COPIA Facilities Use Policy and Procedures
LIABILITY INSURANCE
Liability insurance is required for events, naming COPIA as additional insured for protection against all liabilities and property damage related to the use and occupancy of the facility with a minimum single limit of liability of no less than $2,000,000 per event. Please submit the certificate of insurance to COPIA 30 days prior to the event date.SITE RENTAL
COPIA has a selection of outstanding interior and exterior spaces available for rent. To reserve your space and date, we require a signed Event Contract and deposit.COPIA is a 501(C)(3) not-for-profit museum and cultural center-open to the public daily (except on Tuesdays) from 10:00 AM to 5:00 PM. During these times, the museum's public and other programming may occur simultaneously with your event-in spaces that may be joined with your event-depending on venue. An event timeline and schematic is required two-weeks prior to your event, and will be reviewed by your event coordinator.
On days when COPIA is open to the public, event-set-up is only permitted before 4:30 PM with advance authorization.
COPIA reserves the right to alter the appearance of the interior spaces and gardens at any time.
Please note that due to our museum regulations, food and beverages are not allowed in the exhibition galleries or the theater.
SECURITY
COPIA has a professional security staff on duty at all times. Additional security may be required/retained for an additional fee.COPIA complies with the rules and regulations set forth by the Alcohol Beverage Control, and COPIA also follows a zero tolerance policy in regards to illegal substances on our premises. Any violation of our anti-drug policy will be brought to the attention of security and reported to the proper authorities.
GUEST ACCESS
Your guests will only be permitted access to the areas reserved for your event.PARKING
There is ample parking available at COPIA, but if your event exceeds the capacity, we can assist in coordinating bus or trolley transportation to load and unload passengers at the front entrance of the building. Parking for buses is available near the facility in the South Parking Lot.PRINTED MATERIALS AND USE OF COPIA NAME
The use of COPIA’s name and logo may be permitted under the following conditions, and with pre-approval:*Use of COPIA's name and logo - please note that use of name or logo should not suggest that COPIA is sponsoring, endorsing, promoting or hosting the event
*Use of name of a designated event space to announce the location of the event
*All printed materials relating to the event, including invitation copy, programs, electronic text and any promotional materials (we also request a final copy of all printed materials for our records).
DELIVERIES
Rentals, vendor and caterer deliveries and pick-up must be made the same day as the event. We ask that deliveries be coordinated with COPIA's Special Events Department at least two weeks prior to the event. Unfortunately, COPIA does not have available storage areas.PRESS COVERAGE
If you plan to have members of the press attend your event, please advise your Event Coordinator, so that the appropriate arrangements can be made with the COPIA Public Relations Department.COAT CHECK
A coatroom attendant is available at additional charge; advance arrangements are required.AUDIO/VISUAL
Audio/visual needs, including equipment and technicians, are available with advance notice, for an additional fee.DECOR
Please submit any plans for decor, including signage, attachments and use of candles, for pre-approval at least one month in advance of the event date. Material, such as confetti, glitter, rice, sand, birdseed, nails or adhesive tape, may not be used on site. We ask that all decor, promotional materials, supplies and rental equipment be removed immediately following the event. Please note that COPIA is not responsible for any remaining items.LIGHTING
Due to the sensitivity of some artwork, we ask that plans for special lighting please be submitted at least one month in advance of the event date. Special lighting procedures, such as rigging on the ceiling or walls, adjustments to COPIA light fixtures, and electrical cords near any freestanding artwork, are respectfully not permitted. The use of open flames is also not permitted.MUSIC AND ENTERTAINMENT
Music and entertainment personnel are asked to meet with COPIA's Special Events Department at least two weeks prior to the event to review electrical, lighting and other requirements.As a public institution located within the Napa city limits, COPIA's outside events are legally bound to comply with local noise and other ordinances. Live bands cannot consist of more than 5 pieces, without express authorization from your COPIA Event Coordinator. Music for outdoor events must cease playing by 10:00, due to local noise regulations. Music for indoor events may continue playing until 11:30 PM. Your band or dj must comply with the COPIA Event Coordinator's volume control instructions.
