Event Policies

We are pleased to offer use of the Museum of Aviation for business meetings, banquets, receptions, and other events. Please note that such activities may not interfere with the normal public operation of the Museum and are subject to the policies and procedures listed below. The Museum buildings are public facilities and cannot be closed to the public for an extended period of time during normal operating hours. Prior approval for closing must be made through the Museum Services office.

The event usage fee includes set-up time, event time,and move-out time. Event hours are 8:00 am to 12 midnight. Set-up for after hours' events may not begin until 4:00 pm, except by prior written arrangement. Late-night events must conclude by midnight. One hour and a half will be allowed for move-out. Additional charges of $25 per hour or any part thereof will be incurred after 1:30 am.

The Museum has an exclusive, in-house caterer - The Victory Cafe. The Cafe has first right of refusal on all food and beverage service. Should the Cafe be unable to cater an event, you may contact Robins Air Force Base Food Services. In the event that neither of the above caterers can accomodate you, a $1.00 per person surcharge will be assessed any approved outside caterer. Events using donated food and/or food service are prohibited at the Museum.

A signed contract and a deposit* of 50% of the usage fee are required to confirm your date. Cancellation of the event less than 14 days before the event date will result in a forfeit of the entire deposit.

*Retirements and promotions are an exception and must be arranged through Museum Services

Eight important steps to assist you in coordinating your Museum of Aviation event:

1. Designate one person from your organization to be your Museum contact and decision maker, and provide an alternative POC and contact number.
2. Contact the Museum Services Office at (478) 926-6870 to check the availability of your requested date.
3. Confirm the date with a signed contract and a 50% deposit of your usage fee, paid with a credit card.
4. Contact our in-house caterer at (478) 926-1847 for food and beverage arrangements.
5. Request AV services and equipment through the Museum's Service Office.
6. Make sure any/all outside service vendors and arrangements are approved by the Museum Services office prior to the event.
7. Coordinate all deliveries and pick-ups to be made only on your contracted date. Vendor Fairs using outside companies are an exception.
8. Inform event attendees of the location of their event in the Museum complex; a site map is available electronically from the Museum Services office.

Museum Policies:

Alcoholic Beverages/Smoking
Absolutely NO alcoholic beverages are permitted inside the Museum of any part of the Museum grounds or parking lot areas during daily operating hours (0800-1700). Any person under the age of 21 may not be served alcohol under any circumstances. Alcohol-only events will not be permitted in the Museum. Events using donated alcohol are prohibited in the Museum. For after hours' events, the Museum's Victory Cafe can serve wine and beer. All other alcoholic beverages can only be served by contracting with the Robins Air Force Base Services office.
The use of tobacco products is not allowed in any part of the Museum, including Freedom Park, and within 100 feet of any building. Outside smoking is allowed only at the designated smoking areas, and cigarettes are to be disposed of in the proper receptacles.

Children
Children are welcome; any children attending special events must remain under direct supervision of an adult at all times while in the Museum.

Decorations/Signage
Items such as glitter, confetti, sparkling sand, streamers, and bubbles or fog machines are not allowed in the Museum. Should clean-up of these items be necessary, a clean-up fee will be added to the final bill. Fee will be determined by the Services office. The use of candies (only votive candles or tapers in a hurricane lamp and floating candles may be approved) requires pre-approved. No open-flame candles will be approved.
The use of tape, wire, staples, tacks, glue, and similar items is prohibited. Absolutely no items may be attached to ANY Museum surfaces. Event-related banners may be hung only with prior approval from the Museum Services office. Posters and signs are to be mounted on easels or other individual displays. They may not be affixed in any way to Museum surfaces. It is the customer's responsibility to bring easels. The Museum provides no decorator services (table skirts, backdrops, etc.). Outside decorating companies may be used with prior coordination with the Museum Services office, and all arrangements must be approved by this office. No set-up/tear-down will be allowed during normal Museum hours without prior consent of Museum Services.

Delivery
The Museum will not accept any freight or other delivered items on behalf of the customer without prior approval. Items may not be delivered prior to the contracted move-in time on the event date without prior approval. Customer's representative must be present to accept delivery. Private companies servicing vendor fairs will handle their deliveries with Museum approval. All vendors associated with event must load items into the COF hangar through the back doors. Prior approval needed from MOA services. (Example, a band bringing in their equipment for the event must bring it through the rear doors).

