The National Museum of Dance has several distinct spaces to offer for weddings and events:
The Courtyard, the Southeast Gallery, and the Main Foyer. These spaces allow flexibility for ceremonies, cocktails, receptions and dancing. Our secluded Courtyard is perfect for larger weddings under a canopy tent. It is also an ideal location for elegant ceremonies or a casual cocktail party before your reception. Surrounded by windows, the Southeast Gallery offers a light and airy ambiance with a private entrance. Our beautiful Main Foyer provides an atmosphere of classic elegance for weddings and events. French doors open from the Foyer to our private Courtyard. The Courtyard with or without a tent can accommodate a seated dinner capacity 300-400, and cocktail reception capacity is 550. The Southeast Gallery capacity is 125 seated and cocktail reception capacity is 150. The Main Foyer capacity is 125 seated and cocktail reception capacity is 150.
THE RIGGI THEATER
The Riggi Theater (Theater ONLY) capacity is 45 theater seats with the possibilities to extend to 50 additional seats. The Dancers in Film capacity is 40 seated and cocktail reception capacity is 50.
MUSEUM AVAILABILITY FOR WEDDINGS & EVENTS
Event Hosts (Renter) may hold private special events in any of the approved locations subject to availability. Venue reservation planning must consider event set up, material storage, deliveries and break down. Rental fees are based on a 5-hour time period with additional time for set-up and breakdown. For weddings, we allow an hour rehearsal and 30 minutes for a ceremony.
The Museum facilities are available for private functions during and outside Museum public hours. Areas of use include the Southeast Gallery (SEG), the Main Foyer and the outside Courtyard. The Theater may be available for private functions during public hours, depending on programming schedule.
Rental fees are based on a 5-hour time period with additional time for set-up and breakdown. For weddings, we allow an hour rehearsal the day before and 30 minutes for a ceremony. Overtime is allowed with prior permission from the Facility Rentals Manager or on-site staff member, if Event Host (Renter) and guests are acting in a professional manner and approved by all on-site vendors. The Museum will charge a $850 fee per hour for wedding/event overtime. The $850 fee will be due the night of the wedding/event and can be paid by check, cash or credit card to the Facility Rentals Manager or on-site NMD staff member in advance. The Wedding & Event OVERTIME FORM will need to be filed and submitted the same night of the event or in advance. All checks should be made out to The National Museum of Dance.
All off site caterers not on the caterers’ list using the facility must receive written approval. All caterers contracted to work on an event at the NMD facilities must sign a Caterer’s Contract, submit a Liability Insurance Policy, Liquor License (if applicable) and pay a kitchen fee (if applicable) prior to the event.
USE OF NAME, LOGO & IMAGE RIGHTS/REPRODUCTIONS
Use of the National Museum of Dance (“NMD” or “Dance Museum”) is permitted only to announce the location of the event. The Event Host (Renter) may make no claim that the Museum is sponsoring or hosting the event.
EVENT PLAN & DESIGN
All elements of the event chronology, vendor plans, and design must be submitted and approved 14 days in advance. The National Museum of Dance reserves the right to approve the design of the event.
WALK-THROUGH & FLOORPLAN
A logistics walk-through of the National Museum of Dance with the Event Host (Renter), Catering, Event Planners and the Facility Rentals Manager must take place prior to the event. A specific layout indicating the placement of tables, chairs, risers, podiums, canopies, lighting/electrical equipment, floral arrangements, displays, banners, floor coverings, furnishings, and A/V equipment must be submitted and approved at least 14 days prior to the event. For your convenience the Museum offers Floorplan design and layouts free of charge through All Seated. If you need or would like to take advantage of this offer, please contact the Facility Rentals Manager for details.
VENDORS & PERFORMERS
The Event Host (Renter) is responsible for all event vendor contracts and costs and is liable for all vendor actions and performances. All vendors are subject to The National Museum of Dance policy guidelines, including providing Certificates of Insurance for the event. The National Museum of Dance reserves the right of final approval of the decorator, florist, planners, designers, performers, and any other vendors selected for the wedding/event. Names and telephone numbers of all vendors employed directly by the Event Host (Renter) must be submitted to the Facility Rentals Manager thirty days in advance of the event.
The Courtyard may be used for tented weddings and outdoor ceremonies. All decorations must be approved in advance by the Facility Rentals Manager. No bonfires or open flames permitted. Nothing may be strewn on the lawn or landscaped areas. This includes, but is not limited to, confetti, glitter, paint, crepe paper, rice, birdseed and flowers. The Courtyard should be cleaned and remove all trash from the premises on completion of the wedding/event. The National Museum of Dance requires all wedding/event areas to be left in order as found. No unsecured alcohol, products, merchandise, decorations, chairs, tables or auction items allowed to be left after any event in the Courtyard.
ART IN THE FOYER & EXHIBITIONS
Event Host (Renter) must understand that the art (Exhibitions) hung in the Foyer at the time of signing the rental contract may be different than the art hung in the Foyer on the date of the wedding/event. The Museum will not remove any works of art for private events. Works of art may not be touched in any manner. Damage caused to works of art during weddings and private events is the sole responsibility of the renter. All damage incidents must be reported immediately to the Facility Rentals Manager for appraisal.
