Thank you for your interest in having your event at the museum!

Renting space for your event is easy, the procedure works like this:

1. Check our Events Calendar to see if your dates are available.
2. This Rental Application & Contract explains our procedures and Terms and Conditions. It lets you describe your event, rent the equipment you need and pay your deposit.
3. We review your application and upon approval, we send you a notice of approval and confirm your date(s). At this point your date(s) are guaranteed.
4. After your event is over, we tally up all the actual charges and invoice for any balance due or issue any refunds.

Please fill out the form as completely as possible. Items with an asterisk (*) are required. If you have any questions, please call us at 415-450-8000 x103 or email us at events@mmbhof.org.

Main Hall Rental Rates and info as of 1/1/2022:

• Meetings for up to 25 people. Limited use of our A/V system by special arrangement only. No alcoholic beverages: $150.00 per hour. (2-hour minimum).
• Parties with meals and larger meetings and celebration events: $300.00 per hour (3-hour minimum). Includes full use of our A/V systems.
• Alcoholic beverages may be served if included with the meal. If the alcoholic beverages must be purchased separately by the eventgoers, an ABC daily license is required.
• Setup and cleanup time is billed at $100.00 per hour for all events. (Usually at least 1 hour before and 1.5 hours after). Note: Getting the museum back to pre-event cleanliness is the #1 issue– please read and understand the requirements/options for event cleanup in the Terms & Conditions. 
• Rental prices above include 1 museum staff person. Additional staff are available @ $50.00 per hour per person.
• Small nonprofits are on a sliding scale, please inquire.
• Museum is available for rentals during the following times:
  > Mondays-Wednesdays 8:00AM-10:00PM
  > Thursdays-Sundays 8:00AM-10:30AM and then 5:30PM-10:00PM.  
  Regular museum open hours are Thurs-Sun 11:00AM-5:00PM. There are no rentals available during these hours except by special arrangement.
• Taxes: Museum venue rental fees are not taxable, but equipment rentals like tables and chairs are.

DEPOSIT

A refundable deposit is required for all venue rentals. Deposits are separate from rental fees. Deposits will be returned if no damages, violations or additional unpaid charges occur, within 30 days after the event date. Deposits may be applied if your event caused any of the following:

• Additional cleaning beyond that which the Renter is willing or able to provide.
• Theft, or repairs due to damage to the Museum or any exhibits.
• The number of persons attending the event exceeds the number of participants listed on the agreement.
• Fire/Police Department response.

The deposit may be used to pay for additional expenses incurred, if any. If such expenses exceed the amount of deposit, Renter will be required to pay additional amount.

A museum staffer will be on hand during all events as a monitor and support person and at the conclusion of the event will determine the condition of the facility and exhibits. If all cleanup requirements are met, no damage has occurred and the rental time was not exceeded, your deposit will be refunded in full. Don't want to do the cleanup? Choose cleanup time by Museum Staff below.

EVENT CANCELLATIONS AND REFUNDS

Confirmed reservations that are canceled may be subject to penalties. Cancellation fees are determined by the amount of notice given prior to the scheduled event.
If cancellation is made by renting party more than 1 month prior to reserved date, 50% of the room deposit and 100% of rental fees will be refunded.  The Museum will retain 50% of the Deposit. If cancellation is made less than 1 month prior to reserved date, 100% of the room deposit will be returned, but the Museum will retain the full rental fee.  Please see chart below:

Cancellation Date	Refunded Deposit Fee	Refunded Rental Fee
More than 1 month before event	50%	100%
Less than 1 month	100%	0%

If the Museum cancels an event, all fees will be returned. To avoid misunderstandings, only the Museum President can make cancellations.
Refunds will be processed within 30 days after your event and will be made by check regardless of the manner of original payment received.

RENTAL FEE PAYMENT SCHEDULE

If LESS than 30 days to the event date:   All deposits and estimated rental fees are due when this contract is signed. 

If MORE than 30 days to event date: The deposit is due with the signing of this contract, and all estimated rental fees are due 30 days before the event date. 
If rental fees are not received in full when due, the reservation may be cancelled by us, and if so, we shall be entitled to retain the entire deposit.
The hourly rental fees do not include setup and cleanup time.
Events that exceed the estimated rental time will be billed the hourly rental rate for the additional time, in 15 minute increments, rounded up to the next 15 minute period.
Any balance owed to or from the Museum after the event shall be settled within 30 days.
Additional cleaning & repair costs (if any) will be charged at the then-current rates for local labor and materials for the type of work required.

