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Special Event and Space Usage Policies at The Nickle Arts Museum

Museum Location and Contacts

The Nickle Arts Museum is located on the University of Calgary campus at 424 Collegiate Boulevard. For information and bookings contact the Technical Coordinator, Don Sucha, at 220-7234 or e-mail dsucha@ucalgary.ca.

General Information, Criteria and Policies

This document does not include, nor does it form a part of, the exhibition policy of The Nickle Arts Museum but rather covers the rental of the space for events such as (but not limited to) lectures and receptions. For further information on our exhibition policy, please contact the Director or one of the Curators at 220-7234 or e-mail the Museum at Nickle@ucalgary.ca.

The Nickle Arts Museum encourages and supports the use of its facility by both campus and non-campus groups subject to the following policies and guidelines. In addition, all events held at The Nickle Arts Museum must comply with all University of Calgary regulations governing such events. The event sponsor is responsible for knowing and observing the regulations of both The Nickle Arts Museum and the University of Calgary. The appropriate staff at the museum can assist by directing the event sponsor to the appropriate University of Calgary department(s) as necessary.

In accordance with the University of Calgary's general space rental policy, the term "University of Calgary faculties, departments and organizations" is defined as follows:
-All academic units of the University of Calgary;
-Administrative and service units of the University of Calgary;
-University institutes, centers and groups;
-Students' Union and approved student groups;
-Graduate Students' Association;
-Groups whose ties with the University range from a formal tenant relationship to one based on a tradition and practice, for example, TUCFA, AUPE, Alumni Association, University Day Care Center, Chaplains' Association, University Women's Club, Calgary Sigma XI, University Credit Union.

-All requests for events are to be submitted to the Technical Coordinator, Don Sucha, at least three weeks in advance of the event for events sponsored by on campus groups, or six weeks in advance for events sponsored by off campus groups. Due to the nature of exhibition planning, requests made more than eight months in advance of the event may not be considered. Consideration of each event request is based on the relation of the proposed event to; The Nickle Arts Museum's mission and mandate; the timing of the event in relation to museum activities; the scheduling other events; the ability of the museum staff and facility to accommodate the event; and the suitability of the event with regards to the safety and security of the museum's facility, collections and exhibitions.
-Once an event has been approved an event booking form will be sent to the event sponsor stating the necessary fees and obligations of the sponsor. The form must be signed by the sponsor's representative and returned to the Nickle Arts Museum for the event to be officially scheduled. After the agreement is signed, the sponsor is obliged to pay the required fees unless the museum is notified of cancellation in writing at least one week in advance of the event.
-In judging the suitability of an event, the museum's priorities (in order of importance) are as follows:

1. Programmes and activities of The Nickle Arts Museum.
2. Academic programmes of the University of Calgary.
3. Public educational programmes of University of Calgary faculties, departments and organizations.
4. Other events sponsored by University of Calgary faculties, departments and organizations
5. Private events sponsored by University of Calgary faculties, departments and organizations.
6. Public events related to the arts and humanities sponsored by off campus groups
7. Other public events sponsored by off campus groups.
8. Private events sponsored by off campus non-profit groups.
9. Private functions sponsored by off campus commercial groups.

-Events such as weddings and private parties will not be considered. The use of the facility for memorial services will be limited to those held in honour of members of the University Community.
-Off campus commercial ventures such as trade shows will also not be considered. Other commercial events such as client appreciation evenings will be considered, but accepted at the discretion of the museum staff.
-No event will be scheduled to run past the hour of 10:00 pm
-Generally, food related functions should be limited to "wine and cheese" type receptions serving "finger food". The museum is not equipped to hold full meals.
-Event sponsors may not use the name of The Nickle Arts Museum in connection with the event (except as a location) without the express consent of The Nickle Arts Museum. All advertising and publicity naming the Nickle Arts Museum as the location must be approved by The Nickle Arts Museum prior to the distribution of such material.

Safety and Security

The safety and security of the Museum's staff, visitors, collections and exhibitions must not be compromised by any event. At least two members of the Museum's staff must be present throughout the event and additional staff will be present at the discretion of the Museum. Sponsors and participants must comply with all instructions of the museum staff regarding safety and security. Museum staff are authorized to refuse entry to or expel individuals who violate Museum or University policies. Museum staff have specific duties to perform during an event and are not available as extra help for the sponsors (ie: they will not sell tickets or perform registration duties).

