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Private Events FAQ

FAQ
General Information and Summary
Specifics for Each Venue Space
Additional Services


 

How do I schedule a tour to view the venue spaces?

Please contact Van Gachnang, Sales and Events Manager, at 253-722-2456 or email VGachnang@TacomaArtMuseum.org.

How can I secure my preferred event date?

In order to secure a date, time, and venue space, Tacoma Art Museum requires a signed event estimate and $500 deposit (due within 10 days of signed estimate). A signed complete private event contract is required at least 30 days before the event date. The remainder of the event cost is due by the day of event. The deposit (less expense, damage, or cleaning costs if applicable) will be mailed via check after 10 business days of event date.

Can I hold an event during the morning, afternoon, or evening? Are weekends an option?

This depends on your venue choice. Some spaces are available during the hours of museum operation (Tuesday – Sunday, 10 am – 5 pm). Some venue spaces are only available after the museum closes at 5 pm. Yes, weekends are an option and very popular for many events.

What is your cancellation policy?

Within 30 days of the event, the following schedule applies:

  • Within 30 business days of the event, TAM retains 50% of all monies paid.
  • Within 20 business days of the event, TAM retains 75% of all monies paid.
  • Within 10 business days of the event, TAM retains 100% of all monies paid, and any costs incurred in preparation for the contracted event will be billed immediately to the Client.

Is it possible to add time to our function, beyond the standard 4-hours?

Yes. When available, additional time can be included. Additional time is billed at $150 per hour per space.

What time can I access the facility on the day of the event?

You may access your event space half an hour before the specified start time in your rental agreement (unless an alternative agreement has been pre-arranged with TAM’s Event Manager). TAM requires that the premises be vacated by all guests, vendors, equipment, trash, and others associated with the event no later than half an hour after the event’s scheduled end time as specified on the rental agreement (e.g., if agreement states end time is 10 pm, all people associated with the event must leave the building by 10:30pm, vendors have a full hour after event end time to vacate). Additional fees may apply if time is exceeded.

May I decorate my rented space?

Yes, but decorations must be approved by the Event Manager no later than two weeks in advance of your event. For the safety of the art and the museum building, certain décor is prohibited; a detailed Décor Policy can be provided upon request.

Can I bring in my own food, alcohol or catering service?

All food and alcohol must be provided and served by one of TAM’s advertised/approved caterers or vendors, or by TAM’s talented in-house catering service. The Event Manager can provide a list of approved caterers to choose from. If you have a special caterer in mind that is not on TAM’s list, please ask the caterer to contact the Event Manager regarding TAM’s approval process. All food and alcohol must be prepared and served by licensed individuals and or companies.

Can I have a rehearsal prior to my wedding day?

Yes. If you wish to rehearse in a specific space, that space can be reserved at no additional cost (if space is available).

Is onsite parking available for my guests?

Yes. However, parking is paid at the rate of $2.00 per hour. The parking lots at TAM and Union Courthouse are operated by Republic Parking. We can provide contact information for Republic Parking if you would like to arrange to pay for your guest’s parking in advance.

Are there nearby accommodations for our guests?

Yes. TAM is within walking distance of boutique Hotel Murano, Courtyard by Marriott and Holiday Inn Express. Please contact the TAM Event Manager should you like the contact information for either, or more accommodation options.

Where can I obtain the general liability certificate of insurance?

TAM’s Event Manager can walk you through the process. Often you can get a special event rider through your homeowner’s insurance. Other resources include:

Are there any discounts for non-profit or military organizations?

Yes. Both are entitled to a 20% discount on venue fees. TAM sponsors also receive additional discounts. Click here for details.

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General Information and Summary

All events must conclude by 11 pm, in time for guest, clients, TAM staff, vendors, and suppliers to vacate the premises by midnight, unless extended time has been pre-approved by the Event Manager.

Event fees are based on a 4-hour event timeline, Tuesdays – Sundays.

We have a talented in-house catering service and a list of advertised/approved caterers to choose from.

Additional fees may apply for use of AV equipment, additional furniture, gallery access, tours, and other add-ons beyond what is included with the venue rental. Add-ons and additional fees will be specified in the event estimate.