Click here to pay:

Enter your payment amount on the web form (either your deposit or full payment if less than 30 days to your event). You may pay online by credit card, although we prefer payment by check or cash if possible and if time allows.

GENERAL INFORMATION

1. Renters are welcome to come to the Museum and talk with a staff member regarding event plans, please call (415) 450-8000 Ext 105 or email: events@mmbhof.org.
2. Applications for use of the Museum rental will be accepted up to twelve (12) months in advance and are on a first-come, first-served basis. Applications must be signed by a person 21 years of age or older. 
3. The Renter must be present throughout the time of use or have a designated representative on site. The facility can never be left with a minor in charge. The Renter signatory to this contract takes full responsibility for the rental whether personally on site or not.
4. Reservations are not binding until this contract is signed, the deposit has been received and the reservation has been confirmed in writing by the Museum.
5. Incomplete or inaccurate information by the Renter on the contract may result in cancellation of the contract and loss of fees paid.
6. Only the Renter(s) whose name is on this event rental contract can submit changes. Changes must be approved by Museum, which will determine any additional fees.
7. Renter acknowledges that the facility may be rendered unusable or otherwise unavailable due to circumstances beyond the Museum’s control, including but not limited to flooding, fire, natural disaster, power outages, criminal acts or acts of war or terrorism. In the event that the facility should become unavailable due to any such circumstances, the Museum will refund any fees received from Renter. The Museum shall not be liable for Renter’s consequential damages, including but not limited to other costs incurred in connection with Renter’s event including lost profits or lost opportunity. The Museum shall not have any liability or responsibility whatsoever to obtain a substitute venue for Renter.
8. The Museum reserves the right to cancel, stop or suspend an event at any time.
9. Commercial events to launch and/or promote a product are not allowed.

YOUTH EVENTS

Youth events at the Museum must be invitation-only events. The Museum may require, as a condition for approval, that licensed security guards be present at a youth event. No money can be exchanged at the door for entrance into the facility.

INSURANCE AND DAMAGE RESPONSIBILITY

Insurance is required for any event where alcohol is served or where the number of participants is expected to exceed 25. Insurance shall be for a minimum of $1,000,000 for property damage and public liability.
Renter is required to add the Museum (and its board of directors) as "Additional Insureds" to their insurance policy. A Certificate of Insurance must be received from the Renter at least fourteen (14) days before the event commences. Museum reserves the right to require complete certified or notarized copies of all required policies, at any time, or to cancel the event if suitable proof of insurance is not provided in time.
By signing this agreement, Renter agrees to hold harmless, indemnify and defend Marin Museum of Bicycling (and its board of directors) from any and all liability for injury to persons and or property occurring as a result of the event, to the extent that the Museum is not at fault.

TERMS & CONDITIONS

• Care of Facilities/Hours: All groups using the Museum shall be responsible for proper use and care of all property, equipment and displays. Museum exhibits and displays will not be taken down to accommodate Renters. Rental events will be outside of regular Museum hours unless by prior written agreement.
• No open, public parties are allowed at the Museum.
• Event Preparation and Setup: Museum staff will move the bicycle exhibits to provide a clean, appropriately sized space for your event. Renter or their agents shall be responsible for all setup of their event including all equipment rented from the museum or third-parties. All Renter setup activities and major equipment to be used must be described in the application section.
• Event Cleanup: All cleanup shall be done by Renter unless they have chosen to have Museum Staff do it. 
• The minimum required cleaning will be as follows:
  • The main gallery floor areas shall be dry swept. Areas where spills have occured shall be wet mopped as necessary.
  • The gallery exhibit areas shall be checked for glassware and other party items. Any stains, spills or damage shall be reported to the museum supervisor.
  • All waste shall be properly sorted and disposed of in the correct bins. Small colored waste cans shall be rinsed and set outside to dry.
  • NOTE: Many of our renters prefer to have all the after-event cleaning performed by the museum staff. We can provide these services at the hourly rate listed in the rental items section of the form.
    
