VENUE HIRE INFORMATION PACK

Transcription

1 HIRE INFORMATION PACK

2 OTAGO MUSEUM SOPHISTICATED AND UNIQUE Otago Museum venues offer versatility and timeless elegance, including the lush beauty of the Tropical Forest, the dramatic architecture of the Atrium and the intimate welcome of the H D Skinner Annex. Our experienced team of professionals will work closely with you to create a successful and memorable event in one of our unique venues. By choosing the Otago Museum to host your event, you are contributing to the care of our collections and helping us to create exhibitions and develop programmes for our communities. Contact us for a tailored proposal to meet your venue and catering needs. Thank you. Venues Team venues@otagomuseum.nz 2

3 CAPACITY SUMMARY Venue Banquet or Theatre Social Boardroom or cabaret style function classroom style Atrium Foyer n/a Atrium Level n/a Atrium Level n/a Atrium Total n/a Barclay Theatre n/a 72 n/a n/a Beautiful Science Gallery Discovery World Tropical Forest 40 n/a 100 n/a Huia Room Hutton Theatre Kākāpō Room Museum Galleries See page 6. Perpetual Guardian Planetarium n/a 51 n/a n/a Otago Community Trust Conservatory Postmaster Gallery Ted McCoy Room Theomin Balcony

4 BEAUTIFUL SCIENCE GALLERY AND PERPETUAL GUARDIAN PLANETARIUM A LASER-ACTIVATED DIGITAL GALLERY AND A 360 IMMERSIVE THEATRE EXPERIENCE UNIQUE Suitable for: Christmas parties; cocktail functions; conferences; dinners; lectures; presentations; product launches; receptions; weddings. Location: Level 1 (wheelchair accessible) Capacity: Beautiful Science Gallery maximum 120 pax Perpetual Guardian Planetarium maximum 51 pax HIRE Enquire with our venues team for a full list of hire prices. Evening 5pm late HIRE INCLUDES: Projector Use of up to 15 trestle tables and tablecloths Use of up to 120 chairs The Beautiful Science Gallery is available for hire from 5pm to late (outside Museum gallery opening hours). You can also add a show in the Perpetual Guardian Planetarium. Image: Chris Sullivan 4

5 DISCOVERY WORLD TROPICAL FOREST UNIQUE A RAINFOREST FILLED WITH EXOTIC BUTTERFLIES, AND A SPACE TO GET HANDS-ON WITH SCIENCE Suitable for: breakfasts; Christmas parties; social functions; weddings. Location: Level 1 (wheelchair accessible) Capacity: maximum 100 pax HIRE Enquire with our venues team for a full list of hire prices. HIRE INCLUDES: Wi-Fi PA system Tables with tablecloths Chairs Lectern Discovery World Tropical Forest is available for hire from 5pm to late (outside Museum gallery opening hours). 5

6 MUSEUM GALLERIES ONE-OF-A-KIND SPACES OF VARYING SIZES AND THEMES, FROM VICTORIAN STYLE TO LOCAL FLAVOUR UNIQUE Suitable for: Christmas parties; cocktail functions; presentations; receptions. Location: Throughout Museum (wheelchair accessible) HIRE Enquire with our venues team for a full list of hire prices. Animal Attic Before 10am or 5pm late 100 Nature Before 10am or 5pm late 95 Pacific Cultures* Before 10am or 5pm late 150 People of the World Before 10am or 5pm late 100 Southern Land, Southern People Before 10am or 5pm late 300 Special Exhibitions Gallery Before 10am or 5pm late 150 Tāngata Whenua* Before 10am or 5pm late 135 *No food or drink allowed in the Pacific Cultures or Tāngata Whenua galleries. HIRE INCLUDES: Tables with tablecloths Chairs Lectern The Museum galleries are available for hire from 5pm to late (outside Museum gallery opening hours). 6

7 ATRIUM A STUNNING AND SOPHISTICATED CENTRAL SPACE CONNECTING THE MUSEUM S GALLERIES AND S ACROSS THREE FLOORS LARGE Suitable for: balls; Christmas parties; cocktail functions; conferences; large functions; presentations; receptions. Location: Foyer, Level 1 and Level 2 (wheelchair accessible). HIRE Enquire with our venues team for a full list of hire prices. Ground Level (Foyer) 5pm late 350 Atrium Level 1 5pm late 300 Atrium Level 2 5pm late 200 All three levels 5pm late 850 HIRE INCLUDES: Use of up to 15 trestle tables and tablecloths Use of up to 200 chairs Lectern Projector (Atrium Level 1 only) TO DISCOVERY WORLD, TROPICAL FOREST AND PLANETARIUM TOILET TO SEG AND BARCLAY TOILET TOILET TOILET LIFT HUIA ROOM TO TANGATA WHENUA GALLERY OPEN TO BELOW TO PACIFIC CULTURES GALLERY MUSEUM SHOP ATRIUM The Atrium is available for hire from 5pm to late (outside Museum gallery opening hours). CAFÉ CAFÉ KITCHEN ATRIUM LIFT STORE LIFT COAT ROOM MAIN ENTRANCE BALCONY 7

