Frequently Asked Questions


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 that 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.


May I use my own caterer?

To protect the Museum’s collections, exhibits and clients, it is important we work 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 with your caterer.


May alcohol be served at my event?

Yes, as long as you use a licensed and insured bartender. If you choose a caterer from the Museum list that is not approved to serve alcohol, Rentals staff can recommend approved bartenders to work with your caterer.


What information should I have ready when I contact the caterer?

Let the caterer know your anticipated date, guest count, and budget. Budget is one of the most important pieces of information, as it assists the caterer in providing you a more accurate proposal. Also, have an idea of whether you want a seated dinner, buffet, food stations or a cocktail reception. The more details you can provide, the better.


What does the rental fee include?

The base fee includes not just the galleries, but also limited pre-event logistical assistance, on-site Rentals staff, banquet and pub tables, chairs, audiovisual, setup and teardown 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 temporary 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 are guaranteed to 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. Please contact us for current rates and ask about our special event butterfly releases.


Will my guests have access to the other exhibits?

Upon request, your guests will be able to tour the Museum’s in-door permanent exhibits at no additional cost. Admission to the Butterfly Rainforest and temporary exhibits may require an additional charge.


How is parking handled?

Self-parking in the UF Cultural Plaza lot and garage is complimentary for all special events rentals, but parking cannot be reserved or guaranteed.


May I have a band or D.J. at my event?

Yes, there are many great locations throughout the Museum where a band or D.J. 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 purchase of liability insurance is required by the University of Florida for evening rentals. Special Event liability insurance rates depend on the type of event and number of attendees and the cost will be added to your quote accordingly.


Do you offer a non-profit or UF-affiliated group rate?

Yes we do. Non-profits 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.

 

Do you offer any discounts?

Yes. Currently, we offer a 10% discount off the venue fee for events booked in January, February, July and August.