Museum of Science and Industry

Policies, Procedures and Guidelines

Policies

All events shall harmonize with the character and mission of the Museum. Events may not create any hazard or impose undue hardship to the Museum and its collections, exhibits, facilities, staff, or visitors. Events must be in conformance with established Museum regulations and not interfere with Museum operations.

The Museum facilities are not available for political meetings, religious meetings or gambling-related events. The Museum is not available on Thanksgiving Day or the weekend that follows, and from Christmas Eve through New Year’s Day.

Nonprofit

Any organization seeking to use the Museum facilities for an event involving an admission charge or involving fund raising must be qualified as a not-for-profit, tax-exempt organization under section 501(c)(3) or other sections of the Internal Revenue Code. A copy of the Internal Revenue determination letter must be provided to the Museum of Science and Industry prior to executing the contract.

Nonprofit organizations must provide a copy of the Illinois Department of Revenue Tax Exemption Letter with the identification number.

Insurance

Certificates of Insurance must be provided from the client, their vendors and the vendor’s agents at the time the signed contract is returned.

Deposits

A deposit is required at the time the signed contract is received by the Museum. The balance of the rental fee is required a month prior to the event. Food and beverage and additional charges are due the evening of the event.

Alcoholic Service

Our alcoholic beverage license requires us to request proper photo identification of any person who appears to be under the legal drinking age and refuse alcoholic beverage service if the person is either under age or proper identification cannot be produced. We are required to refuse alcoholic beverage service to any person who, in our judgment, appears intoxicated.

Invitations and Printed Materials

The content of all printed materials relating to the event, including invitation copy, programs, promotional material, press releases and radio advertisements must be submitted to the Special Events Department for review and approval before being printed. Please allow sufficient time for these approvals.

Planning and Setup

Setup

Setup may begin one hour before the Museum closes. If extensive or unusual setup is required, it must not interfere with Museum activities and must be arranged with the Special Events Coordinator. An additional charge may be necessary.

The Museum provides an electrician to assist with power requirements for musical instruments and spotlights. Special requirements for electrical power must be made at least two weeks in advance.

Displays and Decorations

Clients may provide banners, displays, signs, exhibits and decorations provided they conform to all Museum requirements and fire codes. Placement and attachment of such must be coordinated with the Special Events Department. Votive candles and enclosed candles are acceptable. No open flames are permitted. Helium balloons are not permitted. Fog and smoke machines and equipment for laser shows must be approved through the Special Events Coordinator.

Deliveries

Deliveries of equipment, display materials and decorations etc. must be coordinated through the Special Events Department. The Special Events Coordinator is to be informed in advance of delivery of materials (i.e. handouts, literature, programs, or gifts.) These items should be clearly addressed to the attention of Special Events. The client must arrange and prepay for return shipping of any materials following the event.

Recognized for 'Best Catered Event' by BizBash 2010