General Information
The New York State Museum has several facilities available for rent by civic, business, community and other non-profit or private organizations. Fees for rental of Museum facilities are reviewed periodically and are available from our Office of Facility Use.
Because of the uniqueness of our collection and our facility, the Museum does not allow any activity or event that may result in damage or disturbance to the collection or facility. Events that may interfere with public use during business hours are prohibited. All activities, events or entertainment at the Museum must be appropriate for the facility and be approved in advance by the museum. At all times, Museum programs and activities have priority of use. The Museum reserves the sole right to determine appropriate use.
The first and fourth floor galleries, members lounge, meeting rooms, theaters and lobby are available for use by approved groups, organizations and businesses when the Museum is closed or when there is no conflicting Museum activity. Groups eligible to rent Museum facility include;
- Non-profit or public agencies whose purposes are consistent with those of the Museum and help further the mission of the Museum
- Businesses that are members of the Museum corporate membership program at the level appropriate to receive rental privileges (currently $5,000 annually)
Reduction of Rental Fees
Museum volunteer groups and divisions of the Museum are normally exempt from rental fees. The Museum may co-sponsor events, in which case all or part of the rental fee may be waived. Co-sponsorship usually involves a Museum division and is with a non-profit or public agency whose purposes is consistent with those of the museum and helps to further the mission of the Museum.
To be considered for a reduction in the non-profit rental fee, a letter stating the request and rationale for waiving the fees must be forwarded to the Office of Facility Use at least 30 days prior to the event for consideration. Final decisions regarding the reduction of rental fees and the co-sponsorship of an event lies with the Director of the Museum.
Prohibited Events- Parties or dances open to the general public
- Commercial use by private groups for the purposes of sales, promotion or negotiating sales
- Political fund raising events
The facility renter is responsible for any and all damage to the premises, equipment or property and will be held liable for all actions, behavior and damages caused by event attendees. Applicants requesting facility use for receptions, banquets, parties and similar events are required to provide an original copy of a certificate of insurance providing public liability and property damage insurance in an amount not less than $1,000,000 per occurrence and naming the New York State Museum, State Education Department as additional insured.
Planned Activities During Rental
The Museum retains the right to control activities of the renting party in order to protect the Museum facilities, exhibitions and collections from harm. Due to strict conditions affecting the environment of the collections, the Museum controls the use and location of props and decorations such as spotlights, audio/visual equipment, displays, banners, ice sculptures, etc. The use of nails, staples, and the like on the walls of the Museum is strictly prohibited. The Museum does not allow the use of open flames including candles, gas burners or propane inside the Museum.
Prior permission is required for each event to serve food and beverages; to bring in special equipment or decorations, to operate Museum equipment; to change the location of existing fixtures or furnishings, or to enter or exit Museum facilities other than through the main entry.
Deliveries and Pick-Ups
Deliveries to the Museum relating to the scheduled event may take place no sooner than 24 hours before the event and must be picked up within 24 hours after the event. Access to the loading dock must be arranged in advance in order to assure security clearance and space availability.
Set-ups and Dismantling
The New York State Museum opens at 9:30 a.m. and closes at 5:00 p.m. Morning events, or event set-up will not begin in any public space prior to Museum opening (9:30 a.m.) or, for evening events prior to closing time on the date of the event. Occasionally spaces may be available for set-up earlier than closing time, in which case permission must be obtained in advance from the Office of Facility Use. Designated areas of the Museum may be available for small groups during public hours.
At the conclusion of the event, the renting party is responsible for dismantling and removing all event related equipment brought into the Museum. All food and beverages must be removed from public areas. Renters must place all refuse in trash containers and remove trash to designated areas.
Security
Renters are required to abide by all of the security regulations of the New York State Museum. This means not touching, moving, or in any way handling objects installed in the exhibition galleries.
There is no eating or drinking except in designated areas. Smoking is not allowed in the Museum at any time.
Based on expected attendance, the New York Museum will assign as many guards or other personnel as necessary to maintain the required degree of safety and protection during each function. These assignments will be made at the sole discretion of the Building Manager in consultation with the Director of the Museum. All costs associated with security will be the responsibility of the renter. Facility occupancy limits must not be exceeded.
Catering
The New York State Museum has approved in-house catering firms available for Museum events. A list of approved caterers is available upon request. All catering arrangements and expenses are the responsibility of the caterer. Alcohol may be served at private Facility Uses. The renter must provide a licensed bar caterer and is responsible for meeting all rules and regulations governing alcohol service. The disorderly use of alcohol or service to minors will not be tolerated.