Rules & Regulations | Dayton Art Institute

All Rentals Include

5’ and 4’ round tables, banquet tables, café and bistro tables
White cushioned folding chairs
Linen consultation with Prime Time (rental items billed separately)
Event setup and teardown
Day-of event coordination

What to Know About Rental Times and Rates

Additional event spaces and rental hours are available for an additional fee
Events must conclude by midnight on Fridays, Saturdays and Sundays
Weekday events must conclude by 11 PM
A Reciprocal Membership or higher is required to rent the museum
Jefferson Patterson Society members and Renaissance Corporate Society Circle members receive 20% off rental fees
Weddings held on Memorial Day Weekend, Labor Day Weekend, Independence Day or New Year’s Eve are subject to a $1,500 holiday surcharge
Holidays falling on weekdays are charged at Friday/Sunday rates plus the holiday fee
A 55% deposit of the total rental fees, together with the required membership fee, is due upon execution of the contract
Of the deposit, $500 will be refundable following the event, subject to the terms and conditions of the agreement. The remaining balance is due in full no later than 30 days prior to the event date
The Dayton Art Institute requires the use of one of its exclusive catering partners. Catering is contracted and paid separately
Linens and other rental items selected through Prime Time are not included in the rental fee and are billed separately.
Non-package fees are four-hour minimum
Final guest count must be provided to the Museum’s Events Manager no less than 7 days prior to an event

Rules and Regulations

General:

Alcohol may NOT be brought into or removed from the museum by a patron or their guests at any time
No smoking is permitted in the museum or on the museum grounds
Nothing may be attached to or brought onto museum property that could damage the building or grounds
No food or drink is permitted in the art galleries (drinks may be carried into the Mimi and Stuart Rose Auditorium ONLY if in approved containers; No food permitted in the Auditorium)
No carry-in food or drink is permitted unless pre-authorized by event management
Bar service must conclude a half hour before the event’s scheduled end time in compliance with Ohio liquor law
Museum staff must approve the location and placement of all furniture, decorations, lighting, food and beverages
No open flames. Only smokeless, dripless candles are permitted in the Cloisters and Great Hall and must be inside a fireproof container.
No sparkler exits
Patrons shall be fully responsible for their children and their behavior
Do not advertise your event as being at the Dayton Art Institute until you have a signed contract and cleared advertising with the Event Rentals Department and the museum’s Marketing Department

Regarding Works of Art:

Please do not touch the Art. The slightest touch leaves behind oils, salts and acid, which can damage even the hardest surfaces of an art object over time
The presence of a specific work of art in the event space is not guaranteed. The museum reserves the right to place, install, move, reinstall or remove any artwork at any time
No work of art may be moved or obstructed
No items may be placed within 4 feet of any work of art

Photography:

Photography and videotaping are permitted in the Museum in designated areas
Professional photographers hired to photograph a special event may use equipment such as tripods, lights etc. in specific areas only (Great Hall, Balcony, Hale, Shaw Gothic Cloister, Grand Staircase)
Flash photography, tripods and additional lighting are not permitted in the galleries
Flash may be used in the Gothic Cloister, Great Hall and Hale Cloister

Event Planners:

If Client has contracted with an event planner, the event planner’s proposal must be approved by The Dayton Art Institute prior to submitting it to the Client

Decorations:

Candles with flames are prohibited–battery–operated or LED candles only
Additional ceiling or room up-lighting must be secured through one of the following lighting vendors: BLC Entertainment or Unlimited Events
No confetti, balloons, birdseed, glitter, sparklers, rice, bubbles, rose petals, loose petals or silly string permitted inside or outside the Museum
No “chocolate shavings” on outside of cake
Fog machines and selfie sticks are not permitted
No adhesive tape or wire may be used to attach decorations to walls, pillars, floors etc.
Pipe cleaners or zip ties may be used to attach décor to railings
Aisle runners are not permitted as they may slide on the marble floors
Tables, chairs, large decorations, musical equipment and any other large items must be placed in the rented space under the supervision of DAI Security and only through the approved doorways
No items may be set in any public areas of the museum during business hours without prior approval from the events department
No set-up can begin in any public areas before 4 PM without prior approval from the events department
All equipment rental arrangements must be made by or cleared through the Events Manager at the DAI
Rental chairs cannot be moved from the ceremony location to the reception. If you wish to use rental chairs for both locations, please ensure to order enough chairs to set both prior to the start of the event. Preapproval from the events team is required if rental chairs are being used in the Great Hall.

Flowers:

Fresh and dried floral arrangements provided by a professional florist are permitted
Live potted plants (including dirt/soil), fresh-cut garden flowers, shedding greenery, garland and asparagus ferns are not permitted at any time
Floral arrangements decorated with glitter are not permitted
No loose flower petals to be strewn on floors
Client, Client’s event planner or contracted florist is responsible for set-up and breakdown of all floral arrangements before and after the event

Music:

Bands, Disc Jockeys and other musicians must provide their own setup labor and carts, dollies, flat beds etc., to transport equipment into and out of the museum
Security will escort all vendors to the event location
Tuning the piano will be at the patron’s expense
A fee of $50 (based on 4 pieces) will be billed to any vendor or patron that requires stage set-up Any additional pieces will be billed at $20 each

Rehearsals:

Rehearsal time will be provided at no additional fee
All rehearsals must take place prior to 5 PM and are subject to availability

NOTE: Failure to comply with the Rules and Regulations may result in the loss of the Security Deposit.