Event Rental FAQs
Booking Your Event
Who do I contact to inquire about booking a private event at UMFA?
Contact the events coordinator or call 801.581.5643 for more information, allow 1–3 business days for a reply.
Can I place a hold on a specific date for my event?
Yes. We can place up to 2 holds, based on availability and valid for 14 calendar days. No deposit is required.
You will be notified if your hold date is requested by another individual—you have first right of refusal. However, if we are unable to contact you within 24 hours we reserve the right to release the hold to a party with deposit in hand.
Can I schedule a time to see the venues in person?
Yes. With at least 24 hours notice, our event coordinator will be happy to show you the event spaces and discuss your individual needs. Appointments can be made Monday through Friday from 10 am–5 pm. Special arrangements may be made, based on availability. Contact the events coordinator or call 801.581.5643 to schedule an appointment.
Is a deposit required to book my event? If so, is it refundable?
When you are ready to book your date, our event coordinator will draft a contract for your review. A signed contract is required to book the date. a deposit (equal to half the rental fee) is required within 10 days, $600 of which is non-refundable. If the total price is less than the non-refundable $600, the entire rental fee is due at signing and is non-refundable.
Are Museum galleries open during my event for my guests to view?
Gallery access is not included with your rental. However, for an additional fee we can provide unlimited guest access to the galleries for the duration of your event. Please note, food and drink are not permitted in the galleries.
What time can my event begin? Is there a specific time it must end?
Evening events may not begin earlier than 5 pm, with guest departure no later than 10 pm. An additional security fee of $500/hour will be assessed if teardown extends beyond 11 pm. Morning and afternoon event reservations are subject to approval, contact the events coordinator or call 801.581.5643 to discuss your daytime request.
How much time set up time is allowed for my event?
A two-hour setup window is included with your rental fee. Set up for daytime events can begin at 7:30 am. Set up for evening events can begin at 3 pm. Access for setup in your rental space depends on the start time indicated in your contract. A one-hour tear-down window is included in your rental fee.
Does the museum provide tables or chairs for events?
A selection of in-house event furnishings are included in your rental fee:
- 230 Chairs
- 25 Seated Round Tables (60" diameter)
- 20 8' x 30" Banquet Tables
- 10 6' x 30" Banquet Tables
- 12 Standard High Boy Tables (36" diameter)
- 12 Swirl-top high boy/cabaret tables, linens not required (36" diameter)
- Sound System
- Podium
- Screen and Projector
Do you offer special discounts?
Yes. We are proud to offer discounts to non-profits and University departments. We offer discounts to clients booking 2 or more events in the same transaction and combination rates for booking 2 or more event spaces for the same date. Contact the events coordinator for pricing, information, and restrictions.
Use of Museum and Event Venues
What is included with my rental fee?
The use of on-site amenities and services available in each rental space is complimentary. This includes tables and chairs for up to 240 guests, existing A/V elements, event staff support, basic security, and custodial service. During the spring, summer, and fall months outdoor spaces are included with their adjacent indoor spaces at no additional charge.
What are some common things not included with my rental fee?
We are not able to provide the following:
- Food and beverage service
- Bartending service
- Dinnerware and décor
- Floral arrangements
- Live music and photography
The following amenities are available for an additional cost:
- On-campus parking arrangements
- Additional or advanced A/V elements and support
- Additional party rentals such as linens, tables, or tents
- Steinway Piano
- UMFA gallery access
- Additional security
Is Wi-Fi available in the Museum?
Yes. The entire museum is Wi-Fi compatible through the University's internet, free of charge. Prior arrangements are not required.
Can alcohol be served at my event?
Yes. The rental contract includes an addendum outlining the University's terms for alcohol service on campus. The addendum must be agreed to and signed in advance to permit alcohol service at your event. Alcohol must be served by a licensed bartender who meets the University's requirements—all Museum-approved caterers can provide this service. Alcohol service will not be permitted without at least two-weeks' notice. Contact the events coordinator for more information.
May I choose my own vendors?
You may choose from our list of approved caterers for food and beverage service. For all other items, including wedding cakes, party rentals, live music, etc., you may select any professional provider. Contact the events coordinator for a list of UMFA-preferred professionals.
Can I serve home-prepared food at my event?
Per University regulations, all food and beverages served on University property must be prepared in a professional, licensed kitchen. We cannot allow home-prepared food, beverages, or desserts on-site. Many of our caterers will prepare client-requested recipes.
Are there restrictions on decorations or décor at the Museum?
Yes. We cannot allow open flames (including live candles), potted plants, balloons, birds, butterflies, loose sand, feathers, or glitter. Any similarly pervasive materials are prohibited. Nothing may be affixed to Museum surfaces including walls, windows, or floors. Contact the events coordinator to discuss specific items you would like to bring to your event.
Can school dances be held at the Museum?
School dances are not permitted at the UMFA.
Is live music allowed during my event?
Yes. We can recommend a number of local musicians, contact information can be found on our Preferred Professionals list. You are not limited to the professionals on that list. The Great Hall's acoustics are well-suited for small jazz combos, though we have accommodated music ranging from acapella groups to DJs. A Steinway grand piano is also on site and available for use, should the need arise.
Will I have to make special parking arrangements for my guests?
Depending on what day of the week you hold your event and how many guests you are expecting, you may have to make special arrangements, which we will add to your final invoice. We recommend holding your event on a weekend, if at all possible. As parking regulations are not enforced on Saturdays and Sundays, no prior arrangements will be required.
If your event falls on a weekday, there are several courses of action that can be taken if special arrangements are required, which may include ordering lot moratoriums, space reservations, and validation booklets. Please contact our event coordinator with any specific questions about parking capacity, or if you would like to request a quote on parking.
Special Notice: Starting June 2014, parking in the business loop will be under construction. This may affect parking for up to 18 months. Be sure to discuss your needs with our event coordinator prior to booking.
Is the Museum ADA accessible?
Yes. The UMFA is ADA accessible in all regards. Visit the Accessibility page for more information.
Weddings at the UMFA
Is it possible to have both my wedding and reception in the Great Hall?
Yes, this is a common wedding scenario. Your rental fee includes the service of our special events staff. Starting as early as two hours prior to your ceremony, our events staff will begin the setup for your wedding ceremony. After the ceremony, they will be on hand to transform the space for your reception. Depending on the intricacy of the floor plan and catering needs, this may take up to two hours.
To ensure a faster turnover, we recommend including gallery rental for an additional $200 security fee. This allows for clearing the Great Hall during the transition and creates a unique and memorable experience for your guests. You may also rent the café space for a post-ceremony cocktail hour. Contact the events coordinator for combination rate quotes.
Is there a dedicated space where the bridal party can change?
Yes. The Green Room is available to the bridal party, equipped with a sink, mirror, and chairs. Depending on availability, the Brady-Hansen Boardroom can serve as a dressing room for the groom and groomsmen (window screens are available for privacy).
Are the galleries available for use for wedding ceremonies?
No. For the protection of the art, all events must take place in designated rental spaces.