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Your Event at Chabot Space & Science CenterFor the Event PlannerPoliciesFood & Beverage GuidelinesFacility rental clients may use any licensed caterer on our Preferred Caterers list for their food and beverage service. Caterers must provide Chabot with a copy of their license, health permits, liability insurance ($1,000,000), and insurance of vehicles driven by staff. SmokingSmoking is not permitted in the Science Center at anytime. Outdoor spaces are available for this purpose. Deliveries, Pick upChabot Space & Science Center does not have available storage areas, so rental deliveries and pick-up must be made the same day as the event unless previously arranged with the Events Manager. Deliveries may be made any time after 1:00 pm on the day of the event, but floor set-up may not begin until the Science Center closes at 5:00 pm. Deliveries must be made to one of the two loading docks. Caterers and equipment vendors are required to load out all equipment and supplies at the end of the event so that the Science Center can resume normal operation the next day. There will be a charge for equipment that is not removed from the Science Center by 9:00am the following day. The Science Center assumes no liability for property left overnight. All equipment must be stored in the loading dock area. Science Center staff will not assist in loading, unloading, or carrying any items. The client must provide all dollies and/or carts. Staging/StorageThere is a full kitchen in the Spees Building. A staging area is available in the Dellums Building. See Deliveries/Pick Up and Clean Up for more information. There are no serving platters, cooking implements, or utensils in the kitchen. Clean UpThe Science Center should be cleared of all stray plates, glasses, etc., and all debris and garbage should be bagged and put into the appropriate receptacles on the loading dock. Caterers are to supply brooms, mops, and buckets. It is advisable that for large parties, caterers supply extra trash containers. Any food or liquids on the floor should be swept or mopped up. All boxes must be flattened before going into the recycling bin, and all flowers, décor, etc. removed from the premises. Cleanup must be done promptly so that the building can be secured. Kitchen must be cleaned and mopped prior to departure. Café AreaRental of the Spees Building includes the use of the Cafe area excluding the concessions space; use of the sinks, counters, and kitchen area is not permitted. A separate kitchen is available for use. Event StaffA representative from the Special Events staff will be present at the event. There is a security guard on the premises at all times. Depending on the event, Science Center astronomers, technicians, engineers, volunteers, and gift store staff may be included for an additional fee. ElectricalElectrical requirements for bands, DJs, production companies, audio-video machinery, and any other equipment will be directed to the Event Staff prior to the event. A walk-through is requested for bands, DJs, production companies, etc. prior to the event. EquipmentAll equipment for the event must be provided by the client, caterer, or outside vendor. All items must be removed the evening of the event (see Deliveries, Pick-Ups and Clean Up). Items may be stored for pick up the following day, by prior arrangement with the Events Department. Storage fees for items not removed may be charged. The Science Center is not responsible for any items left on the premises. SecurityOne security guard is on duty at the Science Center at all times. Additional guards may be provided at the discretion of the Events Manager. Security staff protects the Science Center and its contents only. They do not guard attendees, visitors, or their property. Persons with a need for personal protection should make separate arrangements. MusicMusic is permitted throughout the Science Center. Please consult the Events Manager about any electrical and/or logistical requirements. DécorNo cellophane, masking, or adhesive tape shall be placed on any smooth or painted surface (placing such materials on windows and concrete walls is acceptable). Nothing shall be affixed to painted walls, doors, woodwork, curtains, beams, ceilings, lighting fixtures, or pieces of furniture. No acids, dyes, solvents, paint pigments, rubber-backed mats or rubber casters are to be used. In keeping with Chabot Space & Science Center’s commitment to the environment, balloons are discouraged on site (metallic balloons are not permitted). Throwing of rice, birdseed, flower petals, glitter or any similar material is prohibited. All draperies, hangings, curtains, drops, or other such material brought into the halls shall be made of nonflammable materials. Exit doors, exit lights, fire alarm stations, wet standpipe hose cabinets and fire extinguisher locations shall not be concealed or obstructed by decorative materials or any other item. Exit ways and required means of egress shall not be used in any way that will obstruct their use as an exit or that will present a hazardous condition. Due to fire code restrictions, setting up dining tables/food stations on the Skybridge is prohibited. Invitations/Printed MaterialsPrior to printing and issuing, all invitation copy, ticket copy, prices, programs, press releases, etc. must be approved by the Marketing Department at Chabot Space & Science Center. Please provide the Science Center with copies of all final print material before the event date. InsuranceAll organizations must show proof of insurance for bodily injury and property damage liability. Please consult with the Events Manager for minimum limits and additional information. ContractsThe Rental Agreement must be signed and returned to Chabot Space & Science Center with a 50% deposit to secure a date. Security/Cleaning Deposit:A refundable security/cleaning deposit of $1,000.00 will be required no later than thirty (30) days before the event. This deposit will be returned approximately six (6) weeks following the event provided the event ended on time, the venue was clean, and no damage was done to the facilities. Immediately following the use of the facilities, the Events Manager or designated Science Center staff member is required to check the rental areas in order to provide information which will determine whether the security deposit is returned. Payments & Payment ScheduleFees may be paid by company check, personal check, cash, cashier’s check, money order, or MasterCard/Visa. If paying by check, cashier’s check, or money order, a separate payment will be required for the deposit. All payments should be made out to Chabot Space & Science Center. There is a $25.00 fee for returned checks. The Payment schedule is listed below.
CancellationsCancellations must be received in writing. Refunds will be given according to the following schedule.
If a reserved date is changed more than one time, no refund will be allowed if the reservation is cancelled, no matter how far in advance the cancellation is received. Please consult with the Events Manager for a payment and cancellation schedule if an event is planned in advance of 60 days. Pre-event timetable:Two to three weeks prior to the event, the Science Center requires:
Testimonials"An exhilarating experience put human life and our relationship with the universe in perspective," Frank Jordan, Moore Foundation, 2005 "The staff are very knowledgeable and the facility impeccable and state-of-the-art!" I. H., Moore Foundation, 2005 "It was a great partnership and I look forward to doing more events at your venue in the future," C. McDonald, BayKids 2005 For more information, please contact the Facility Rentals department at (510) 336-7421 or e-mail |
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© Chabot Space & Science Center - 10000 Skyline Blvd. - Oakland, CA 94619 - p: (510) 336-7300 - f: (510) 336-7491 |
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