RENTAL AGREEMENT

The use of the Pacific Grove Museum of Natural History (hereafter called Museum) spaces is subject to their availability. In general, the Museum spaces may be used for public or private events when the occasion pertains to the purpose of the Museum.  In order for an event to be guaranteed, the Museum must receive a security deposit of at least fifty percent (50%) of the invoice total on or before the Agreement date. The remainder of any rental fee is required at the time of the event.

This layout is not drawn to scale.

This layout is not drawn to scale.

Today's date *
Today's date
Name *
Name
Phone *
Phone
Address *
Address
Museum Membership Name
Museum Membership Name
EVENT DETAILS
Confirmed event date *
Confirmed event date
Event start time *
Event start time
Event end time *
Event end time
Please provide the name, phone number, and email of who will be the point of contact day of the event.
Room(s): *
SECURITY DEPOSIT
A security deposit of fifty percent (50%) of the invoice total is required. All portions of the Security Deposit, will be taken off of the remainder of the invoice total if there are no damages to furnishings, floors, walls, extra cleanup, landscaping, refusal to vacate premises at established ending time, or other unusual costs incurred. Renters are responsible for guests’ conduct and/or damages and will be billed for any costs not covered by the Security Deposit. Payment for fees, damages, costs or expenses incurred by Museum in excess of the Security Deposit is due in full, ten (10) calendar days after billing date. The refunded security check will be mailed to the point of contact with in (3) three business days of the event. Any damage that exceeds the security deposit amount will be billed with in (3) three business days following the event. This bill is due within ten (10) calendar days after billing date. Unpaid bills will increase by 10% each week unpaid.
CANCELLATIONS
Cancellations must be made at least fifteen (15) calendar days in advance from room rental date to receive full refund amount, minus processing fees. Refunds will not be made for room rental cancellations made less than fifteen (15) calendar days in advance from room rental date but will be . Full facility rentals cancellations must be made at least thirty (30) calendar days in advance from rental date to receive full refund amount, minus processing fees. Refunds will not be made for full facility rental cancellations made less than thirty (30) calendar days in advance from rental date. All cancellations must be made in writing with dated signatures from the Client and Museum to receive a refund with in the time allotted.
CLEAN UP
It is the Client’s responsibility to clean and clear the space. Clients have 30 minutes following the end of their rental time to clear and clean the spaces used. Clients may choose to opt out of cleaning by paying the $250 cleaning fee, this does not include the clearing of items on surfaces. Full facility rentals and/or events with more than 50 guests eating are required to pay the cleaning fee. The cleaning fee may be refunded if the areas are thoroughly cleaned by the client with in the time allotted. All items on any surfaces must be cleared and put in the appropriate receptacles. Immediately following the completion of the function, all decorations, trash, or other debris must be thrown away in the appropriate receptacles provided. Anything left behind will be thrown away. If any trash will not fit in the receptacles, such as boxes or large items, these must be broken down and taken out to the trash dumpsters located behind the building. The Museum will provide trash liners if needed. All decorations must be taken down and removed from the Facility. Any liquid or food spills must be cleaned immediately and may result in loss of partial or full security deposit. Client is responsible for all kitchen clean-up. The kitchen area must be thoroughly cleansed and returned to its original level of cleanliness. This includes all work areas, ovens, refrigerators, sinks and floors. If stains are left on the carpet that were not noted as existing prior to the rental, the renter will be billed $250 for a carpet cleaning. This bill is due within ten (10) calendar days after billing date.
DECOR
