Venue policies

Event rentals include use of the Gardens, Terrace, Lawns, Arbor and Crenshaw Room. We are primarily an outdoor venue. The indoor Gallery is not available for private rentals, however, it will be illuminated for guests to view the current art exhibit. Our overflow lot is located across Azie Morton Rd. next to Wright Field. 

 

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Booking Your Event

Once you’ve had an opportunity to review our policies, venue details and rates, it is recommended that you perform a site visit with our Venue & Event Manager. 

 

Upon written request, UMLAUF will prepare a contract for you to include the rental rate, date and timeframe. A signed contract and the deposit will be due within one week of the contract being issued. This deposit is in addition to the rental fee & returned about 30 days post-event.

 

Planning your Event

UMLAUF does not provide planning services, but we recommend working with our preferred vendors to cover all your needs. Vendors that our guests commonly utilize are:

  • Catering (Food & Bar services)

  • Rental Items (Tables, Chairs & Linens)

  • Audio Visual (Lighting & Sound Equipment)

  • Live Music (Bands or DJ)

  • Floral Arrangements & Decor

 

We encourage working with one of our preferred partners or vendors as they are familiar with our space and requirements. Vendors not on our preferred list must provide a proof of liability insurance and sign a vendor agreement. Both must be held on file by the client and be presented to UMLAUF upon request. The client assumes liability for vendors performing services at the UMLAUF for their event.

 

It is recommended that a walkthrough with all of your vendors is scheduled about one month prior to your event. This will give everyone an opportunity to review and troubleshoot/confirm any special arrangements.

 

Available Equipment

UMLAUF does not provide set-up, teardown, food and beverage or other services.

 

We have the following equipment available for your use at no additional cost:

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  • 4 - 5'x18" Rectangular Tables

  • 6 - 6’x18” Rectangular Tables

  • 40 Grey Resin Composite Chairs

  • Access to our Catering Kitchen (details provided upon request)

 

All existing equipment may be utilized during your event, with the request that all items are returned to their original location. Attempts should be made to wipe down or clean any borrowed items.

 

Events may utilize the existing lawn chairs and benches. You may move them for your event, however, any moved garden furniture must be moved to its original location during clean-up. 

Equipment Rental

For an additional fee of $500, The UMLAUF provides tables and chairs that complement our venue. This equipment includes:

  • 180 fruitwood Chiavari chairs with an ivory cushion 

  • 15 – 60” round tables 

  • 25 – 8 ft. rectangular tables

 

You may use as little or as much of this equipment for the $500 fee. Generally, your catering crew or a staffing company will provide set-up and breakdown of all equipment, but you are welcome to enlist the help of volunteers, family or friends.

event timeline

As a museum, we are required to maintain our museum hours and ADA compliance. No event set-up may occur during our open hours, which are currently Tuesday-Friday 10:00am-4:00pm, Saturday-Sunday 12:00pm-4:00pm.

 

Set-Up may begin at the contracted rental time listed on the contract. Delivery trucks are not allowed to wait in the parking lot before the closing time as guests exit the museum at 4pm. All vendors should park in the overflow lot across the street to leave the main lot open for you & your guests. 

 

We may arrange for tenting and tree lighting from specific, pre-approved vendors before the museum opens. This must be requested and scheduled with the Venue Rental & Event Manager at least 45 calendar days prior to your event date to be confirmed. All non contracted set-up times are based on availability and not guaranteed.

 

We recommend that all events give one and a half to two hours for event set-up prior to guest arrival. Clean-up and teardown should be scheduled for the last hour of the rental timeframe. All guests and vendors should be off property when the contracted rental time ends.

 

Music must end by 10:00pm per the City of Austin sound ordinance. There are no exceptions to this policy and violations will result in possible fines from the City of Austin. Any fines administered will be in addition to a full loss of the deposit.

 

A general timeline for evening events is as follows:

  • 4:00pm-6:00pm - Museum Closed / Vendor Set-Up

  • 6:00pm-10:30pm – Event (amplified sound ending by 10 p.m.)

  • 10:30pm-11:00pm – Guest Departure

  • 11:00pm-12:00am – Vendor Teardown / Clean-Up

STAFFING

Your rental includes one UMLAUF on-duty Venue Manager to assist with venue concerns and orient guests and vendors. They can assist with locating electrical outlets, replenishing the bathrooms and final check-out. You will also have an off-duty Austin Police Department Officer who will assist guests in crossing the street from our overflow lot safely, and general safety concerns.

 

Clean-Up &
Post-Event Requirements

It is required that you or your planner check-out with our UMLAUF on-duty Venue Manager to assure that all clean-up and post-event needs have been handled.

