. The Museum will review all prospective rental Clients on a case-by-case basis and reserves the right to refuse the facility rental to anyone to protect the Museum’s mission, image, reputation, or collections. All persons renting the Museum must adhere to the following rules:

The Museum may not be used for the following events: fundraisers for other organizations, political events, product sales or trade shows, alcohol-only events, art exhibitions, or illegal or inappropriate purposes or activities.
The maximum event capacity depends on the event and layout. Capacity is 20 for a 2-hour team building or meditation event, 34 for a micro wedding, 50 people for a seated event in the lobby, and 150 people for a non-seated event (depending upon event layout and not including catering or serving staff or entertainment).
Client’s guests may visit the Museum’s galleries during rental events.
The Museum must approve the proposed floor plan, run of show, and decorations (including floral) 14 days or more ahead of time. A complete list of staff working the Event must be provided to the Museum by the Client and its vendors no later than 24 hours before the Event.
Smoking is prohibited anywhere in the building (this includes the loading dock and terraces). Smoking is permitted 25 feet away from the building.
No flash photography is allowed on the second floor in any of the galleries or in any area of the Museum in which artwork is displayed or stored. Flash photography is permitted only on the first floor, terraces, or forecourt area. Movie and video cameras and auxiliary photographic equipment, such as tripods, lights, etc., are permitted only on the first floor. If photographic equipment is needed on the second floor, it must be approved by the Museum.
Photographers are allowed in the Museum’s galleries but must be escorted by a Museum staff member if deemed necessary by the Museum. Photographs taken in the Museum may be used solely for personal, non-commercial uses.
The Museum is in compliance with the Americans with Disabilities Act, and all public areas of the Museum are fully accessible.

Museum Staff

The Museum will provide an event lead, custodial, and security staff.
The event lead is responsible for ensuring all Museum protocols are followed and is intended to act as a host for the Museum.
Museum staff is not responsible for Event-related activities, including:
- Event planning
- Event host/MC
- Guest check-in
- Event setup/breakdown
A day-of-coordinator is required for all Micro Weddings.

Catering and Alcohol Service

The Client must use an approved full-service caterer and bartender for the Event. No self-service is permitted.
The Client must make all arrangements with its selected caterer separately from the Rental Agreement.
The Client is responsible for all catering costs, arrangements, and payments to the Event caterer.
The Client must request six staff meals from the caterer for Museum staff working the event.
All caterers must provide proof of the required insurance and a list of each staff member providing services in the Museum. Each person must check in with security upon arrival through the back door of the Museum, located on the southeast corner, accessible via the alley.

Approved Caterers

All catering services must be vetted and approved by the Museum 30 days or more before the Event.
The Museum has no catering kitchen; therefore, all food preparation must be done offsite or on portable equipment.
The Museum lists approved caterers in Exhibit C; however, any caterer can be vetted and approved if given appropriate notice.

Decorations

All décor and signs must be free-standing; decorations or signs may not be affixed to the walls, floors, cases, or any other part of the building, surrounding areas, or suspended from any Museum surface.
Due to the sensitive nature of the Museum’s exhibitions and collections, the following items are not allowed inside the Museum: helium balloons, confetti, streamers, poppers, silly string, birdseed, rice, glitter, or loose flower petals.
Freestanding non-helium balloon arches are permitted on the first floor and forecourt.
Hanging large signs or banners outside the Museum is not permitted.
Bubbles may not be used indoors, but may be used on the Museum’s forecourt.
Ice sculptures are not allowed in the Museum but may be used on the Museum’s forecourt.
Fog machines are not allowed in the Museum.
Blocking or hiding any entrances or exits behind screens is strictly prohibited.
No exhibits or fixtures may be moved to accommodate Events.
All freestanding or table decorations should comply with Museum safety requirements and be appropriate for the Museum setting.

Florals

All floral vendors must be approved by the Museum and participate in a 30-minute walkthrough.
Florals are permitted only on the first floor of the Museum.
Florals are not permitted on the second floor of the Museum at any time. This includes floral arrangements, decorations, bouquets, boutonnieres, corsages, and other floral designs.
Floral replacements on the second floor must be made from synthetic or paper materials. Dried flowers are not permitted.
Floral arrangements should be prepared off-site or in designated prep areas.
Floral containers must be non-porous or include an approved liner.
Arrangements must be moved empty of water. No misting is allowed in the Museum.
The following plant materials are prohibited in the Museum: live plants or trees, ferns, flowers with excessive pollen or strong odors, dirt, sand, leaves, hay, straw, moss, or logs.
All floral materials must be removed from the Museum immediately after the Event. Any florals remaining after the Event end time will be discarded.