The client has 30 minutes prior to noted event start time to decorate. They may ask the Museum for more time but it must be put in writing and signed one (1) week prior to the event and is subject to availability. Decorations may not be fastened to the walls with thumb tacks, nails, or staples. Masking tape, painters tape, zip ties are permitted but must be removed at the conclusion of the event. Battery operated candles only. No flames are to be lit in the building without consent. The use of glitter, metallic confetti, straw, rice, birdseed, or hay is prohibited inside and outside the facility. No rice, birdseed, or other similar items shall be thrown in or around the Facility. No items, such as tables and chairs may be placed on the hardwood floors without consent from the Museum. All items placed on the hardwood floors must have appropriate anti skid protection padding. Immediately following the completion of the function, all decorations, trash, or other debris must be thrown away in the appropriate receptacles provided. Anything left behind will be thrown away. When in doubt about decorations deemed acceptable, Client must consult with Museum staff. Failure to do this may result in damages and/or excessive wear and tear and loss of security deposit. Renter is responsible for setting up any tables and chairs required for your event, unless otherwise agreed upon by the museum. Museum staff will put the requested amount of rented tables and chairs in the appropriate rooms before the noted set-up time. All requests for tables and chairs must be done (2) two weeks prior to event date. Tables and chairs are subject to availability. No items, such as tables and chairs may be placed on the hardwood floors without consent from the Museum. All items placed on the hardwood floors must have appropriate anti skid protection padding. Any damage done to the floors will result in a partial or full loss of security deposit.
Please note any arrangements for lighting to be adjusted.
Special Equipment *
ENTERTAINMENT
Please specify entertainment *
Renters are responsible for guests’ and their hired vendors conduct and/or damages and will be billed for any costs not covered by the Security Deposit.
FOOD AND DRINK
All food must be prepared by, brought onto the premises, and served by Client or a caterer that is designated by the Client. Client or their caterer shall coordinate with Museum Staff two (2) days in advance in order to confirm catering staff arrival time. Caterers must have liability insurance. The Museum has items that can be rented for the event, see pricing page for reference. All items rented must be returned empty and rinsed of all food items upon return. Any fees due to broken or damaged rental items will be taken out of security deposit. Full facility rentals and/or rentals with 50 or more guests eating must pay the $250 cleaning fee. The cleaning fee may be refunded if the areas are thoroughly cleaned by the client with in the time allotted. Clients have 30 minutes prior to event time and 30 minutes following the noted ending time to clean and clear the spaces. If more time is needed for set up or clean up, it must be arranged with the Museum on paper one (1) week prior to the event. Catering may come (1) hour prior to the event start time. KITCHEN: Kitchen usage is limited to preparation only as there are no resources in the kitchen or on the premises for cooking. This means that food may be assembled and perishables and beverages may be chilled in the refrigerator and freezer. The refrigerator and freezer must be thoroughly cleaned after use. All use of the kitchen must be noted in the Rental Agreement. ALCOHOL: The Museum shall abide by all laws of the State of California concerning the use and serving of alcohol. Each Client wishing to have alcohol at their event must abide by the following regulations regarding alcohol use on the Museum premises. Alcoholic beverages may be consumed without a permit when there is no monetary exchange for the beverage and when there is no admission charge for the event. In the case of monetary exchange for alcohol, a licensed caterer is required. Please note that the caterer’s insurance only covers the alcoholic beverages, not the Museum. Necessary licenses to serve or sell alcohol will be obtained. Any group who sells alcohol, or charges an admission fee and serves alcohol, must obtain a temporary liquor license from the State of California Alcoholic Beverage Control Board. A copy of the license must be on file with the Museum, ten (10) business days prior to event. Proof of Age will be required for anyone appearing to be 30 years of age or younger. Age identification must include date of birth, physical description, and photograph. Servers will confirm that the I.D. is that of the presenter. No alcoholic beverages may be brought into or taken out of the event by guests or participants.
Please provide the name, phone, and email of your caterer.
SAFETY
In case of an emergency, there are emergency exits marked by LED signs within the Main Gallery inside of the Museum Store, the Bird Gallery, the Staff Work Room/Kitchen and the Education Room. There are fire extinguishers located in the Work Room by the door leading to the Lobby, within the Lobby in a metal case by the public restrooms, and upstairs on the Mezzanine in the corner between the Bat and Mammal cases.