8 HUTTON THEATRE A LARGE, VERSATILE MULTIPURPOSE THEATRE LARGE Suitable for: balls; Christmas parties; cocktail functions; conferences; lectures; presentations; receptions; weddings. Location: Ground Level (wheelchair accessible) Capacity: maximum 300 pax HIRE Enquire with our venues team for a full list of hire prices. Full day Evening Half day 8.30am 5pm 5pm late 8.30am 12.30pm or 1pm 5pm HIRE INCLUDES: Ceiling-mounted data projector Wall-mounted projection screen One microphone Built-in sound system Lectern Whiteboard with pens and eraser Water Use of up to 15 trestle tables and tablecloths Use of up to 200 chairs Venue host and tech start-up assistance at beginning of function Entrance to Atrium/Café Room WC Lobby Hutton Theatre Entrance to Cumberland Street carpark Kitchen Store Fire Exit Ramp down Entrance to Museum Reserve 8

9 BARCLAY THEATRE A COMFORTABLE, CONTEMPORARY THEATRE MEDIUM Suitable for: conferences; lectures; presentations. Location: Atrium Level 1 (wheelchair accessible) Capacity: maximum 72 pax HIRE Enquire with our venues team for a full list of hire prices. Full day Evening Half day 8.30am 5pm 5pm 10pm 8.30am 12.30pm or 1pm 5pm HIRE INCLUDES: Ceiling-mounted data projector Wall-mounted projection screen One microphone Built-in sound system Lectern Whiteboard with pens and eraser Water Use of up to six trestle tables and tablecloths Use of up to 72 chairs (fixed) Venue host and tech start-up assistance at beginning of function Seating Barclay Theatre Entry and exit Atrium Toilet 9

10 KĀKĀPŌ ROOM A VERSATILE MULTIPURPOSE THEATRE OR SEMINAR ROOM MEDIUM Suitable for: conference breakout sessions; lectures; presentations; seminars. Location: Ground Level (wheelchair accessible) Capacity: maximum 50 pax HIRE Enquire with our venues team for a full list of hire prices. Full day Evening Half day 8.30am 5pm 5pm 10pm 8.30am 12.30pm or 1pm 5pm HIRE INCLUDES: Wall-mounted projection screen Whiteboard with pens and eraser Water Use of up to 6 trestle tables and tablecloths Use of up to 50 chairs Projector HUIA KĀKĀPŌ ROOM 10

11 HUIA ROOM AN INTIMATE AND COMFORTABLE MEETING ROOM SMALL Suitable for: interviews; meetings; presentations. Location: Ground Level (wheelchair accessible) Capacity: maximum 15 pax HIRE Enquire with our venues team for a full list of hire prices. Full day Evening Half day 8.30am 5pm 5pm 10pm 8.30am 12.30pm or 1pm 5pm HIRE INCLUDES: Whiteboard with pens and eraser Water Boardroom-style table Use of up to 15 chairs Huia Room DIVIDER KĀKĀPŌ ROOM 11

12 OTAGO COMMUNITY TRUST CONSERVATORY A NORTH-FACING SPACE FILLED WITH NATURAL LIGHT H D SKINNER ANNEX Suitable for: Christmas parties; cocktail functions; conference breakout sessions; lectures; presentations; receptions; seminars. Location: Ground Floor, H D Skinner Annex (wheelchair accessible) Capacity: maximum 40 pax HIRE Enquire with our venues team for a full list of hire prices. Full day Evening Half day 8.30am 5pm 5pm 10pm 8.30am 12.30pm or 1pm 5pm HIRE INCLUDES: Whiteboard with pens and eraser Water Use of up to six trestle tables and tablecloths Use of up to 50 chairs Projector OTAGO COMMUNITY TRUST CONSERVATORY MAIN ENTRANCE 12

13 POSTMASTER GALLERY A CONTEMPORARY GALLERY SPACE AT THE HEART OF AN ICONIC LISTED BUILDING H D SKINNER ANNEX Suitable for: balls; Christmas parties; cocktail functions; conferences; dinners; lectures; presentations; receptions; weddings. Location: Ground Floor, H D Skinner Annex (wheelchair accessible) Capacity: maximum 100 pax HIRE Enquire with our venues team for a full list of hire prices. Full day Evening Half day 8.30am 5pm 5pm 10pm 8.30am 12.30pm or 1pm 5pm HIRE INCLUDES: POSTMASTER GALLERY Built-in sound system Whiteboard with pens and eraser Water Use of up to six trestle tables and tablecloths Use of up to 50 chairs Projector OTAGO COMMUNITY TRUST CONSERVATORY BIFOLD DOOR KITCHENETTE BIFOLDING SCREEN DOORS STORE FOYER TOILETS STORE DISABLED TOILET ROAST OFFICE 13