The Museum is normally open to 45 minutes before the scheduled start time of the event. For private events, a representative of the sponsor must be present throughout the entire period that the Museum is open. Museum staff will remain in the Museum until all those in attendance at the event have left the building.

No museum objects, exhibitions, lighting or fixtures will be moved or otherwise altered to accommodate the event. The sponsors of the event may not install decorations, posters, or other exhibits within the Museum without prior arrangement with the Technical Coordinator. Permission will only be granted if such items are free standing and do not interfere in any way with the viewing of the displays currently on exhibit at the Museum. Likewise, any equipment and supplies used by the sponsor during the event must be approved in advance by the Museum. The Museum takes no responsibility for loss or damage to any item brought into the Museum by the sponsors or attendees of an event and all items brought into the Museum by the sponsor must be removed immediately following the event.

Subsequent to the scheduling of an event, the museum will continue to carry out its programming, including the nature, content and scheduling of exhibitions, in accordance with its policies and mandate. Although the museum will make every attempt to keep the client notified of any changes in the museum's exhibition programming, exhibitions may be changed or rescheduled without notice.

The sponsor will be held financially responsible for any damage to the Museum facility, collections or exhibitions currently on display, which may occur during the event.

If there are any special security requirements surrounding the event, the Museum can arrange a meeting with Campus Security and the Department of Risk Management to discuss issues of concern.

Note: Because of the physical nature of the facility, The Nickle Arts Museum forms an integral part of the University of Calgary's disaster preparedness plan. In the event of a major Campus-wide emergency, events scheduled at The Nickle Arts Museum may be canceled without any notice; even during the event itself.

Food and Liquor Service

It is the client's responsibility to arrange for liquor and food service. This must be arranged in accordance with the University of Calgary's catering and alcohol policies. Food service in The Nickle Arts Museum will generally be limited to "wine and cheese" type receptions.

Spaces and Equipment Available

The Museum has a limited amount of Audio Visual equipment, chairs and tables available: please discuss availability of with the Technical Coordinator well before the date of the event. The Museum staff can provide advice on obtaining equipment for use during the event but it is the responsibility of the sponsor to arrange for such equipment.

The Main Gallery can accommodate up to 250 chairs for lectures and up to 600 people for a reception. The Teaching Gallery on the second floor can handle 50 and 100 people respectively. However, this occupancy is highly dependent on the floor plan of the exhibitions currently on display and can change drastically from exhibition to exhibition.

Parking

Parking for events at the Museum is available in various lots along Collegiate Blvd. The cost of parking varies from lot to lot. The Museum has no control over the availability of parking spaces or the enforcement of parking regulations. Event sponsors should contact Parking Services at 220-6771 for further information regarding parking.

Accessibility

All public areas of the Museum are fairly accessible to persons with disabilities but event sponsors are encouraged to tour the facility to assure it meets their needs in this regard. Feel free to contact the Technical Coordinator at 220-7234 if you have specific questions concerning accessibility. There is limited meter parking directly in front of the museum but, unfortunately, none of the spots are specifically designated for "handicapped" parking.

Fees

There are two fee structures, one for University of Calgary groups and one for Off-Campus groups. Fees are charged on the basis of the length of time that the museum is actually staffed for the event, not the length of time for which the event is scheduled.

Fees for University of Calgary faculty, departments and other Campus organizations:

There is no charge if the primary purpose of the event is educational, instructional or informational and the event is held during regular museum hours. If there is a reception held in conjuction with such an event, we will charge for the time used for the reception. For events of a social nature, and events held outside of regular museum hours, the charge is as follows:
Basic fee = $100.00/hour minimum of three hours
Additional security (at discretion of Technical Coordinator) for larger functions or for special requirements = $20.00/hour for each extra person required.

Fees for off campus non-profit organizations:

General fee = $150.00/hour minimum three hours
Additional security (at discretion of Technical Coordinator) for larger functions or for special requirements = $25.00/hour for each extra person required.

Fee for off campus commercial organizations:

General fee = $300.00/hour minimum three hours
Additional security (at discretion of Technical Coordinator) for larger functions or for special requirements = $35.00/hour for each extra person required.