Frequently Asked Questions
- What sort of events can the Museum accommodate?
- What does the rental fee include?
- When can I arrange a site visit?
- What information do you need from me for a quote?
- What is the earliest time my event may start/latest it may end?
- Do I need to extend my event times to include setup and strike?
- May I use any caterer I want?
- May alcohol be served at my event?
- Is my event the only event in the building?
- Can the "Butterfly Rainforest" exhibit be open during my event?
- 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?
- How do I secure a date/how does your rental process work?
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. We can accommodate up to 180 for a seated dinner in our Denny Gallery and more for reception-style events (see our Rental Options page for space details).
What does the rental fee include?
Your quote will include the gallery or galleries you have requested as well as security staffing, insurance, and any extras you may have requested such as special mammoth lighting or fee-based exhibit admission. The following items are included at no extra cost with your rental: two hours for event setup and one hour for event strike, catering preparation space, access to permanent exhibits, use of Museum chairs and banquet and pub tables, and use of Museum AV equipment. There may also be additional post-event charges for event time overrun or damage/excessive cleanup.
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. Site visit availability without an appointment cannot be guaranteed.
What information do you need from me for a quote?
We will need your name and contact information, chosen date, event times, event type, and estimated amount of guests in order to provide you with an accurate quote. Please complete our request form for a customized quote and be sure to include only your actual event start and end times.
What is the earliest time my event may start/latest it may end?
Rental events may begin no earlier than 5:30 p.m. and end no later than 11 p.m. The Museum's doors are locked at 5 p.m. daily for security closing procedures and will not be re-opened until your contracted event start time. Vendors will be allowed early access for setup, but event guests may NOT enter the facility before the contracted start time. If you are worried about early arrivals or guests waiting outside, it is strongly recommended to begin your rental 30 minutes prior to your event's advertised start time.
We are unable to accommodate daytime rentals.
Do I need to extend my event times to include setup and strike?
No - we automatically add two hours for event setup and one hour for strike to your event times. It is very important that we know your actual start and end times so you receive an accurate quote.
May I use any caterer I want?
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.
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" exhibit be open during my event?
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?
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. 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 refer to our preferred vendor list for DJ recommendations.
May I have a photographer at my event?
Certainly. We currently have no restrictions for photography. Please refer to our preferred vendor list 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, students, and alumni are considered private clients.
How do I secure a date / how does your rental process work?
Dates are held on our calendar for 14 days once a quote is issued. If we have not heard from you by the end of this period, your date will be released. If we receive another request for your date during your hold period, we will contact you for right of first offer.
Once you approve your quote, we will send your rental agreement (and deposit invoice, if applicable). Your rental is confirmed and secured only after we have received your signed rental agreement and deposit payment. UF groups are not required to pay a deposit.
Final balances are due 30 days prior to the event for non-profit and private renters and 30 days after the event for UF groups. You will receive an invoice for any balances.