Useful Information & FAQs 

What address can I use for event invitations? 

Harvard Art Museums must approve save-the-date cards and invitations to ensure accuracy. An extra set of eyes is always helpful.

 

Are there any Vendor Insurance Requirements?

All vendors hired to provide services for your event must submit a Certificate of Insurance (COI) to Harvard Art Museums Facility Rentals Manager no later than 60 days before your event date. The client or their representative is responsible for ensuring this compliance. If The Catered Affair arranges vendors on your behalf, they will handle this requirement. Please refer to the document below regarding the insurance requirements for all vendors. Examples of required documents are available upon request.  

The below agreements must be signed by your vendors and returned one month before your event. Please distribute as appropriate. 

Audio Visual and Lighting Vendor Agreement  

Music and Entertainment Vendor Agreement  

Photo and Video Vendor Agreement  

Venue Instructions and Policies

Please provide the below venue instructions and policies to your vendors. Load-in procedures must follow the policy of Harvard Art Museums, and all vendors must comply with instructions from the museums’ security and operations personnel. If your vendors have questions or would like to arrange a pre-event site tour, they can contact the Facility Rentals Manager directly.  

 

What accommodations do you have for ceremony rehearsal/pre and post-ceremonies?

If your Ceremony is at Harvard Art Museums, the Museum cannot accommodate rehearsals due to public hours.  A walkthrough of the ceremony space 3-5 days before the event date can be arranged during open museum hours. This is limited to the couple, parents, and officiant. 

 

Is parking available at the Museum?

You may arrange parking ahead of time through the Harvard Transportation and Parking Office. The Broadway Street Garage is just steps away from the museum and the most popular option for guest parking. 

 

Can we schedule a first look with our photographer?

The couple, the photographer, and a small group of family or wedding party (H/AM will require approval one month before the Wedding) are allowed early access to the Museums for photos starting at 5:45 pm only if the Ceremony is on-site. For off-site ceremonies, 6:00 p.m. is the earliest start time and is only for the couple.  The 2nd-floor arcades are available for the couple, and a photographer with a museum attendant to escort the group. The names of the early arrivals will need to be provided ahead of time, and access to the Museum will be through the staff entrance one week before the Wedding. 

 

Are there any getting ready/changing rooms?

Unfortunately, Harvard Art Museums has no changing room or space for getting ready.

 

 Supervision of Children

Children must be supervised at all times when at Harvard Art Museums. Please note that there is no additional space for children to eat, rest, or play. 

 

Additional Reminders

  • The start time for wedding ceremonies is 6:30 pm and the reception at 7:00 PM.
  • The museum does not permit flame, sap-producing trees, confetti, rice, flower petals, balloons, feathers, sand, glitter, or sparklers.
  • No potted plants or soil. All plants must be in water or fake.  
  • No decor may touch the walls of the Museums;  they are part of the original architecture and are considered art.
  • Champagne towers at Harvard Art Museums are not permitted.  
  • Please refer to the museum facility Manager, who can assist and provide you with all rules & regulations.
  • The Museums’ doors will not open until the start time for your event. No exceptions. Please make sure that this is communicated to your guests. We prefer not to turn guests away who arrive early.  Per Massachusetts State laws, the bar and entertainment concludes 30 minutes before the event’s end time.

 

Are there vendors that you recommend?  

Yes, we do! We have an extensive list of partners we have worked with and are familiar with Harvard Art Museum’s rules and regulations.

 

I have a friend/vendor I’d love to use. Is that something we could do?   

All vendors must be approved with a proper certificate of insurance and reviewed by Harvard Art Museums. All current and prospective vendors must have an active COI to be reviewed or approved. Before booking your preferred vendor, please ensure they can produce the proper COI requirements.

 

When working with an Event Planner and a Caterer, what are the steps that we need to take?   

All weddings and events are different and unique. Below this FAQ section, you will find a mock timeline detailing the steps and goals needed to make preparations for your special day a breeze. The timeline, décor, Menu, and guest experience are some items to consider. Please see the timeline section for more details. Some important things to be is prepared for your needs. Please ask many questions; our producers and planners love to answer them and work with you!

Who manages the event timeline?

The Catered Affair is New England’s premier full-service caterer. Your TCA Event Producer will be the on-site contact throughout your Wedding and will coordinate with you or your Event Planner to ensure the timeline runs smoothly.  All current and prospective Event Planners must present an ACTIVE COI to be reviewed or approved at least 30 days before your event date. Please ask us for Event Planner referrals.

 

The Menu + Beverage Tasting 

Your event producer will work with you to schedule a date and time for your Tasting. Tastings are held at the TCA main office and commissary in Rockland, MA, 70 Ledgewood Place.  Your Event Producer will work with you well in advance to identify the items you want to taste. It is a fun and delicious experience!

 

 I want to make a last-minute change. What should I do?

Our event production team is ready to ensure every detail is in place. If a change does occur, please let your producer know as soon as possible so they prepare accordingly to provide the best execution day.