Facility Rentals Policy
As of Fall 2021, we've ceased our rentals program permanently. The following document is no longer applicable but is archived here for reference.
The Spurlock Museum hosts events such as lectures, receptions, film screenings, performances, and ceremonies. Events that are not planned and organized by the Museum are managed by the Coordinator of Special Events in accordance with this Facility Rental Policy. Tours of the Museum are not covered by this policy and are scheduled through the Education Program Coordinator.
Rentable Museum Spaces
Rental of interior spaces (including the auditorium, lobby, and galleries) can be requested through this policy. Use of the Museum will not constitute an endorsement by the Museum of any group and/or individual, its activities, or its products.
Rental of exterior spaces such as areas between the Museum and other buildings or the adjacent parking lot is not controlled by the Museum. Inquiries regarding these University facilities should be directed to the University’s Office of the Registrar.
The University of Illinois policy for the use of campus premises and facilities, including the Spurlock Museum, is found in the Campus Administrative Manual, section VIII – 1.
Submitting a Request for Facility Rental
Each rental use of the Museum requires documents that must be completed and signed at least 3 weeks prior to the requested date of use.
The Coordinator of Special Events or Director approves or denies requests for rental of facilities based on the following considerations:
- purpose of the request
- support of the missions of the Museum and the University
- availability of staff and other resources required to support the request
- compliance with policies of the University of Illinois and local, state, and federal laws
- security and safety concerns for the well-being of visitors, Museum staff, and Museum facilities and their contents
- adequate and appropriate liability insurance that covers requested facility use
Additional information may be required in order to approve or deny a request.
Fees
Fees are largely dependent on which areas of the Museum are utilized, Museum staffing levels required, and the duration of time in which each area is utilized (including event setup and actual event, continuing through cleanup following an event). Use of available equipment in the rented area(s) is included. As part of your rental fee the Museum will informally test equipment and multimedia presentation without charge in advance subject to the availability of equipment, space, and staff.
Additional Costs
Rehearsal time associated with but not taking place immediately prior to an event will be assessed at the hourly rate. Additional fees may be assessed as negotiated for activities that occur outside of the primary facility rental period. Examples of these expenses include, but are not limited to, rehearsal time, creation/distribution of event tickets, or receiving/storage of equipment or furniture.
Deposit
A non-refundable deposit may be required as a condition for approval. If required, the deposit will be 20% of the estimated total costs and is due 3 weeks prior to date of use. Final payment is due within 30 days after date of use and will reflect any deposit paid and any adjustments for unforeseen costs that occur
Renter Guidelines
Use of all facilities and equipment (regardless of ownership) will be supervised by the Museum and will be subject to the following guidelines:
Occupancy
- Exceeding room occupancy limits, blocking aisles, and obstructing foot traffic are not permitted.
Setup
- Caterers, performers, and other support personnel (including anyone doing event setup) must enter/exit via the Museum’s loading dock entrance. Guests attending the event will use the main entrances.
- Exits may not be blocked.
- Setups must be in accordance with the Americans with Disabilities Act.
- Exterior access doorways may not be propped open.
- Outside equipment and furniture must have prior approval and may be inspected prior to entry.
- Museum tables or chairs may not be set up or rearranged except by previous written permission of the Coordinator of Special Events.
Food & Drink
- All food and drink served at Museum rental events must be contracted through a University-approved caterer.
- Food and drink are permitted only in designated areas during events. Areas designated for receptions may change depending on exhibit layout.
- Guests entering with food or drink may finish them in the lobby area before moving to other areas of the Museum.
- Performers and presenters in the Auditorium may have water in a closed container.
- All events at which alcohol will be sold or distributed must comply with the University of Illinois at Urbana-Champaign Alcohol Management Policy.
Decoration
- Real plants (potted plants, dried or cut flowers, etc.) may not be brought into the Museum.
- Candles or other decorations with an open flame are prohibited.
- Nothing may be attached to the Museum’s walls, floors, casework, artifacts, or pedestals.
Restricted Activities
- Vigorous physical activities (such as dancing or martial arts) are only allowed on the Auditorium stage.
- Arts and crafts materials may only be used with prior approval.
Liability
- Renters must provide proof of insurance as needed and are responsible for all damages. Renters will be charged for the repair of any damages.
- The Museum cannot be responsible for lost, damaged, or stolen personal items.
Equipment / Services
- Technical requirements (a tech rider) must be supplied by the renter and reviewed by the Coordinator of Special Events when requesting facility use to ensure requirements can be met.
Publicity
- The renter must provide the Museum with copies of event publicity and informational materials prior to distribution.
Sale of Merchandise
- Sale of merchandise is not allowed without prior Museum approval. If approved, the Museum will receive a percentage of the gross sales due immediately following the sale.
In addition to these guidelines, all participants in rental events, including support staff, must adhere to the Visitor Code of Conduct.
The Museum reserves the right to refuse service to organizations or individuals that do not follow University and Museum policies and rules.