Music/Entertainment

The Museum must be informed of all entertainment in writing at least 14 days before the Event date to review electrical capabilities, lighting, and any other requirements for the Event.
Any amplified music is subject to volume control at the discretion of the Museum’s event staff.
Any music played on the forecourt or heard outside the building must follow City of Denver noise ordinances.
Before the date of the Event, the Client or a representative of the Client’s entertainment must obtain all necessary rights to perform any works that are subject to any copyright and will indemnify and hold harmless the Museum from and against all charges, complaints, liability, damages, costs, fines, fees (including reasonable attorney’s fees), assessments, and penalties arising out of the performance of any such work.

Parking

Parking is generally available at the Cultural Complex Parking Garage at 12th Avenue and Broadway. Surface parking lots and on-street metered parking are located on Bannock Street between 12th and 13th Avenues and on 12th Avenue between Acoma and Bannock.

Coat and Bag Check

A coat rack holding approximately 100 coats can be available for Event use. The Client must staff any coat check services. The Museum is not responsible for items on the coat rack.

Flammables

No candles, flames, or oil lamps are permitted in the Museum. Only LED candles are allowed.
Aerosol hairspray and any other flammables are not allowed in the Museum.
Gasoline, propane, grills, or similar devices are prohibited inside the Museum.
Propane grills are allowed on the forecourt if an additional security officer is hired for the Event at an extra cost to the Client.
Caterers can use flameless warming systems, sternos, chafing fuel, electric ovens, and heat lamps. There are a limited number of outlets in the Event space. Caterers must have any electrical needs approved and planned with the floor plan before the Event.
Fireworks, including sparklers, are strictly prohibited anywhere inside the Museum.
Sparklers are permitted on the forecourt.

Equipment

The Museum has the following equipment available for the Client: wireless microphone, podium, lobby TV screen, and audio on the first floor. The Museum does not provide AV staff.
The Client is responsible for procuring all other equipment required for the Event.
The Museum has limited equipment available for rent. Fees will be assessed and added to the final invoice.
The Museum is not responsible for the loss of or damage to any equipment or other property brought onto the Museum’s premises by others for the Event.
All items brought into the Museum are subject to inspection by the Museum’s security officers. No items may be stored at the Museum unless agreed upon before the Event.

Event Setup, Breakdown, and Clean Up

The Client is responsible for all setup and breakdown of the Event and for promptly removing all equipment used at the end of the Event.
Set up for Events may begin in the loading dock at a time agreed upon by the Museum.
Setup in the Museum’s public areas may begin after the Museum’s visitors have exited and the Museum’s security officers have confirmed the Museum building is clear or at a time agreed to by the Museum. Setup may not interfere with the Museum’s visitors or guests at any time.
Setup shall comply with all applicable codes and regulations, including the Denver Fire Code, and all requirements for access and egress.
Breakdown must be completed within one hour of the Event’s end, and all rental items, equipment, and decorations must be removed from the Museum. Any additional time required may result in fees assessed to the Client.
The Client or its caterer is responsible for restoring all areas of the Museum used for the Event to the same condition as before.
All trash must be removed from the Museum premises at the end of the Event. Dumpsters are in the alley, and recycling bins are available in the loading dock.
Before leaving the Museum at the end of the Event, the Client and caterer must do a walk-through inspection of the Museum with a member of the Museum’s staff. Client agrees that the Museum’s cleanliness must meet the Museum representative’s satisfaction.
Additional fees may be assessed if Museum staff is required to assist with the setup or breakdown of any equipment.

Deliveries and Receiving

The Museum must be notified of all deliveries relating to the Event no later than 7 days before.
Deliveries may only be made on the day of the Event (unless previously agreed to in writing).
The Museum cannot store any Event-related equipment or supplies.
The Museum disclaims all responsibility for the damage to or loss of any property brought into the Museum facility during the Event by the Client or others.

Loading/Unloading

Loading and unloading of delivery vehicles is permitted only at the loading dock and back door of the Museum, which is located on the southeast corner of the Museum and accessible by the alley.
Loading and unloading is limited to one hour (exceptions may apply) when all vehicles must vacate the dock area.
Delivery vehicles may not block the alley.
The designated Event caterer is permitted to park their truck in the loading dock and work out of it and the dock area during setup, Event, and breakdown.
All individuals loading and unloading through the dock area must sign in with a Museum security officer before accessing the building.
The Museum does not provide carts, dollies, loading tools, or equipment; therefore, the Client and its agents must make arrangements.

Security Requirements

All events at the Museum are assigned a risk level corresponding to the number of Security Officers needed. Risk level is assigned by the Museum at least 30 days before the event and is non-negotiable. If the Museum deems that more security officers are required than are included in the Space Fee, an additional charge will be added.