Scheduling, Events and Conferences

Museum of Art Policy

The Hallie Ford Museum of Art is designed to serve the educational needs of the University while simultaneously offering Salem and the greater Oregon community access to regional contemporary and historical art collections and a wide variety of public programs.

Museum-sponsored and -related events will receive priority in scheduling. The museum is not available as a regular meeting place for clubs, organizations, committees and other groups. In addition, the museum is not available on Opening Days (Thursday - Sunday); Homecoming (Thursday - Saturday); Parents/Family Weekend (Friday - Saturday); Preview Day (Saturday) in the fall and spring; Commencement (Wednesday - Monday); Willamette Day (February 1); and during the Board of Trustees meetings (Thursday - Friday) in October, February and May. (Contact the Office of Scheduling, Events and Conferences for exact dates.)

The Office of Scheduling, Events, and Conferences accepts initial requests; each request is then submitted to the Museum Director for decision. If an event is approved, the following requirements and restrictions will apply.

  1. Scheduled events, events set -up, and event clean up may not disrupt the museum's operation or the student class schedule. All areas must be restored to museum standard prior to the start of operating hours or class time. The museum is open Tuesday-Saturday, 10 a.m.-5 p.m., except Thanksgiving, Christmas, New Year's and Independence Days. Consult the Office of Scheduling, Events, and Conferences for class schedule. There is no public access to the gardens.
  2. Areas that cannot be obstructed: all exits, stairways, and hallways; upper lobby, entrance vestibule.
  3. A museum official must be on the premises at all times; if the galleries are open to a group, a Campus Safety Officer must also be present in the galleries. Staffing must be arranged at least two weeks in advance.
  4. Requests for changes in the normal arrangement of furniture or equipment must be submitted to the Office of Scheduling, Events, and Conferences at least five working days prior to the event; the receptionist's desk may not be moved at any time.
  5. All catering, by University contract, must be through Bon Appetit Food Service. If alcohol is to be served, general University regulations must be followed. No food or beverages are allowed in the galleries or the Lecture Hall at any time.
  6. No smoking is permitted in any part of the museum.
  7. Decorations allowed in the lobby: Commercially prepared floral arrangements on reception or dinner tables. No other decorations are allowed.
  8. No plant material of any kind is allowed in the galleries.
  9. Signs may be placed on easels or tables.
  10. During the business day, there is no free parking located near the museum. Metered parking is available on State Street. One-use permits for University lots (3-5 blocks away) may be arranged through Campus Safety.
  11. All unloading/loading and deliveries are through the main entrance at 700 State Street.

    Delivery hours:
    Monday, 8 a.m.-noon; 1-5 p.m.
    Tuesday-Friday, 8 a.m.-noon
    No delivery holidays and weekends.

  12. Invoices will be sent at the time of event confirmation. Full payment must be received no later than 14 days prior to the event or the booking will be released.

Hourly Rentals

Hourly Rental, Main Lobby: $150/hour
Standing Room Capacity (Reception): 120
Reception Setup Time: 1 hour
Sit Down Room Capacity (Reception and Dinner): 48
Reception and Dinner Setup Time: 2 hours

Hourly Rental, Lecture Hall (Room 213): $100/hour
Room Capacity: 65 (can be extended to 95 with rental chairs)

Hourly Rental, Galleries: $300/hour