Facility/Conference Room Rental at the Museum-
Rent our Entire Museum or just a room for your event.
Reservations
Ø A 50% deposit (payable with a check or money order) and a contract signed by both parties are required to hold any date.
Cancellations and Refunds
Ø If a Special Event client cancels two weeks or less before the event, the client will forfeit the deposit.
Ø If a Special Event client cancels 24 hours or less before the event, the entire payment is forfeited.
Ø A refund check, if necessary, will be sent to the client within 30 days.
Ø For a scheduled meeting, if the client must cancel for any reason or if the client will arrive late, they must call the museum immediately. If the Facility Rental request for a meeting is not canceled at least 24 hours in advance, or fail to arrive as scheduled, a $20 fee will be charged.
Restrictions
Ø Living plants or fresh flowers must be delivered and removed the same day from the museum.
Ø Candles are not permitted in the museum, although chafing dishes are allowed.
Ø No smoking is allowed anywhere in the museum.
Ø No client, guest, or caterer may move equipment, exhibits, cases or other property belonging to the museum.
Ø Exhibit display cases are not to be used as tables or to hold any event related materials.
Ø Helium balloons are not allowed in the museum.
Parking
Ø Parking is available in front of the museum along NW Alexander Street as well as along Front Street in downtown Coupeville. There is no fee for parking.
Food and Beverage
Ø No food or beverage is allowed in the Main Exhibit Gallery.
Ø Catering arrangements must be approved by the museum’s Event Coordinator in advance, (360) 678-3310.
Ø The caterer is responsible for cleanup and removal of all food, equipment, and garbage from the museum on the day of the event. Garbage and recycling receptacles are located along the south side of the building.
Ø If alcohol is to be served, the client must obtain and complete a Washington State Banquet Permit, available at any Washington State Liquor Store. This permit must be signed, approved and posted at the museum during the event.
Setup and Cleanup
Ø Due to space restrictions, items generally cannot be delivered to the museum before the scheduled reservation time nor can items be left at the museum overnight. However, some arrangements may be possible to make if necessary. Please contact the museum’s Event Coordinator for special circumstances.
Ø The rooms must be left in the manner in which they were found. Please speak with the Event Coordinator regarding proper placement of tables and chairs.
Ø Setup and cleanup time must be included in the overall rental time.
Ø Overtime is charged at a rate of $100 per hour. Client may add one hour of overtime to any rental package. Additional overtime must be approved by museum personnel.
Equipment
Ø Arrangements for the use of equipment should be made will in advance of the scheduled event to ensure availability.
Ø The museum has the following equipment available for the Client’s use: Overhead projector and screen; Slide projector and screen; Monitor with VCR; Chairs – 40; Tables – six 6 foot.
Facility Rental Rates for Receptions
5:30 p.m. – 10:00 p.m. Regular Rate Non-profit Rate
Both Floors including the Main Exhibit Gallery, $675.00 $525.00
Side Room, Lobby, and Museum Conference Room
Reception capacity: 100
Main Floor including the Main Exhibit Gallery, Side $500.00 $350.00
Room, and Lobby
Reception capacity: 85
5:30 p.m. – 8:30 p.m. Regular Rate Non-profit Rate
Both Floors including the Main Exhibit Gallery, $450.00 $300.00
Side Room, Lobby, and Museum Conference Room
Reception capacity: 100
Main Floor including the Main Exhibit Gallery, Side $275.00 $125.00
Room, and Lobby
Facility Rental Rates for Meetings
(Check with museum staff for available times) Regular Rate Non-profit Rate
Museum Conference Room – upstairs $50.00/hr. $35.00/hr.
Side Room $50.00/hr. $35.00/hr.