Guidelines for Usage

Philbrook Museum is the perfect setting for any Event and is equipped to make your Event successful. Hosting an event at Philbrook is a benefit to donors and Non-profit organizations. Philbrook’s staff is dedicated to the art of Event planning and will handle all necessary arrangements. (appropriate fees apply)

Philbrook has established Event Guidelines/Policies to set out the terms and conditions for use of the premises. Because Philbrook is first and foremost a fine arts museum, the following guidelines have been established to preserve the Museum, including grounds and gardens, the Museums contents and Philbrook’s accreditation by The American Association of Museums. Philbrook reserves the right to change or amend this Policy for any reason at any time, without advance notice, including but not limited to, procedures regarding life, safety codes, insurance requirements, building codes, art lender requirements, or other legal issues. Nevertheless, Philbrook will endeavor to notify you of any material changes at the earliest reasonable date.

Guidelines:

  1. Fundraising events are not allowed
  2. After hours events may not begin before 6:00 P.M. and must conclude by Midnight. Set-up of equipment must occur on the same day of the event and must minimize any interference with regular museum activities. Precise times and locations of deliveries must be approved by the Philbrook Event Coordinator prior to the set-up day.
  3. Artwork and title walls cannot be moved or covered for any reason. Extra security may be required if there is a special exhibition on display at the museum during the event (appropriate fees apply)
  4. No artwork or museum collection furniture may be touched or moved, except by Philbrook personnel.
  5. For someone other than a Philbrook member to use the member’s benefit of hosting an Event, the transfer of the member’s benefit must receive Executive Committee approval BEFORE an Event Contract can be executed or the event planned.
  6. All decorations, equipment and any other items must be removed at the conclusion of the Event. No personal items or equipment rentals may be left for any reason and must be removed from the museum the night of the Event.
  7. No attachable décor such as banners, signage or floral arrangements may be used anywhere in the museum.
  8. Any live plant materials must contain sterilized soil, be sprayed with insecticide prior to being brought into the museum and are prohibited in the art galleries. Areas where live plant materials can be placed are limited and must be approved in advance by the Event Coordinator.
  9. All catering for events is required to be provided by la Villa Restaurant, Inc. The Catering Manager can be reached at (918) 748-5366.
  10. Approval for music and other entertainment requests are subject to the discretion of the Event Coordinator. All approved entertainment must schedule delivery/set-up/tear-down/special needs with the Event Coordinator. Additional charges may apply for special lighting or electrical requirements. All entertainment must conclude 30 minutes prior to the end of the Event.
  11. Some events may be required to use valet parking services at additional cost.
  12. Audio visual equipment is available for rent and requires a mandatory technician fee.
  13. No candles of any kind are allowed.
  14. Smoking is not allowed anywhere in the museum, and only in designated areas outside.
  15. The Event Host or Sponsor will be responsible for damages due to negligence, including actions of guests. Philbrook reserves the right in its discretion, to remove guests that deviate from appropriate behavior. Certain event may require off-duty police services at additional cost.
  16. Additional terms and fees may apply due to event size and availability of the Museum.
  17. Rental of the museum for an event does not imply Philbrook sponsorship or approval of the Event. As a result, any publication or invitation must receive prior approval from the event Coordinator.

Historic Villa Philbrook is available for use by donors at the $5,000 level and above with the following limitations:

  1. No food or drinks are to be served in the Historic Villa Philbrook
  2. Limited bar service may be available on the outside Terrace
  3. Furniture re-arranging or removal is not allowed without approval of the Event Coordinator and may be granted only if the anticipated guests total over 150 people.
  4. No photography in allowed in any gallery. All use of photography must be approved in advance.

Hosting a Wedding is a benefit to donors at the $10,000 dollar level and above while Receptions are available to donors at the $5,000 level and above. For more information go to philbrook.org/experience/facility/weddings.cfm.

  1. Wedding and receptions are restricted to specific areas in the museum and grounds. Event logistics must be approved in advance.
  2. Only flower petals and lavender may be thrown and only outside the museum during wedding events.
  3. Philbrook is not responsible for any gifts, flowers, keepsakes etc. all of which must be removed from the museum the night of the Event.

Use of the Grounds and Gardens is a benefit for use by donors at the $5,000 level and above.

  1. Alternate rain plans must be established for all outdoor events.
  2. Additional rental and set up fees apply for events held in the gardens.
  3. Tents and flooring will require additional fees and must be approved and arranged through the Event Coordinator.
  4. Potted plants may be used if they contain sterilized soil and are place on sidewalks only.
  5. Votive candles may be used outdoors if they have a heavy base and are enclosed.
  6. Music must be at a reasonable decibel level.

Both Philbrook donors and non-profit organizations are subject to all Philbrook fees and out-of–pocket costs associated with their event. All events require a $500 non-refundable deposit and a complete event contract in order to secure an event date. A service charge will be added to all events totaling $500 and above.

Thank you for respecting Philbrook’s Events guidelines. Together we will help preserve Philbrook for future generations. For questions or to book an event, please contact the Event Coordinator at (918) 748-5399 or by email at dshen@philbrook.org.