Nothing may be strewn on the floors inside the National Museum of Dance. This includes, but is not limited to, confetti, glitter, crepe paper, rice, birdseed and flowers. Nothing may be affixed to any surfaces without prior clearance in writing from the Facility Rentals Manager. All decorations must be approved in advance.
Smoking, open flames, unshielded real flame votives, tapers or unshielded candles, and pyrotechnics of any kind are not allowed inside the Museum building. We encourage the use of battery-operated candles.
During Museum hours music must be kept to moderate levels. The National Museum of Dance has no ability to control the special event, performing arts or concert schedule at the Saratoga Performing Arts Center. We make every effort to provide notice of concerts or events as we are made aware of them.
Photography and/or videography are permitted in the common event spaces unless otherwise noted.
The Gift Shop is typically closed during special events and weddings.
Animals, other than guide dogs or licensed service animals are not allowed in the Museum. During certain special outside events pets may be allowed on the property with special permission from the Facility Renters Manager.
VENDORS & GUEST LISTS
For security and safety purposes, a list of all working staff, vendors and a list of wedding/event attendees must be submitted to the Facility Rentals Manager at least 30 days prior to the event. Additions or changes during the last week should be updated prior to the wedding or event. This information can be provided in the Rental Tech Form which is due 30 days prior to the wedding/event.
ACCIDENTS & INJURIES
All accidents and injuries should be reported to the Facility Rentals Manager immediately and an Accident/Incident Report should be completed.
Parking from weddings/events is allowed in the main parking lot on the side of the Museum and certain grass areas at no charge. Parking is not allowed on Rt.9 or the Avenue of the Pines and may be subject to fines or towing at the owner’s expense. Vehicles may be left overnight in our main parking lot but must be removed by 10am the next day. The Museum is not responsible for any vehicles that may be damaged when parking in our lot. All vendors must park in the furthest parking spots in the Museums main lot. Vendors can use the loading dock for loading and unloading purposes only. Trucks and cars are not allowed to park by the loading dock during the event without the advance permission from the Facility Rentals Manager. Vendors vehicles are not allowed to block the sidewalk leading into the Dance School located behind the Museum. Please be aware of small children and pedestrians walking in front of the loading dock during operational hours.
Tables, Chairs and Museum Property
Every wedding/event must fill out and submit a Rental Technical Form at least 30 days prior to the wedding/event to the Facility Rentals Manager. This form will communicate all vendors and guests involved and any special needs that may need to be addressed. All tables and chairs are required to be neatly put away in their proper locations by the caterer or Event Host (Renter).The National Museum of Dance requires all wedding/event areas to be left in order as found.
Setup & Times
Event Host (Renter) and caterers must inform the Facility Renters Manager a minimum of 14 days’ notice of setup times for a wedding or event. Setups are only allowed by preferred Caterers, Decorators or Wedding Planners. Caterers or Event Hosts (Renter) are allowed into the kitchen areas starting at 9am, however, setup in remaining Museums areas will not be allowed until 12pm (day of event) unless other arrangements have been made and approved by the Facility Rentals Manager. Please be courteous and quiet as possible during setup and be aware that the Museum is still open to the public until one hour before the start of a wedding or event, unless other arrangements have been made.
REFUSE & CLEAN UP
Each vendor is responsible to organize its own garbage, packing materials, wrappings, or refuse under the direction of the National Museum of Dance staff member. The Caterer and Event Host (Renter) are responsible for all event refuse removal and orderly placement in the outside garbage receptacles. All chairs and tables should be returned to their proper storage places. All floors should be swept, or dust mopped and be free of trash and debris. The kitchen area should be cleaned, all garbage removed, and floor swept and wet mopped. Non-compliance may result in the forfeiture of the Event Host (Renter) security deposit. The National Museum of Dance requires all staging and event areas to be left in order as found. All damage incidents must be reported immediately to the Facility Rentals Manager for appraisal.
DELIVERIES & PICK-UP
Please notify the Facility Renters Manager a minimum of seven days prior for all deliveries to plan to access the NMD grounds. Typically, all wedding and event deliveries are allowed on the premises by 9am the morning of the wedding/event to the kitchen areas unless other arrangements have been made. Pick-up of all wedding/event items should be taken out on the same day or night of the wedding/event unless other arrangements have been made. If necessary, all items left from a wedding/event can be picked up on Sunday (Next Day after event) from 10am – 12pm with advance permission from the Facility Rentals Manager.
Deliveries are only accepted the day of the event unless prior arrangements have been made. All Event Host (Renter) property is stored and handled at the risk of the Event Host (Renter). The Museum shall not be responsible for the loss or damage to said property.
No event equipment or supplies may be left in the building after the conclusion of the event without the advance permission from the Facility Rentals Manager. Pick up of materials or items following the event day may be subject to a storage charge unless other arrangements have been made.