14 THEOMIN BALCONY A STUNNING BALCONY OVERLOOKING THE MUSEUM RESERVE H D SKINNER ANNEX Suitable for: cocktail functions; conference breakout sessions. Location: Ground Floor, H D Skinner Annex (wheelchair accessible) Capacity: maximum 45 pax HIRE Enquire with our venues team for a full list of hire prices. Full day Evening Half day 8.30am 5pm 5pm 10pm 8.30am 12.30pm or 1pm 5pm HIRE INCLUDES: Built-in sound system Whiteboard with pens and eraser Water Use of up to six trestle tables and tablecloths Use of up to 50 chairs Projector THEOMIN BALCONY KITCHEN PERPETUAL LOUNGE TED MCCOY ROOM 14

15 TED MCCOY ROOM A BRIGHT, COMFORTABLE SPACE FILLED WITH NATURAL LIGHT H D SKINNER ANNEX Suitable for: interviews; meetings; presentations. Location: First Floor, H D Skinner Annex (wheelchair accessible) Capacity: maximum 15 pax HIRE Enquire with our venues team for a full list of hire prices. Full day Evening Half day 8.30am 5pm 5pm 10pm 8.30am 12.30pm or 1pm 5pm HIRE INCLUDES: TV screen that can be connected to a laptop Whiteboard with pens and eraser Water Use of up to four trestle tables and tablecloths Use of up to 15 chairs Greeter and tech start-up assistance at beginning of function THEOMIN BALCONY KITCHEN PERPETUAL LOUNGE TED MCCOY ROOM 15

16 SEATING PLANS Banquet Multiple rectangular tables set with chairs around the sides and ends. Boardroom One rectangular table set with chairs around the sides and ends. Cocktail Ideal for a standing reception. Generally, a few tables with chairs are set for those who want to sit down. Classroom Rows of tables with chairs facing the front of the room. Theatre Chairs in rows without tables, usually with an aisle in the centre. U-shape Allows face-to-face interaction. Tables set in the shape of the letter U with chairs around the outside. 16

17 ADDITIONAL EQUIPMENT HIRE Excluding GST Data projector (where not included) $90 PA system (where not included) $150 Microphone (additional) $50 DVD player and monitor $30 Flipchart with pens $20 Laptop $40 Piano $40 Photocopying $0.20 per page 17

18 CATERING AT THE OTAGO MUSEUM Talk to our experienced team of venue and event organisers to discuss catering and menu options. Delicious, freshly made food can be provided for breakfasts, morning and afternoon teas, lunches, after 5s and canapés. A full beverage list is also available. The Museum works closely with preferred caterers to recommend and deliver dinner menu options, and we are happy to make arrangements with them on your behalf. Please contact our venues team for more details. If you wish to use different caterers, a fee of $400 (excluding GST) applies. This fee includes use of the Hutton Theatre kitchen. 18