    
• Recycling and Zero Waste Policy. Sustainability is one of our core principals. We strive for 100% recycling and composting at every event. Careful planning of event supplies like cups and utensils and sorting of the waste stream into separate bins of like materials during the event is the key activity. We furnish color-coded point-of-use receptacles for use. Please keep the following in mind for your event:
  • Recyclable, Compostable and Landfill items must be collected in separate Blue, Green and Red containers respectively.  
  • Ideally, all your glassware, plates and utensils will be washable and reusable. We discourage the use of plastic, even the type marked as compostable (which is not compostable in Marin County). We have a triple-sink for rinsing off and/or washing in our kitchen.
  • All food scraps and food-soiled paper is compostable.
  • Encourage your guests to use the proper receptacle when discarding their items to make after-event sorting easier. Tip: It helps to tape samples of what should go into each container on the front. We will stage our large wheeled bins outside during the event.
  • Please don't use plastic bag liners in waste cans. They're unnecessary as the bins are rinsed afterwards.
    > If you are careful, there are surprisingly few things that need to be sent to the landfill.
    > We may levy an extra charge if the museum staff needs to go through the bins and re-sort excessive cross-contamination.
• Renter's Property & Equipment: Any property or temporary fixtures brought to the facility for events must be listed on the application and pre-approved by the Museum. Renter shall remove such property within a predetermined and agreed-upon time after the scheduled event. Any property installed without prior approval may be removed at Renter’s expense. The Museum is not responsible for lost or stolen items and will not be responsible for any items delivered before or left for pickup after events. Nothing may be stored on site without prior approval of Museum Supervisor.
• All exit doors must be kept clear at all times. At no time can exits be covered or obstructed by decorations or equipment. Fire code requires 3 ft. clearance to be maintained around exit doors at all times.
• No food or drink items shall be sold to the public unless approved in advance by Museum. Renter shall obtain any permits required for the sale of food and/or beverages at an event. 
• If alcoholic beverages are to be sold or made available by donation from guests, Renter must purchase a day license through the Museum.
  
  • Renter is responsible for compliance with all California State laws which regulate the serving and consuming of alcohol.
  • Alcohol must be served by an adult over 21, from a designated staffed beverage table.
  • Renter is responsible for the conduct and behavior or their guests.
  • A certified Responsible Beverage Server must be present during all events.
  • Events may be stopped and cancelled immediately in the sole discretion of the Museum staff if these rules are not being followed.
• Renters may provide their own food and beverages, or they may use professional caterers. Renters are responsible for arranging their own catering, linens, dishes and catering supplies. Any equipment or decorations brought on site must be delivered and picked up within reserved Rental time unless prior arrangements are made with Museum.
• Barbecuing requires pre-approval and is restricted to certain outside areas.
• Museum may require that licensed security guards be present. Security may be required for, but is not limited to, the following:
  • An honoree is under 21 years of age.
  • Expected attendance is over 75. 
• Smoking is not allowed inside or outside in the immediate vicinity of the facility. Smoke or bubble machines of any type are not to be used inside the museum or on facility grounds. No candles, oil lamps or open flames are permitted. Battery-powered votive candles in glass containers may be used. All decorations must be made of flame-retardant material.
• Rice, birdseed, flower petals, loose glitter, confetti and similar materials are allowed but will significantly increase your cleanup fees.
• Exits and exit sign must not be covered or obstructed at any time.
• The Museum will not supply ladders, scaffolding, power cords or tools for Renter’s use. Please bring your own equipment.
• All decorations, rented equipment, tape, staples, tacks, fishing line etc. and flowers must be removed at the completion of your event. Costs to repair holes from tacks, nails, etc. and tape damage will be charged.
• No wet or damp items (including glassware or beer bottles) are to be placed on top of any woodwork or painted surfaces especially exhibits.
• If live or recorded music is provided, it must end no later than 10:00 PM and must not exceed an average of 80 dBA as measured inside the venue by the Museum staff who shall be the sole judge. No music with offensive, degrading lyrics may be played.
• This contract shall be governed by and construed in accordance with the laws of the State of California. Any legal actions, claims or demands shall be handled in a court of competent jurisdiction within said State.

I certify that my entries are true and correct to the best of my knowledge. I understand that submitting this form does not guarantee my reservation or obligate me to any payments at this time. I understand my rental fees shown on this application are only an estimate, and the final fees may be more or less than those shown.

When you click Submit, you will receive a copy of your form entries. We will be reviewing your event and be in touch with you soon.

Thank you for your interest in the museum for your event! Should you have any questions, please feel free to contact us.

Marin Museum of Bicycling and Mountain Bike Hall of Fame 
1966 Sir Francis Drake Blvd. | Fairfax, CA 94930
415-450-8000 | events@mmbhof.org | www.mmbhof.org 
Last updated  9/6/22  mv