Rental Guidelines
The Client acknowledges and agrees to but is not limited to all provisions set forth in the following:

The event space and surrounding grounds are accepted “as is”, the Client shall be deemed to have accepted the space as being in acceptable order, condition and repair.

The AAM reserves the right to move, close or restrict access to exhibits if it so chooses. Security is required in exhibition spaces and will be provided by the AAM. Access to exhibition spaces after 10pm is not permitted. Extended access must be arranged with the AAM 30 days prior to the event and will incur additional fees.

Artwork will not be moved and no alteration of artwork will occur. All event materials must be set up a minimum of three (3) feet away from any artwork.

Event set up may occur only within booking timeframe. If additional access is required additional fees will apply. If the event runs over the allotted time, the Client agrees to pay additional hourly surcharges. Set up in Cressey Hall may not begin until 5pm. Set up in the Studio and Exterior is available as operational requirements permit.

The Client agrees to be responsible for any damages done to any part of the site by the Caterer, their guests, invitees, employees, independent contractors or other agents under the Caterer’s control. Any AAM equipment damaged will be billed back to the Client at a replacement cost as determined by the AAM.

The AAM will not assume or accept responsibility for conditions beyond the control of the AAM or damage to or loss of any articles or merchandise left in the space prior to, during or following the Client’s function. Lost and stolen articles are the responsibility of the Client.

The AAM provides on-site staff and security personnel for the event time agreed to. In the event that the Client requires assistance, the Client agrees to notify the staff or security personnel of their specific needs so they can be addressed as soon as possible.

Food and drinks are not permitted in the Upper Galleries, Permanent Collection or active Special Exhibition spaces.

A Special Event Liquor License must be obtained and presented to the AAM 30 days prior to the event. All guidelines listed in Section 12 – Alcohol must be adhered to.

Candles are not allowed on the property including the outdoor areas.

Propane, natural gas or any other flammable materials are not allowed inside the AAM. Gels are permitted. Any cooking devices with gas or flammable components must be used outside of the AAM and arrangements for this must be made with the AAM.

Caterers must anticipate for any grease and food spillage during the installation of the event. Drop cloths must be installed and are the responsibility of the Caterer. Depending on the extent of any staining to interior or exterior flooring a cleaning fee of $250.00 per hour may apply with a one (1) hour minimum and be charged back to the Client.

All trash, equipment, event materials and décor must be removed immediately following the completion of the event. No food or catering waste shall be left on the AAM property. All spaces must be left the way they were found. Regular janitorial services are included with the rental. In the event that excessive cleaning is required, an additional cleaning fee of $250.00 per hour may apply with a one (1) hour minimum. If event related items, food or catering waste are left a disposal fee of $500.00 will be charged to the Client.

The AAM PA system can only be moved or operated by AAM staff.

Flash photography is not permitted in the exhibition spaces.

Flowers are not permitted in the Upper Galleries, Permanent Collection or Special Exhibition spaces. Soil is not permitted in any exhibition space, the Upper Galleries or the Glazed Hallway. Soil is permitted in Cressey Hall and Studio, load in and load out is required through the front entry doors.

No tape or pins are to be used on walls. No tape may be used on the flooring.

The use of confetti, rice or bird seed is prohibited in the AAM and on the grounds of the property.

Smoking & vaping is not permitted on the AAM property. In case the fire alarm is activated due to smoking or vaping a fee of $500.00 will be charged to the client.

Parking is not permitted under the AAM or on the AAM property from November – May annually. Parking is prohibited under the AAM or on the AAM property to all event attendees.

Access/Delivery and Pick-up Guidelines

Load-in and vendor deliveries are eligible on event day only. Early load-in must be arranged a minimum of 14 days in advance with the AAM and is based on availability. An additional storage fee of $500.00 per day may apply.

Rental deliveries must be scheduled in advance. If a vendor arrives before or after the agreed upon access time delivery may not be guaranteed. Vendors must notify the AAM upon arrival at the Museum.

Contact information of all on-site vendors must be provided to the AAM including contact name and phone numbers.

There are two delivery drop off locations, the AAM will confirm which drop of location may be used: Blackcomb Way front entry door or the loading bay via parking lot 4.

Loading bay access requires the supervision of the AAM staff. At no time will the Client issue access to the AAM to a vendor or contractor.

Load-out immediately following the event is preferable. However, pick-up is available 11am – 12pm the day following the event and must be arranged in advance with the AAM.

Event related items and equipment cannot be left on the premises following the conclusion of the scheduled event time. The client will be charged $500.00 per day if items or equipment remain on the premises after 12pm the following day. After 48 hours the AAM has the right to discard any remaining items and a disposal fee of $500.00 will be charged to the Client.

General

In the event of an emergency that requires fire, police, or emergency medical personnel, the Client agrees to call 911 immediately. In these cases, the AAM will act in the same manner and the emergency response may be unduly delayed if the Client delays. The AAM service personnel are not trained or qualified to administer emergency services.

 

Sound Levels

Sound levels shall not exceed 95-98 decibels. No person, DJ or band shall make, assist in making, permit or allow to continue any sound exceeding the decibel limit, as determined by AAM Staff. The AAM will monitor noise levels to stay within the allowable limits and liaise with the Band/DJ if they are getting close to the cut off level. The AAM reserves the right to switch off the power supply to the music when the limits are exceeded after two verbal warnings. Subwoofer’s are not permitted.

Marketing

Design and Promotional Materials that incorporate recognition of the AAM or the use of the AAM’s watermark requires prior approval.

Alcohol

The Client agrees and warrants that there shall be NO CONSUMPTION OF ALCOHOL BY PERSONS UNDER AGE 19. The Client agrees to refuse to allow alcohol to be served to, or consumed by, any person who is visibly intoxicated or under 19 years of age.

The Client shall monitor all service, if any, of alcohol and specifically acknowledges that the Client is solely liable for the consumption of any alcohol by any person on the premises and that such liability shall extend to any aspect regarding the consumption of alcohol. No person may leave the premises with open alcohol.

The AAM may ask guests for identification to verify age and reserves the right to ask the entire party to leave if:

• a minor is consuming alcohol
• an adult is providing alcohol to a minor
• a guest(s) appears intoxicated and refuses to leave the premises.

If alcohol is SERVED at an event, proof in advance is required that persons contracted by the Client have a valid Liquor License from the BC Liquor Control Board (BCLB) 30 days prior to event date.

Note: Only BCLB licensed server(s) can pour the alcohol.

Alcohol may be consumed in the following areas of the AAM:

• Cressey Hal (150 person capacity)
• Museum Exterior (200 person capacity)

The Client shall indemnify and hold the AAM harmless from all liability for improper use of alcohol. Violation of the terms of alcohol usage and consumption shall be grounds for immediate termination of this contract and the event will be shut down without any further notice to the Client.