 

We ask that all rentals “leave no trace” and make reasonable attempts to clean up any spills, broken glass and other event related items. Any further clean-up needed will be removed from the deposit.

 

We do not provide trash services. All events must remove trash and waste items from the property. Typically, your caterer will coordinate this for you, but you are responsible for communicating this need to them. We will provide liners for borrowed trash cans. 

 

Caterers may not empty ice chests or pour water on the UMLAUF grass or ponds, the parking lot may be used. Any non-water liquid must be poured into the sink in the catering kitchen. The Catering Kitchen must be cleaned and free of spills with no remaining residue or solids after the event clean-up.

Rain Plan & Tenting

As an outdoor venue, we strongly recommend considering tent options in case of inclement weather.

UMLAUF does not provide tenting services. Our required tent vendors are Whim Hospitality or Premiere Events. Most of our event space can be tented with a variety of selections based on your guest count and event layout. We encourage tent sharing for back-to-back events and will assist you with connecting clients for this purpose.

We do not allow for tent barrels to be placed on property. Pre-existing, in-ground tent anchors have been installed for Whim & Premiere tents.

Tents may not be over sculptures, block any pathways or exits to the premises. Special arrangements may be made for installation prior to your rental time (generally the morning of the event). Any special arrangements should be discussed with the Venue & Event Manager at least 45 days prior to your event.

Should inclement weather cause significant citywide or local safety issues and it be determined that the event can not occur, we will offer a rescheduling date (based on availability) at no additional charge. Should an alternate date not be possible or coordinated, clients will assume the risk of loss for the amount of the Rental Fee. 

 

Guest Communication

We recommend reminding your guests that the event will be in a garden setting. Some recommended verbiage for invitations is as follows: 

 

“Please keep in mind that the event will take place outdoors under the stars. You may encounter a variety of surfaces, including grass, gravel & stone.”

 

Our overflow lot is located across Azie Morton Road. Our main parking lot has 22 spaces including 2 handicapped spots. These may be reserved for your guests at 4pm. 

Garden & Museum Rules

As an art museum, we honor the works of Charles Umlauf and other contemporary artists. Art may nor be moved, covered or altered in any fashion. Climbing, defacing, marking or any modifications is not allowed. In addition, art may be moved, added or removed by the museum without notice.

 

There may be no modification to the existing structures of UMLAUF. We recommend using low tack painters tape and fishing line for your décor needs. No tacks, nails, gaffers tape, staples, glue or other items that may damage the existing structures are allowed.

 

No open flame devices may be used anywhere in the garden or museum. We do allow candles in hurricane candle holders and fuel gels on buffets to be on the terrace  or paved areas solely.

 

Banned items include, but are not limited to: rice, birdseed, sparklers, tiki torches, barbecue pits, fireworks, confetti, streamers, silly string, helium balloons.

 

Dining is welcome on the lawn areas, however, we request that buffet lines and bars are placed on a hard paved surface. Should they need to be on the lawn, we request that mats are rented to be placed under the guest or bartender areas to protect the grass.

 

We are a non-smoking facility. Guests may smoke outside the museum in the parking lot. Failure to follow this policy will result in a loss of the deposit.

 

Firearms and weapons are not allowed during private events due to alcohol service. With the exception of authorized parties, such as law enforcement.

 

We assume no liability for any items lost, damaged or stolen while on the UMLAUF grounds or parking lot.

 

Please note: Violation of policies will result in a loss or deductions from the client’s deposit.

 

Contracting & Payments

Contract Signing - At the time of reservation, a contract will be created for you to digitally approve within 1 week of the contract issue date.

 

Deposit - A deposit is due to secure your space and finalize the contract process. The deposit is refundable within 30-45 days after the event, less any excessive clean-up or damages.

 

Rental Fee - Your remaining rental fee is due 90 days prior to your event, unless otherwise indicated. 

 

Payments - You may pay via check, cash, cashier’s check, or credit card. Check is the preferred method of payment.

 

Cancellation
& Date Changes

Cancellation – Your liability after signing the contract is as follows:

 

Within 7 days of signing - (Grace Period, No Liability, Full Refund)

 

180 days or more prior to the event date - (Deposit Forfeited + 0% of Rental Fee Due)

 

179-80 days prior to the event date - (Deposit Forfeited + 50% of Rental Fee Due)

 

79 or less days prior to the event date - (Deposit Forfeited + 100% of Rental Fee Due)

 

For further information, or to view a sample contract, please reach out to the Venue & Events Manager

 
 
 
 
 
 
 
 
 
 
 
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