19 TERMS AND CONDITIONS Thank you for choosing the Otago Museum for your event. We look forward to working with you to ensure that your event is a success. Please read and sign the following terms and conditions to confirm your booking. If you have any queries, please do not hesitate to contact the Venues team. CONTRACT BETWEEN: THE PRINCIPAL OTAGO MUSEUM TRUST BOARD AND THE CLIENT THE PARTIES AGREE TO THE FOLLOWING CONDITIONS: BOOKING DETAILS AND USE 1. A non-refundable deposit is required to confirm the booking (unless otherwise advised). Bookings will not be considered confirmed until the deposit and signed Terms and Conditions are received by the Otago Museum. 2. Timings related to the booking will be included in the booking confirmation sheet. The Otago Museum reserves the right to apply a charge for each additional hour exceeding the agreed finish time. 3. In the event that a designated room cannot be made available, the Otago Museum reserves the right to substitute comparable facilities and where possible will give the Client prior notification of the substitution. 4. The Otago Museum is a smoke-free building. Smoking, open flames (e.g. candles), smoke machines and anything that generates smoke or vapour are not permitted. False alarm fire calls will be charged out at $1, (excl. GST) to cover costs charged to us by the Fire Service. Additional charges relating to the false alarm fire call may apply. 5. If hiring the Hutton Theatre kitchen, the Client or their contracted caterer agrees to leave the kitchen as they found it when they arrived. An additional fee of $50.00 (excl. GST) will be incurred if the kitchen is not left in a state of readiness for next use. All breakages must be paid for and should be left on the bench. 6. A security fee may be charged for functions that run outside Otago Museum opening hours (8.30am 5pm). The cost of security is $34.50 per hour (excl. GST). Any security call-outs during the function will be charged at $50.00 per call out (excl. GST). 7. Living plants and dirt are not permitted inside the Otago Museum. We allow cut flowers from professional flower growers or florists for display purposes; however, prior arrangement is required as they need to be sprayed to remove insects and checked by Museum staff before they are brought in to the Otago Museum. The Otago Museum retains the right to refuse entry of any plant that is deemed a hazard to the Museum s collection. 8. Audio equipment is available for hire. If you wish to hire audio equipment, let us know prior to the function so that the necessary arrangements can be made. Damage to audiovisual equipment will be charged to the Client. 9. All signage must be pre-approved by the Otago Museum. During Museum opening hours (8.30am 5pm) signage will be contained within the hired room or at the entry point of the hired space. 10. If the Otago Museum has reason to believe that an event will effect the smooth running of the Museum s operations, its security or reputation, it reserves the right to cancel the event without liability at any time either before commencement of the event or during it. The Otago Museum reserves the right to exclude or remove any objectionable persons from the event or Museum premises without the Client s permission and without liability at any time during the event. The Otago Museum reserves the right to decide whether a person has behaved in an objectionable and/or inappropriate manner. CANCELLATIONS 1. Cancellations can be made up to three weeks prior to your booking. Cancellations after this time will incur a penalty of 50% of the estimated booking charges. FOOD AND BEVERAGE 1. Estimated numbers, menu selections and beverage requirements must be confirmed with the Otago Museum not less than seven working days prior to the event, with final numbers confirmed no later than three working days prior to the event. 2. All food and beverage prices are subject to change. Food and beverage prices have been estimated based on the expected group size. Should the numbers increase or decrease dramatically, menu prices may be adjusted to reflect this. Charges will be based on the number of people attending the function or the guaranteed number, whichever is greater. 19

20 3. An external caterer s fee of $ (excl. GST) applies if the Client decides not to use the Otago Museum s in-house or recommended caterers. This includes the use of the Hutton kitchen. If the Client uses an external caterer, the food provided by this caterer must come from a registered kitchen. 4. The Otago Museum holds a liquor license to serve liquor within the Museum premises. The Otago Museum reserves the right to discontinue the supply of liquor at any time, pursuant of the Sales and Liquor Act INSURANCE/DAMAGE 1. The Client is financially responsible for any damage, breakage or pilferage sustained to the Otago Museum premises or equipment by the Client, the Client s guests, invitees, outside contractors or other persons attending the function, whether in the room hired or any area or part of the Museum, prior to, during or after the event. 2. Damage to the Otago Museum that requires repair or cleaning over and above normal expectations will be charged to the Client. This includes, for example, steam cleaning the carpet if is it particularly stained, or repair to damaged walls. 3. No glitter, confetti or other decorative items smaller than a 10 cent piece are permitted in the Otago Museum for events as this incurs additional cleaning costs. 4. Nothing is to be nailed, screwed, stapled or adhered to any wall, door or other surface or part of the building unless the Otago Museum has given prior approval. 5. The Otago Museum will take all necessary care of the Client s property but will take no responsibility for damage to, or loss of, property or merchandise left in the Museum prior to, during or after the event. FINAL PAYMENT 1. An invoice will be sent for final payment which is due on the 20th of the month following the function. 2. We endeavour to honour price estimates given. However, unpredictable factors (such as increasing costs from our suppliers) can mean that estimated prices may be subject to change. 3. It is understood that where the Client s guests or invitees have incurred additional charges, such as photocopying, postage or additional equipment requests, these charges will be added to the final invoice for payment. I HAVE READ AND ACCEPT THE ABOVE TERMS AND CONDITIONS. NAME: ORGANISATION: DATE OF EVENT: SIGNATURE ON BEHALF OF CLIENT: DATE SIGNED: If unsigned and the booking proceeds, you are deemed to have accepted these Terms and Conditions. Thank you for choosing the Otago Museum. We look forward to working with you to ensure your function is a success. 6. The Client will be responsible for the removal of the property after the conclusion of the event and any goods left in the Otago Museum after the event without prior arrangement will be deemed abandoned. 7. The Client must arrange their own personal liability insurance, as required. 8. The Client should conduct their event in an orderly manner, in full compliance with all applicable laws at a minimum disruption to other guests of the Museum. HEALTH AND SAFETY 1. The Client must comply with the requirements of the Health and Safety in Employment Act 1992, including: following the instructions of the Otago Museum staff, keeping fire exits clear, making sure all electrical equipment is Portable Appliance Tested (PAT) and tagged, and taping down all electrical cords with non-marking tape. 20

21 Venues Team Otago Museum 419 Great King Street PO Box 6202 Dunedin 9059 New Zealand