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:(Required)

Please allow for setup time prior to event start.

Departure time after 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)

Whole Building (max 200 people)

Will liquor be served at your event?(Required)

Yes

* Permit must be obtained by user prior to event.

Do you plan to smudge?(Required)

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

Coat Rack

LCD Projector & Screen ($10.00 rental fee, laptop not included)

Zoom Teleconferencing Unit ($20.00 rental fee)

China teacups, saucers, and silver tea service ($7.00 per person)

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

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:

Check all the following that apply

Cups & Saucers

Small Plates

Dinner Plates

Water Glasses

Wine Glasses

Cutlery Sets

Numbers will be based on the adults & children attending. If you have any additional notes or variations please add them below. Renters are required to return dishes to the kitchen as part of the rental agreement. Dishes MUST be rinsed before you leave – Museum staff will sanitize them afterwards. The Museum is not responsible for place-setting of tables.

Variations to Requested Dishes Listed Above

Please include any notes or variations to the dishes marked as checked in the section above.

Water Pitcher(s)

Coffee & Tea(Required)

I will provide my own coffee/tea, and add-in’s

I will require coffee/tea and add-in’s (charge of $0.75/person)

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)
Full Building: $400/hr

* Museum members are entitled to a 10% discount for the room rental
* Registered Not-for-Profit organizations receive a 20% discount for the room rental
* 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. Winter hours are in effect from Labour Day to June 15.

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.
2. All renters and their guests must follow the Museum Code of Conduct found here: https://www.thunderbaymuseum.com/visit-us/
3. Rental of space at the Thunder Bay Museum is subject to availability and the discretion of the Museum’s Executive Director. The Thunder Bay Museum reserves the right to refuse the rental of space for events/activities which may be deemed counter to the Museum’s reputation or principles.
4. 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.
5. Events may not be advertised until booking has been confirmed with the Thunder Bay Museum through the rental agreement and with the deposit paid.
6. Liquor permits must be obtained by the renter and are not the responsibility of the Thunder Bay Museum. Servers must meet the Province of Ontario guidelines
7. Renters are liable for all damages to the Thunder Bay Museum’s equipment being borrowed or rented, its artifacts or exhibits, or any portion of the facility used by the guests. Event insurance is not required but is encouraged.
8. 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 within 48-hours of the event; the Museum does not provide storage space.
9. The Thunder Bay Museum will not provide any tools or staff for setup.
10. Renter is responsible for all event clean up with the exception of stacking tables and chairs. Dishes must be brought to the kitchen and rinsed. It is the Renter’s responsibility to communicate this with their contracted caterer. A $50.00 cleaning fee will be charged if this condition is not met.
11. 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 the Code of Conduct.
12. 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, elevator, or stairwell.
13. Limited use of the kitchen facilities (including kitchen equipment) is included in the rental fee. Preparation of food from raw ingredients is prohibited.
14. Renters are responsible for bringing their own tablecloths, condiments, napkins, sugar, cream, coffee, tea, etc. unless other arrangements have been made.
15. Museum staff are not responsible for guest check-in.
16. 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.
17. Walls and display cases may not be used for supports or to write on.
18. 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.
19. Touching artifacts and paintings/photographs is strictly prohibited.
20. Smoking tobacco and cannabis, including vaping, is not allowed inside the building.
21. Emergency exits must remain clear at all times.
22. The Thunder Bay Museum is not responsible for lost, stolen, or damaged items.
23. 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.
24. It is the responsibility of the Renter to inform their guests of the above rules and Code of Conduct.
25. Cancellations made 48-hours or more in advance of the event date, will receive a 100% refund exclusive of the deposit. Cancellations made less than 48-hours of the event will incur a 20% fee inclusive of the deposit.