SPRINGFIELD ART ASSOCIATION FACILITY RENTAL POLICY

The Springfield Art Association is a great choice for your special event, whether it is a business meeting, cocktail party, dinner, banquet, team-building retreat, or luncheon. 

 

This one-of-a-kind facility boasts both a newly-remodeled, 1,300-square-foot art gallery and one of the most culturally significant Lincoln-era historic mansions in Springfield.  Your guests can mingle in the same rooms that once entertained Abraham Lincoln and dine in the spectacular gallery surrounded by unique and beautiful works of art.  There is no place else like this in Central Illinois!

 

Rental Fees

Condell Studio of Art

$25 per hour
 

MG Nelson Gallery of Art

$375 (non-SAA members)
$300 (SAA members)

 

Historic Edwards Place 

$600 (non-SAA members)
$500 (SAA members)

 

Both Gallery and Edwards Place 

$850 (non-SAA members)
$750 (SAA members)

 

These rates assume an hour for set up, two hours for the event, and one hour for cleanup. Events exceeding this timing are subject to an automatic $100 per hour overtime charge.

 

Facility rental is at the SAA’s discretion, dependent on our event and exhibition calendar and staff availability.

*The Springfield Art Association is willing to negotiate special rates for not-for-profit entities. Please mention your not-for-profit status in your written request.

 

Your Rental Includes:

 

  • Up to six round 8-foot tables

  • Up to four round 4-foot tables

  • Up to 3 rectangular eight-foot tables

  • use of up to 45 chairs

  • use of screen for A/V equipment (studio and gallery rentals only)

  • cost of utilities

  • services of site staff (to handle special problems or emergencies)

  • use of trash receptacles

  • on-site parking

  • use of the Edwards Place kitchen

Fees do not include:

  • Catering (food, beverages, serving costs, etc.)

  • Liability and/or dram shop insurance

  • Applicable permits

  • Additional furniture (chairs, serving tables, tables)

  • Busman's trays

  • Portable Sanitary Facilities-if needed (public restrooms are available on site)

  • Linens

  • Projector

 

Extra Services:
Use of a projector - $50 (must provide your own laptop and sync cords for Macs)
A tour or lecture is available from the Curator of Collections or Executive Director - $50, dependent on schedules.

Use of piano often heard by Abraham Lincoln that may have played at his wedding - $50
           

Reservation Process

To allow for planning and to determine site/staff availability, please submit your request at least three weeks in advance of your event.

 

To request a reservation, send a written request (emails are accepted) to the Springfield Art Association at office@springfieldart.org.  Please include in the request the nature of the event, the preferred date and hours of the event, estimated guest count, set-up requirements, and, if applicable, audio-visual needs.

 

An SAA staff member will contact a prospective client to confirm receipt of the request and tentatively hold the date requested, if available. The staff member will send a Rental Agreement to the prospective client.

 

An hourly charge of $100.00 for every hour or portion thereof will be added to the final bill for events extending beyond four hours (one hour set-up, two hour event, one hour clean-up).  Whenever possible, notice for extended event times should be given in advance.

 

A signed Facilities Rental Agreement and a non-refundable deposit of $100 are required to confirm the event date.  Deposit must be made by credit card; your number will be kept on file until one day after your event as security against any damage incurred.

 

All costs associated with a rental event, including damages and/or legal fees will be the responsibility of the client or sponsoring organization.

 

All charges must be paid the day of the event. After the event, any other charges incurred during the event will be billed to the client. Payment of additional charges is due within 30 days of the invoice date.

 

Cancellation of the event will result in a forfeiture of any deposit, unless the event will be rescheduled promptly or the cancellation is due to the SAA.

 

 

POLICIES

 

Catering Food & Alcohol

If planning to serve food and/or alcohol at the event, one may arrange it in one of two ways:

 

Contract with a caterer

The party must make your own arrangements with a caterer of your choice. A caterer must meet all Sangamon County Health Department, City of Springfield, and State of Illinois requirements set for caterers and catered events. The caterer must also provide proof of $1,000, 000 general liability insurance, which must indemnify the Springfield Art Association, our board of directors and our employees and volunteers. For alcohol, they must possess a valid City of Springfield liquor license and liquor liability insurance, both of which may be used at locations other than the caterer’s facility.