TAM does not operate the overhang parking lot directly behind and below the museum, nor the adjacent parking lot. If desired, pre-paid parking must be arranged by the Client through Republic Parking. TAM can provide a contact at Republic Parking if requested.

Most groups will incur fees beyond basic facilities rental. Some possibilities are outlined at the end of this document.

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Specifics for Each Venue Space

Entire Museum (all Public Spaces)

Available for events with a start time of 5:30 pm or later (We recommend 6 pm or later for events that include a sit-down dinner or extensive set-up).

Includes Murray Family Event Space, Marie Helmer Lobby, Leslie P. Sussman Atrium, and one of the following: Ben G. Cheney Foundation Classroom OR MJ Murdock Charitable Trust Classroom OR the Bill & Melinda Gates Foundation Library.

Accommodates up to 500 people for a reception, 250 for a seated banquet, 350 for theatre-style seating, and 300 for a classroom setting.

Total capacity depends on set-up; a stage, dance floor, and/or additional food and drink tables will reduce guest capacity.

Adding gallery options significantly increases the total capacity.

Marie Helmer Lobby

Available for events with a start time of 5:30 pm or later (We recommend 6 pm or later for events that include a sit-down dinner or extensive set-up).

Accommodates up to 200 people for a standing reception, 150 for a seated banquet, 200 for theatre-style seating, and 150 for a classroom setting.

Total capacity depends on set-up; a stage, dance floor, and/or additional food and drink tables will reduce guest capacity.

Adding gallery options significantly increases the total capacity.

Leslie P. Sussman Atrium

Available for events with a start time of 5:30pm or later. (We recommend 6 pm or later for events that include a sit-down dinner or extensive set-up.)

Accommodates up to 80 people for a standing reception, 60 for family seating at 6-foot tables, 100 for theatre-style seating, and 45 for a classroom setting.

Total capacity depends on set-up; additional food and drink tables will reduce guest capacity.

Adding gallery options significantly increases the total capacity.

Murray Family Event Space

Available during either museum operating hours or after hours, AV capability included.

Accommodates up to 120 people for a standing reception, 100 for a seated banquet, 120 for theatre-style seating, and 100 for a classroom setting.

Total capacity depends on set-up; a stage, dance floor, and/or additional food and drink tables will reduce guest capacity.

Adding gallery options significantly increases the total capacity.

Esther and Gene Grant, Ben G. Cheney Foundation Classroom

Available during either museum operating hours or after hours.

Accommodates up to 65 people for a standing reception, 70 for a seated banquet, 70 for theatre-style seating, and 50 for a classroom setting.

Total capacity depends on set-up; a dance floor, and/or additional food and drink tables will reduce guest capacity.

Adding gallery options significantly increases the total capacity.

M.J. Murdock Art Classroom

Available during either museum operating hours or after hours.

Accommodates up to 50 people for a standing reception, 40 for a seated banquet, 45 for theatre-style seating, and 40 for a classroom setting.

Total capacity depends on set-up; a dance floor, and/or additional food and drink tables will reduce guest capacity.

Adding gallery options significantly increases the total capacity.

Bill & Melinda Gates Foundation Library

Available during either museum operating hours or after hours.

Accommodates up to 40 people for a standing reception, 25 for a seated banquet, 30 for theatre-style seating, and 25 for a classroom setting.

Total capacity depends on set-up; and/or additional food and drink tables will reduce guest capacity.

Adding gallery options significantly increases the total capacity.

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Additional Services

These options can be added to any event:

  • Museum presentations
  • Access to the TAM Store and/or TAM Studio
  • Exhibition access
  • Guided Curator or Docent gallery tours.
  • AV equipment: Metal easels, digital LCD projector, drop-down digital screen, laptop, DVD, podium, tech assistance, microphones (corded and cordless), and stage sections.

Any expenses, damages or cleaning charges incurred by TAM, as a result of event attendee or vendor misconduct in the building (accidental or otherwise) will be charged to the Client.

All items brought into the Museum for an event must be removed by the specified vacating time after the event or such items will be subject to a storage fee of $100 per day.

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