SITE VISIT & 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 the Venue + Events Manager.
Upon written request, the UMLAUF will prepare a contract. A signed contract and the first payment will be due within one week of the contract being issued.
PLANNING YOUR EVENT
The 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 include:
Event Planners and Coordinators
Catering & Bar Service
Entertainment (band, DJ, performers)
Floral Arrangements & Decor
We encourage working with one of our preferred partners or vendors as they are familiar with our space and requirements. The preferred vendors list will be provided at the time of inquiry as well as after you book your 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.
The UMLAUF does not provide setup, teardown, food and beverage, or other services.
We have the following equipment available for your use at no additional cost:
4 - 5'x18" Rectangular Tables
6 - 6’x18” Rectangular Tables
40 Grey Resin Composite Chairs
Access to our Catering Kitchen (details provided upon request)
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
5 – 6 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 can provide setup and breakdown of all equipment.
EVENT TIMELINE & AMPLIFIED SOUND
As a museum, we are required to maintain our museum hours and ADA compliance. No event setup may occur during our open hours, which are currently Tuesday-Friday 10:00am-4:00pm, Saturday-Sunday 11:00am-4:00pm.
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 + Events Manager at least 30 calendar days prior to your event date to be confirmed. All non contracted setup times are based on availability and not guaranteed.
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 - Museum Closed / Vendor access and setup begins
6:00pm – Event begins
10:00 pm – Amplified sound must end
10:30pm – Guest departure
12:00am – Access ends / Cleanup complete
The UMLAUF has a private lot with 21 spaces. An overflow lot for additional parking is located across the street at Wright Field. There is a crosswalk leading from the lot to the UMLAUF entrance.
STAFFING & SECURITY
Your rental includes one Venue Manager on Duty to assist with venue concerns and orient guests and vendors. They can assist with locating electrical outlets, replenishing the bathrooms and final checkout. You will also have a security officer who will assist guests in crossing the street from our overflow lot safely, and general safety concerns.
Events with 250 or more guests may require additional staffing for an additional fee.
CLEAN UP & POST-EVENT REQUIREMENTS
It is required that you or your planner check out with the UMLAUF Venue Manager on Duty to assure that all cleanup 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 more-than-routine cleaning required will be deducted 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. We will provide liners for borrowed trash cans.
RAIN PLAN & TENTING
As an outdoor venue, we strongly recommend considering tent options in case of inclement weather.
The UMLAUF does not provide tenting services, but we work with Whim Hospitality and Premiere Events on all tenting needs. No other tent providers are allowed on site. Most of our event space can be tented with a variety of selections based on your guest count and event layout.
We do not allow for tent barrels or staking on property. Pre-existing, in-ground tent anchors have been installed for Whim & Premiere tents.
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 + Events Manager at least 30 days prior to your event.
MUSEUM & DÉCOR RULES
As an art museum, we honor the works of Charles Umlauf and other contemporary artists. Art may not 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 the UMLAUF. We recommend using low-tack painters tape and fishing line for your décor needs. No tacks, nails, 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.