The Butler Institute of American Art
Guidelines for use of the Museum
The purpose of this program is to generate funding for the Butler Institute in its attempt to fund exhibitions that bring exceptional art to our community.
The benefits of sponsoring an exhibition are many. In addition to the knowledge that a financial contribution makes possible an exhibition for thousands of museum visitors, an individual or busi- ness can sponsor an exhibition and receive the following:
*The Butler Institute of American Art will provide the use of the museum for your event. *All printed materials forwarded by the Butler Institute will carry a tag line stating "This exhibition is made possible in part by a generous grant from (your name)".
*The sponsor automatically becomes a Connoisseur member of the Trustees Circle for one year.
The cost is $6000 for the use of the Butler Institute until 12 a.m. Bar must close 1 hour before event ends and no later than 11p.m. Events over 400 people will require an additional $500 to cover extra security. Fundraisers are not permitted at the Butler for any other organization. There can be no exceptions made with regard to these policies.
Children's events or functions requiring any alteration of facilities including special lighting, stages, or hangings of any type will be $7,500.
Donations to the Butler Institute are tax deductible in keeping with IRS regulations. Unfortunately, in-kind donations including art works cannot be accepted in place of cash.
To confirm the event date and sponsor an exhibition, a tax deductible, non refundable deposit of $1000 is required along with a signed agreement and credit card number.
The sponsor will pay the balance one month prior to the reception. A tax deductible form for remaining donation will be sent after the event.
General Liability Insurance with a minimum liability limit of $1,000,000 for Bodily Injury and Property Damage combined is required of any sponsor using the museum for an event. A certificate of insurance as proof of liability coverage must be presented to the museum prior to the event. The certificate must name The Butler Institute of American Art as an additional insured. For information contact your insurance agent or contact www.wedsafe.com;1-877-safe-wed.
The sponsor will contract all catering service, all rentals, provide coat checking and any other services required. Any organization that plans to sell or serve alcoholic beverages to guests who have been charged even an indirect fee, must apply for a license to the Ohio Liquor Control Board, 6606 Tussing Rd., Reynoldsburg, OH 43266-0701, 614-644- 2360 or download the form at http://www.liquorcontrol.ohio.gov/liquor12c05.htm. No one under 21 is permitted to consume alcoholic beverages on the premises. A copy of this license must be given to the Butler prior to the event. N/A for wedding receptions.
The Butler's parking lot holds approximately 60 cars after hours. Overflow parking in YSU lots/decks is available through YSU's Parking Services. All applicable fees must be paid by the sponsor. Valet parking requests through Parking Services. Sponsor needs to make all parking arrangements at 330-941-7189.
Restrictions: No lighted candles, rice, confetti, helium balloons or other objects deemed a security risk are permitted on the premises. No chocolate fountains allowed.
All activities for events must be cleared with the museum Staff prior to the event. Set- up must not interfere with museum visitors during open hours.
Upstairs galleries used for cocktails will be closed when dinner starts. Downstairs permanent collection galleries used for buffet service will be closed when no longer in use.
Bar service on marble or granite floors only. Bar will be closed at 11pm.
The Butler has available 50 (60") round tables, 25 (8') rectangular tables and 400 padded folding chairs. All other equipment will have to be rented by the sponsor/caterer.
The primary concern of the Butler staff at an event, as always, is to assure the appropriate pro- tection for exhibited works of art. Staff may remove art works from any area where they may incur damage during the course of an event but nothing may be removed or rearranged by the sponsor to accommodate a special event. There may be no art hanging due to unforeseen changes in exhi- bition schedules, and special exhibitions occasionally require a change of gallery space. This may make a previously reserved space unable to accommodate a previously arranged event.
The Butler Institute will not be responsible for the security of any gifts and all gifts must be removed at the end of the event.
Approved Caterers: Preferred Caterer: AVI Foodsystems 330--823-3148
AngeNetta's Café 330-533-6090; Antone's Banquet Ctr. 330-726-2454; Saratoga Catering 330- 393-6646