Gallery

The gallery may be rented for events such as receptions, elegant dinners, corporate cocktail parties, graduation parties, birthday parties, charity galas and holiday parties.

Capacity

No more than 100 people are allowed in the gallery building at any one time as dictated by fire code. The recommended maximum capacity for a comfortable sit-down event is 70 people.

Availability

The gallery is generally available any weeknight from 5:00 P.M. to 10:00 P.M. and Saturday and Sunday from 8:00 A.M. to 10:00 P.M. To ensure visitors can view exhibits, we don’t allow rentals of the whole gallery between the hours of 10 am and 5 pm on weekdays. We allow short meetings in the member gallery during normal operating hours, and we allow classes in the classroom during normal operating hours.

Access

The gallery features a lift in the front entrance providing wheelchair and two-wheel cart access to the gallery. Both bathrooms are accessible. During a rental, the front doors will remain open. Once your event is over and you are nearly done with cleanup, you’ll call a staff member who will then inspect the gallery and lockup, once everyone is out.

Rental Fees

Business Rental: Gallery Members pay $350 for up to 6 hours; Non Members pay $375 for up to 6 hours.

Business Damage Deposit: $100

Nonprofit/Personal Rental: Gallery Members pay $250 for up to 6 hours; Non Member pay $275 for up to 6 hours.

Nonprofit/Personal Damage Deposit: $100

Extended hours: $25/hour

What’s Included
• 58 chairs
• 15+ metal folding chairs
• One 8’ table
• Twelve 6’ tables
• Two Benches
• Multiple art display cubes which can hold décor or serve as cocktail tables, but only if they are not being used as part of the current exhibit.
• Sound system and microphone
• Gallery stereo system with Bluetooth connection
• Full kitchen including refrigerators, freezer, oven, microwave, sink
Renters may not use gallery dishes, serving platters, stemware, silverware or dishwasher.

Additional Charges:

Piano Fee – A $100 fee is charged for use of facility baby grand piano. Pianist must be selected from an approved list supplied by BAGA. If you would like to use your own selection, he/she must be approved by BAGA in advance of the event.

Damage Deposit

If paying by check, the Renter shall provide a separate check in the amount of $100. This check shall be held and returned after the event if no damage occurs. Should damage occur to the premises, the check will then be deposited. If paying by credit card, the full rental and damage deposit shall be paid up front. A check for the damage deposit amount will be issued by the gallery after the event, if no damage occurs.

Any carpet stains resulting from the event will be professionally cleaned. If carpet cleaning costs run higher than the damage deposit, the Renter will be billed for the balance of the carpet cleaning costs. Payment for excessive damage is required within thirty (30) days. Should the Renter question such charges, they should contact the gallery office.

Cancellations

If the Renter needs to cancel, the cancellation must be requested two weeks prior to the event in order to qualify for a refund. The gallery will review emergency cancellations on a case-by-case basis. The gallery retains the option to cancel an event should the renter fail to comply with any of the provisions contained in this Facility Rental Agreement.

Catering, Decorating and Alcoholic Beverages

Food, beverages and decorating are not provided by the gallery, but the Renter can provide their own or arrange for a caterer/decorator. All catering costs, transportation or equipment are separate from gallery charges. Alcoholic bever-ages may be served, but not to minors. Parties of 50 or more with underage guests should hire security. It is the re-sponsibility of the Renter to prevent public intoxication and disorderly conduct of guests, so as not to reflect badly on the gallery. Cash bars are not allowed. Note: Grape juice and Kool-Aid are not permitted in the gallery. Smoking is also prohibited inside the gallery. Any spillage of red wine during an event must be reported to gallery staff immediately following the conclusion of the event.

Set-Up, Decorations and Entertainment

On the day of the event, set-up must begin no earlier than two (2) hours before the event unless approved by the gallery. All deliveries must be scheduled in advance. For events that take longer than two (2) hours to set-up, an additional fee will be charged. Nothing can be stapled, nailed or attached to any part of the gallery. Some items may be hung using non-damaging Command Hooks. Gallery exhibits and gallery property may not be moved without permission of gallery staff and must be moved by staff only. Rose petals, butterflies and bubbles may be used at weddings in the outdoor areas only. Candles must be enclosed in pre-approved glass holders. NO SPARKLERS, BIRD SEED OR RICE.

Break-Down and Clean-Up

Breakdown must occur immediately after the event and all rental and decoration items must be removed or special arrangements need to be discussed with the gallery staff. Tables and chairs must be returned to their original locations. Renter and Caterer will ensure thorough clean up, including emptying all trash in the dumpster located behind the building and vacuuming of floors. In the event of non-compliance, the gallery will reserve the right to keep the Renter’s deposit. At the end of the event, break down must be completed within 1 1/2 hours. Events that require a longer break down time will be charged an additional fee of $25 per hour.

Security/Parking

There are a number of parking spots available after 5:00 P.M. There are two handicapped spots directly in front of the gallery and on-street parking is available. The gallery does not provide security for its parking lot. All patrons assume the risk of any loss when they choose to park in the BAGA parking lot. The gallery is not responsible for any damage or loss to any automobile that is parked in the lot.

Liability Provisions

The Renter assumes liability for loss or damage to the gallery property that results from its use of the facility, and agrees to hold the gallery harmless for loss or damage to the persons or property of its members or guests while at the gallery. The Renter assumes responsibility and liability for illness resulting from serving of food and drink at the facility and agrees to hold the gallery harmless.

Reserving the Gallery

In order to lock in a requested date, a Facility Rental Agreement must be signed by the Renter and submitted to Bismarck Art & Galleries Association, along with rental and deposit fees.