Facility Rental Form

The Thunder Bay Museum and the individual named below (contact person), agree to the following facility rental at the Museum and to the Terms and Conditions outlined above.

Facility Rentals Booking Form

The Thunder Bay Museum and the individual named below (contact person), agree to the following facility rental at the Museum and to the Terms and Conditions outlined below.

Contact Information

Contact Person:(Required)

First Last

Organization

Is your organization a registered Not-for-Profit?

Registration Number (Not-for-Profits)(Required)

Address(Required)

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Phone Number:(Required)

Email Address:(Required)

Party Information

Desired Rental Date:(Required)

Back-up Rental Date:

Set-up time in:(Required)

Please allow for setup time prior to event start.

Time out with clean-up:(Required)

Type of Event

Space Required(Required)

Murphy Room (max 24 people)

Multi-Purpose Room (35-80 people)

Board Room (max 16 people, table seats up to 10)

Will liquor be served at your event?

Yes

* Permit must be obtained by user prior to event.

Do you plan to smudge?

Yes

* Staff must be notified prior to the date of the event.

Number of Adults Attending(Required)

Number of Children Attending(Required)

Equipment Requirements

6ft Table(s)

8ft Table(s)

Round Table(s)

Other Items Available

Lectern with Microphone

White Board (Small)

Chairs

LCD Projector & Screen ($10 rental fee, laptop not included)

Zoom Teleconferencing Unit ($20 rental fee)

Note: The Thunder Bay Museum no longer rents tablecloths. For tablecloth rentals that match the decor of the rooms, please contact Anne Polowski at [email protected] or visit her website at littledetailsdesigns.ca

Number of Chairs required(Required)

Maximum 75 chairs available

Round Table Cloths

Rectangular Table Cloths

Kitchen Equipment Requirements

Will refreshments be served?

Yes

Please note: The museum is not responsible for refreshments

Will the event be catered?

Yes

Name of caterer:

Name In at: Out at:

Cups & Saucers

Small Plates

Dinner Plates

Water Glasses

Wine Glasses

Forks & Knives

Water Pitcher(s)

Coffee Maker

No Coffee Maker Required

12 Cup

40 Cup

Kettle / Tea Pot

Yes

Special needs or other instructions:

Fee Schedule

Murphy Room: $30/hr | $50/hr (Off-Hours)
Multi-Purpose Room: $55/hr | $75/hr (Off-Hours)
Board Room: $35/hr | $55/hr (Off-Hours)

* Museum members are entitled to a 10% discount
* Registered Not-for-Profit organizations receive a 20% discount
Discounts cannot be combined

Off-Hours: Monday-Friday after 5pm, Saturday-Sunday before 1pm and/or after 5pm during winter hours OR before 11am and/or after 5pm during summer hours

Acknowledgement(Required)

I agree to the Rental Terms & Conditions

1. All renters must agree to the terms and conditions set out by the Thunder Bay Museum,
follow the Museum Rules and sign the Booking Form
2. Rental of space at the Thunder Bay Museum is subject to availability and the discretion
of the Museum Director. The Thunder Bay Museum reserves the right to refuse the rental
of space for events/activities which may be deemed damaging to the Museum’s reputation or principles
3. A $50.00 non-refundable deposit is required to secure the reservation. The remaining balance is due one week prior to the day of the booking
4. Events may not be advertised until booking has been confirmed with the Thunder Bay
Museum through the rental agreement and with the deposit paid
5. Liquor permits must be obtained by the user and are not the responsibility of the Thunder Bay Museum. Servers must meet the Province of Ontario guidelines
6. All costs for damage to any of the Thunder Bay Museum’s equipment being borrowed or
rented, its artifacts or exhibits, or any portion of the physical space of the Thunder Bay
Museum being used are the responsibility of the user and are payable on demand
7. Equipment required by outside groups which is not supplied by the Thunder Bay
Museum is subject to the following: (a) entry of equipment must have prior approval of
the Thunder Bay Museum and must be on agreed-upon dates and times (b) all equipment brought in must be removed immediately following the event; the Museum does
not provide storage space
8. The Thunder Bay Museum will not be able to provide you with any tools or supplies so
please ensure you bring everything you may need
9. Renter is responsible for ALL event clean up with the exception of stacking tables and
chairs. It is the Renter’s responsibility to communicate this with their contracted caterer
10. It is the responsibility of the adults in the group to watch any children present to ensure
they do not disturb other visitors and that they observe Museum rules of conduct
11. Food and beverages are the responsibility of the user. Food and drinks must remain in
the area rented by the group. No food or drink is allowed in the galleries (with the exception of the second floor gallery ONLY if it is the space rented), elevator, or stairwell
12. Limited use of the kitchen facilities (including kitchen equipment) is included in the rental fee.
13. Renters are responsible for bringing their own tablecloths, condiments, napkins, sugar, cream, coffee, tea, etc.
14. Museum staff are not responsible for front door and reception/guest greeting duties
15. We do not permit: tape/thumbtacks, wild flowers (live flowers only allowed if they are obtained for a professional florist), or candles. Nothing is to be posted on walls, windows, display cases, or hung from the ceiling
16. Walls and display cases may not be used for supports or to write on
17. Renters are permitted to use flash photography in the museum, but may not take any photographs of hanging artwork as that action could constitute a violation of the artists’ and/or the museum’s copyright.
18. The touching of artifacts and paintings/photographs is strictly prohibited
19. Smoking and Cannabis is not allowed anywhere in the building
20. Emergency exits must remain clear at all times
21. The Thunder Bay Museum is not responsible for lost, stolen, or damaged items
22. Renters of the Board Room are responsible for coordinating time with Museum staff prior to the time of their rental for the use of video conferencing technologies
23. It is the responsibility of the user to inform their guests of the above rules as necessary