 

Self-Catering

You or your group may prepare and serve your own food and / or liquor for your event. The SAA does, however, require that proof of $1,000,000 general liability insurance be obtained, indemnifying the Springfield Art Association, our board of directors and our employees and volunteers.

 

If you are charging an admission fee to your event, or if you are charging guests for alcoholic beverages, you must obtain a liquor license and you must provide proof of liquor liability insurance with limits of no less than $1,000,000 which must indemnify the Springfield Art Association, our board of directors and our employees and our volunteers.

Food and Beverage Policy

Foods should be prepared prior to arrival at Edwards Place. No cooking is permitted in the house. Beverage makers and warming plates/ovens may be used and are the responsibility of the host/caterer. Caterer or host is responsible for all set-ups, serving, and clean-up. 

 

Acceptable Beverages:
Colorless soft drinks
Champagnes
White wines & light beers
Bottled waters

Pastel punches


Beverages Prohibited for  Receptions  in Edwards Place (because they might stain fabrics and carpeting):
Red wines or dark beer
Deeply colored fruit punches
Coffee
Hot chocolate
Dark Teas 
These beverages may be served during a sit-down meal and must remain on the table. Any accidental spills should be reported to an SAA representative immediately.

 

Foods Prohibited for  Receptions in Edwards Place (foods containing red or other deep-toned colors because of their potential to stain fabrics) 
including but not limited to:
Tomato sauces
Fruit sauces (strawberry, cherry, raspberry, etc.)
Brown sauces
Chocolates
These foods may be served during a sit-down meal and must remain on the table.  Any accidental spills should be reported to an SAA representative immediately.

 

Set up and Tear Down
Staff will set up tables, chairs, and linens; beyond this, the renter is responsible for all set-up and tear-down activities.  Everything brought into the facilities must be removed immediately after the event ends – with  exceptions: rented furniture, items or equipment, which may be removed by your supplier the next business day. No leftover food, beverages and/or trash may be left in the facility or anywhere else in the entire building. The party is responsible for putting away all furniture, sweeping and perhaps wet mopping the floor, removing all trash (except recyclables) immediately after your event and placing it in the dumpster in the rear of the building. Kitchen, floors, counters and restrooms must be returned to their original condition. If the party self-caters food and beverages, then they are responsible to remove all items and clean the areas occupied completely.

 

Recycling
The Springfield Art Association is committed to recycling.  Separate bins for glass, plastic, aluminum, and cardboard are provided.  Parties are encouraged to make use of these containers when disposing of their recyclable trash.  Recyclable trash may be left behind for the Springfield Art Association to dispose of.

Decorations
Items such as glitter, confetti, bubbles or large plants or trees are not allowed anywhere in the facility. The use of candles requires pre-approval. No open-flame candles will be allowed. The use of tape, wire, staples, tacks, glue and similar items must be approved and applied by staff.

 

Artwork on Display

Artwork on exhibit in the gallery at the time of your event is the property of the artist(s) and is being exhibited under contract with the SAA. You and your guests may not: touch, remove, reposition and/or relocate artwork or reposition exhibit lighting. Artwork that is endangered may be removed or protected by staff only. The party will not be responsible for accidental damage to artwork unless it is determined that it was willful.

 

Use of Edwards Place Furniture

No Edwards Place furniture or artifacts are to be used or moved by anyone other than designated site staff. When the caterer is setting up, no furniture, decorative objects, etc. should be used as bases for chafing dishes, trays, glasses, or other serving materials. The site respectfully requests that the caterer and catering staff respect the historic furniture and environment of Edwards Place.

 

Smoking
Smoking and/or other use of tobacco products of any kind is prohibited in all areas of the entire building.
 

Springfield Art Association logo. A palette with "SAA" designed into it with he words "visual art center" below.

700 North 4th St, Springfield IL 62702

(217) 523-2631
© 2018 Springfield Art Association