Policies

Policies & Procedures
For External Events on RISD's Campus

The primary purpose of RISD spaces is to support the college’s educational mission, and all space use must be consistent with RISD’s mission and values; availability for external groups may be limited based on these conditions.
RISD locations may not be used by external groups for events that are political or religious in nature.
Permission to use a RISD facility does not imply endorsement, sponsorship, or support by RISD.

Event rentals require a signed contract and a non-refundable deposit (as outlined in the contract) in order to be considered confirmed.
The RISD name and address may be used to indicate event location and for directions. No other use of RISD’s name or logo in advertising is permitted without the express approval of RISD’s Marketing & Communications Office or General Counsel.
Renters will be provided access to and use of the spaces specified in their agreements. This may include the ability to utilize tables, chairs, and AV equipment in those spaces. Additional services needed (including without limitation: special setups; extra lighting and equipment rental; decoration; AV personnel) must be arranged separately.
It is the reserving individual’s responsibility to clean up and to restore the space to the condition it was in prior to the event (normal wear and tear excepted).
The person renting the space must be present for the entire duration of the event.

Prior approval is needed for all vendors (i.e, rentals, music, restrooms, etc.) that will be working on RISD Property, and RISD reserves the right to deny any such vendors as it, in its sole discretion, deems appropriate.
All vendors must abide by RISD’s insurance requirements.
All permits required and vendor selections must be submitted to on-site manager at least 30 days prior to the event.
Deliveries made prior to the start of the event and/ or items left after the event are the responsibility of the renter.
Everything brought onto the property must be removed at the conclusion of the event, or it will be disposed of by RISD at the reserving individual’s expense.

All catered food and beverage served on RISD Property must from a licensed caterer.
RISD Caters is the preferred caterer for all on campus events. If RISD Caters is unavailable to accommodate an event, an approved licensed caterer may be used.
A fee of $300 may be applied to any caterer that is not on RISD Conference & Event Service’s Preferred Vendor List.

Any and all alcoholic beverages are to be used according to the laws of the State of RI and the city/town the event is located in.
All alcohol must be provided by or through RISD Caters or another approved licensed caterer with a current liquor license.
All bar service must end 30 minutes prior to the end of the event.
No self-service bars are allowed.
All alcohol must be served by a TIPS-certified professional.
All events involving alcohol will require the presence of a Public Safety Officer during the service of alcohol.
Please note that a Liquor License and a TIPS Certification are not the same and both are required.

RISD retains the right to require the presence of one or more Public Safety Officers at any event as determined appropriate by the RISD Director of Public Safety or on-site manager.
A Public Safety Detail is required anytime alcohol is being served at an event on campus
A Public Safety Detail may be required anytime building doors will be unlocked for an event on campus
Some spaces on campus require the presence of a Fire Marshal during events
Please see RISD's Event Safety Page for additional details

All parties who wish to rent space at RISD must provide RISD with certificate of insurance in a form and with an insurer satisfactory to RISD, evidencing a minimum of $2 million in general liability insurance coverage and naming: Rhode Island School of Design, 20 Washington Place, Providence, RI 02903 as additional insured as required by the agreement.
Homeowner’s policies often can provide one-day “rider” coverage for the day of the event.
TULIP is one other source of such coverage for those without homeowner’s insurance: https://tulip.ajgrms.com/

Please keep the following information in mind when reviewing our pricing:

A 10% Administration Fee will be added to final invoice on all rates, services & fees.
A Half Day Rental is a reservation of up to 5 hour, including setup and breakdown.
A Full Day Rental is a reservation of up to 9 hours, including setup and breakdown.
Renters are required to provide events insurance coverage, as specified in the contract
Payments will be due as follows:
- 50% Deposit due within thirty (30) days of signed contract
- Outstanding Balance due within ten (10) days following the event

Stays of less than thirty (30) days will be subject to a state and local tax rate of 14%
(2% "Local" Hotel Tax, 5% Hotel/Whole Home Short Term Rental Tax, 7% RI Sales Tax)
A 20 % discount will be applied to stays of longer than seven (7) nights.
Payments will be due as follows:
- 50% Deposit due within thirty (30) days of signed contract.
- Outstanding Balance due within ten (10) business days of check in.