Payment
Full payment is due at least 14 business days prior to the event. Any other charges incurred during the event will be billed to the customer following the event. Credit cards are preferred method of payment; checks may be made payable to the Museum of Aviation Foundation.
All deposit monies will be forfeited in the event of a cancellation less than 14 days from the event date, unless room is subsequently booked in those 14 days. In the event of cancellation, all deposits will be subject to a 10% non-refundable administrative fee.

Equipment/Supplies
The Museum will provide tables and chairs for events as available. Special furniture or equipment is the customers' responsibility. Each event agreement includes, if needed, two skirted tables for uses other than food, a podium and mike, official protocol flags, and DV parking stanchions. Arrangement may be made for office needs (fax, copier, telephone) at time contract is signed. The customer or contractor must provide their own dollies, carts, etc., for loading and unloading.
Internet access and Audio/Visual (AV) packages (Screen, Projector, DVD and VCR) are available for an additional charge in the following areas:

• Internet only (Eagle Conf room, Hangar One, Scott Theater)
• Internet plus AV package (Hangar One and Theater)
• Special Internet/AV package available in Century of Flight only: (Internet, 3 screens w/projectors, computer, DVD/VCR, cassette player, audio mix board, 1 lapel and 2 wireless mikes): Special lighting available on case by case basis.

Customers holding events requiring audio/visual set-up must contract with Museum or a qualified AV vendor. A dry run must be arranged with our AV staff prior to event.

Exhibit Areas
Absolutely no food, drink or decorations may be taken into exhibit areas or into the Scott Theater.

Invitations
Invitations for outside events may not use the name of the Museum except as the designated location of the event. A customer may not use the name or likeness of the Museum to promote any event-unless prior written approval has been given.

Messages or Advertisements
The Museum is not responsible for taking messages for event attendees. A telephone number for your organization should be included on all of your event literature and promotions.

Media
Customer must apprise the Museum's Director of Marketing of any anticipated media coverage (print & electronic) that may occur in conjunction with a scheduled event, and also of the attendance of any local, state, or government official, public figure, and/or any individual of celebrity status. All written media news releases and news conferences must be coordinated and approved through the Director of Marketing no less than twenty-four hours prior to the scheduled event(s). Use of the Museum's name to promote, advertise or sell tickets to an event (other than for location of the event) is prohibited unless specific written consent has been provided to customer by the Director of Marketing. The Museum is not responsible for providing event information to the public. A telephone number for your organization should be included on all of your event literature and promotions.

Music/Entertainment
The customer will be required to notify Museum Services in advance of their equipment type, electrical set-up, and requested delivery schedule. The Museum will not provide equipment or any set-up of equipment for bands or DJs, such as microphones, electrical tape, and stages.
It will be the sole responsibility of the customer, with MU services approval, to provide for any staging equipment including, but not limited to, risers, staging, pipe and drape, etc. It is the responsibility of the band or DJ to use floor protection approved by the Museum under their equipment during load-in and load-out. All load-in and load-out must be coordinated with Museum Services. The Museum reserves the right to prohibit any equipment needing more power than the standard electrical outlet provides or any equipment that the Museum believes is inappropriate or a fire or safety hazard.

Noise
During normal Museum hours, it is the responsibility of the customer to maintain a noise level respectful of Museum visitors. If events are happening simultaneously, customer should still be respectful of other guests in other areas of the Museum.

Photography
Still photos, filming and/or videotaping are normally allowed during an event, unless otherwise specified. Still photography, film or video intended for commercial use, which specifically includes the Museum and/or any of its exhibits (interior and/or exterior), is NOT allowed without specific prior written consent from the Director of Marketing.

Security
The Museum employs Services personnel to help protect its property during evening events. The Museum is not liable for any loss, theft, or vandalism that occurs during customer's use of the facility.

Clean-up
In case of excessive trash-inside and/or outside-a clean-up fee will be added to the final bill. No items may be stored overnight. All left-over decorations and other items will be regarded as trash. Food and drink trash will be collected and removed by the caterer immediately at the close of the event. Normal trash removal at the end of the event is included in the facility usage price.