Frequently Asked Questions
- What sort of events can the Museum accommodate?
- How do I secure a date for my special event?
- When can I arrange a site visit?
- What is the earliest time my event can start?
- Do I need to extend my event times to include setup and teardown?
- What is the payment process?
- May I use my own caterer?
- May alcohol be served at my event?
- What does the rental fee include?
- Is my event the only event in the building?
- Can the Butterfly Rainforest be opened for my events?
- Will my guests have access to the other exhibits?
- How is parking handled?
- May I have a band or DJ at my event?
- May I have a photographer at my event?
- Is there a rental insurance requirement?
- Do you offer a non-profit or UF-affiliated group rate?
What sort of events can the Museum accommodate?
Some typical events include: dinners, cocktail receptions, weddings, galas, award ceremonies, presentations, client appreciation events, bar and bat mitzvahs, anniversaries, etc.
How do I secure a date for my special event?
Return the signed contract and deposit as soon as possible to secure your event date. If the contract and deposit have not been returned and the Museum receives another request for the same date, our staff will attempt to contact you before releasing the date.
When can I arrange a site visit?
Site visits are available by appointment Monday-Friday between 10 a.m.-5 p.m. Please contact us to schedule an appointment.
What is the earliest time my event can start?
The earliest guests may arrive is at 5:30 p.m. However, vendors (such as caterers and florists) will be allowed early access to the facility. Our Rentals staff will work with your vendors to ensure they are provided enough time to prepare for your event.
Do I need to extend my event times to include setup and strike?
We automatically include two hours for setup and one hour for strike at no extra charge.
What is the payment process?
Private and corporate groups are required to pay a 50% deposit--due with the signed contract--to complete the reservation. Balance is due 30 days before the event. Clients will be invoiced for each payment.
UF groups will be invoiced and must pay the full balance by 30 days after the event.
May I use my own caterer?
To protect our collections, exhibits and clients, the Museum only works with caterers who have demonstrated respect and agreed to adhere to the Museum’s Special Event policies. Refer to our list of approved caterers permitted to work with the Museum before contracting.
May alcohol be served at my event?
Yes, all caterers on the Museum's "Approved" list are properly insured to serve alcohol. A cash bar and/or paid entry into an event serving alcohol requires additional permitting, however, so please check with your caterer to ensure they have the proper documentation to sell alcohol. Alcohol sales may require the purchase of additional insurance. Self-serving of alcohol is NOT permitted on the UF campus.
What does the rental fee include?
The base fee includes not just the rented galleries, but also limited pre-event logistical assistance, on-site Rentals staff, banquet and pub tables, chairs, audiovisual, setup and strike time, catering preparation space, and access to permanent exhibits (upon request). There are additional charges for Security staffing, event liability insurance, and rental of the Butterfly Rainforest and featured exhibit(s). Applicable charges will be added to your personalized quote. There may also be additional charges for event time overrun or damage/excessive cleanup.
Is my event the only event in the building?
Yes, you will have exclusive access to the Museum though the duration of your event.
Can the Butterfly Rainforest be opened for my events?
Absolutely! Entrance to the Butterfly Rainforest can be made available for a significant discount, but prebooking is required. Please contact us for current rates.
Will my guests have access to the other exhibits?
Upon request, your guests will be able to tour the Museum’s indoor permanent exhibits at no additional cost. Admission to the Butterfly Rainforest and featured exhibits requires an additional charge and prebooking.
How is parking handled?
Self-parking in the UF Cultural Plaza lot and garage is complimentary for all evening rentals, but parking cannot be reserved or guaranteed.
May I have a band or DJ at my event?
Yes, there are many great locations throughout the Museum where a band or DJ can set up. Please contact us for recommendations.
May I have a photographer at my event?
Certainly, we currently have no restrictions for photography. Please contact us for photographer recommendations.
Is there a rental insurance requirement?
The University of Florida requires the purchase of third-party liability insurance for evening rentals. Special Event liability insurance rates vary based on the type of event and number of attendees, and the cost will be added to your quote accordingly.
Do you offer a nonprofit or UF-affiliated group rate?
Yes we do. Nonprofits must provide their tax-exempt certificate prior to booking. The UF rate applies to UF departments, programs and recognized student groups only. UF employees and students are considered private clients.