Policies & Guidelines
Telfair Museums is home to an expansive collection of artwork as well as historic sites and stunning venue space. To ensure an amazing event in our unique facilities, we have established the following guidelines:
Artwork – Telfair Museums features artwork of all mediums, and content will be on display during your event. While TM will make every effort to accommodate your event within the guidelines below, please be aware that no guarantee of the display or exhibition of future collections or work is implied. Artwork, including sculptures, installations, and framed or unframed works on the walls may be installed or de-installed without reference to any rental event.
Cancellation – All cancellations must be in writing. Fifty percent (50%) of the rental fee shall be forfeited should the Renter cancel. Check your contract to confirm the cancellation policy for your event.
Catering & Additional Vendors – A vendor list is required 30 days prior to any event, and must include contact person and information. All vendors will have access no more than three hours before the event is contracted to begin, and two hours following the event to strike their equipment and rentals. Additional time for set-up or breakdown will be billed to the vendor at a $50 hourly rate.
Cooking – Cooking is NOT permitted in any of the TM venues. Electric warmers such as chafing dishes are permitted. Butane, propane, sterno and open flame is strictly prohibited in any circumstance.
All supplies must be provided by the caterer including extension cords, towels, utensils, containers, bins, trash cans, trash bags, etc. All cords must be taped down with gaffer’s tape or painter’s tape that will not leave a residue.
Décor & Event Design – Consideration for our museum spaces is requested when designing any event within our venues. No open flames of any kind are permitted. No hanging décor such as ribbon, light strings, etc will be attached to walls or ceilings. No bubbles, confetti, silly string, balloons, rice, bird seed, aerosol cans, lacquer, paint or glue guns will be allowed inside to within close proximity to the buildings. No trees, oversized shrubbery, plants, ferns, etc are allowed in the Academy at any time. Centerpieces are to contain minimal water if necessary and must be placed the distance of its height plus a foot from any walls or artwork.
Stages are to be no larger than 12×16 and must also be placed 4 feet off the wall of the Rotunda or within reasonable distance in the Jepson Atrium.
All decor supplied from an outside source must be removed from the event area by the renter or vendor directly following the departure of the last guest from the venue. No live animals are permitted in any TMA venues.
Deliveries and Pick-up – Deliveries including drop-offs such as linens, flowers, etc, must scheduled with the Events Rental Manager at least 14 days prior to the event. Pick-ups are to occur after the event within the two hour access window unless otherwise determined by Facilities Rental Manager. Items left after the two hours are subject to a $50 per day storage charge and after ten days become property of TM.
Event Hours – Events are scheduled to begin during non-public hours no earlier than 6pm and should end by 11:00pm. An additional fee of $100 will be assessed to the renter for every hour or portion of an hour after the agreed upon time .
Equipment – TM does not provide tables, chairs, linens, glassware, china, flatware, or additional equipment for events nor will TM store these items for events.
Fees & Deposits – Half of the rental fee due upon signing of the rental contract to book and confirm the reservation. A signed copy of the policies and guidelines is due as well.
Balance of the payment is due 30 days prior to the event date. TM accepts rental payments in the form of checks and credit card payment. Credit card payments will incur a 3% processing charge.
Galleries & Exhibition Space – TM restricts food and drink in art galleries with the exception of the Academy Rotunda and Sculpture Gallery and the public spaces of the Jepson Center. Galleries may be opened for viewing based on exhibitions and at the sole discretion of the TM management. Only the Owens-Thomas House Garden and entry into the garden may be used at the OTH for catered events.
There may be changes in museum and gallery displays or exhibitions from the time the venue is viewed to the event date. Changes or alterations in the museum set-up do not warrant event cancellation.
Unless otherwise specified, all galleries outside of rental space will be closed during events. Tours of the galleries are welcomed during any event with compliance of the above policy and a docent charge of $20 per hour/per docent. Galleries may be kept open for a gallery fee of $100 per hour.
Insurance – The renter must supply a certificate of insurance for comprehensive general liability with minimum limits of $ 1,000,000 on an occurrence form for bodily injury, property damage and personal injury with a carrier that is acceptable to TMA. Telfair Museums shall be named as an additional insured, and a certificate of insurance showing proof of coverage shall be issued to TMA 60 days prior to the event. Certificates can be obtained through the renters’ insurance company or through the museums company upon request.
Parking – There is parking along the street around all TM venues. There is a parking garage located behind the Academy building as well as across the square from the Owens-Thomas House. Renters may call the City of Savannah parking services at 912.651.6470 or www.savannahga.gov to arrange bagged meters or garage space payment.
Rental Agreement – Upon booking TM facilities, renters must sign a contract and the Policies & Guidelines paperwork and return it with appropriate payment to Events Rental Manager, Telfair Museums, PO Box 10081, Savannah, GA 31412
Set-up & Strike – No tables, chairs, equipment, etc may be set closer than 3 feet from any wall or artwork. If the height of the set-up is greater than three-feet, then the distance from the wall must exceed the height by one foot. Use of open flame is strictly prohibited.
Set-up may not begin earlier than three hours prior to the contracted start time, and equipment strike is to take place within two hours of event end.
TMA reserves the right to designate what areas may be used within its venues. Exits and bathroom are not to be blocked and no décor or set-up may interfere in any way with the artwork on display or any guests viewing the artwork.
Security – As part of the rental fee, interior security is provided as TM determines is appropriate with regards to guest count and event size. Outside security is arranged by the renter through the City of Savannah and should be conveyed to the Events Rental Manager.
Please contact the Events Rental Manager if you have any questions about any of the policies or guidelines or about your event at Telfair Museums.