RATE SCHEDULES.
| Room(s) | Capacity (standing) | 1st or 2nd Floor | Members/Non-profit Organizations (per hour) | Non-members (per hour) | For-Profit Organizations (per hour) |
| Entire Building | 250 | 1st and 2nd | $215 | $265 | $270 |
| Lobby and First Floor Galleries | 100 | 1st | $190 | $220 | $225 |
| Mabel Hansen Gallery & Atrium | 80 | 2nd | $140 | $165 | $190 |
| Atrium only | 50 | 2nd | $115 | $140 | $165 |
| Beatham Education Classroom | 24 | 2nd | $25 | $30 | $35 |
| Prefontaine Meeting Room | 12 | 2nd | $15 | $20 | $25 |
| Add ons: | |||||
| Kitchen (only when combined with room rental) | 5 | 2nd | $15 | $20 | $25 |
| Item | Unit Cost | Capacity |
| CAM Staff Coverage (Beverage Service, set up/tear down, F&B permitting) | $25 per hour | n/a |
| CAM Staff Set up (Art and/or furniture set up) | $20 per hour | n/a |
| Barware Rental (Wine glasses, water station) | $1 | 125 |
EVENT SPACE. Coos Art Museum hereby grants to _________________________________ (“Customer”) a limited and revocable license to use the Coos Art Museum (“CAM”) for its event. This License permits the Customer to use the event space(s) only for the event on the event date and during the event hours, subject to the terms of this agreement. This Customer shall not, under any circumstances, be coupled with an interest in the event space(s), exhibitions, or collections. Customer acknowledges and agrees that no more than ______ guests will occupy the event space(s).
EVENT SETUP/BREAKDOWN. Setup and breakdown of events must be done in the contracted event hours. If venue use time exceeds the period stated in this contract, an hourly rate will be applied according to space(s) reserved. Customer, Customer’s guests, vendors, agents, and other service providers shall not have access to CAM at any time other than during the event time, unless Customer receives prior written authorization from CAM. CAM Staff time will be charged an hourly rate of $50 per hour for any requests for setup or deliveries outside the booking window. (Examples include early rental or vendor drop off or pickups) This excludes site visits prior to event.
PARKING. Limited on street parking is available directly in front of CAM. There are several municipal, off-street parking lots around the event space(s).
CLEANING. CAM has included cleaning fees in the Rate Schedule. We do require that any garbage made by Customer, its guests, or agents is removed from the Museum premises each day, and that there is no garbage left inside the building at the end of the event time.
GARBAGE/RECYCLING. CAM does not have onsite garbage cans or recycling for catering and bar use. Event décor, including floral and greenery, should be disposed of offsite. Garbage containers and liners will be provided, but it is the responsibility of the Customer to remove the garbage from the premises.
SMOKING. Per Coos Bay City Code, there is no smoking within or about public buildings. This prohibition includes any and all devices by which tobacco or other organic material is burned for purposes of inhaling of the material created by such burning, including, but not limited to, cigarettes, cigars, pipes, and e-cigarettes, as well as the discarding of any such smoking material.
DECORATIONS/DISPLAY. Nails, screws, staples, or any other strong adhesives are NOT permitted on any surface. Any damage resulting from decorations is the responsibility of the Customer and will be charged to the credit card on file. Candles may be used in fireproof containers only. All decorations must be removed from the venue upon completion of your contracted rental time. Any decorations or display that requires attachment to any surface must be approved by the venue. Glitter, confetti, and helium balloons are not allowed at the Museum.
DAMAGES/CONDUCT/NOISE. A security deposit is required no later than 2 months prior to event date. The deposit will be 50% of the total event rental and will contribute to the total event cost. In the event of any damage to CAM by Customer, its guests, or agents, the Customer agrees to pay the cost of repairs or replacement of any real or personal property and any reasonable damages caused by the actions of Customer or its guests or agents. Loitering, disparaging remarks, physical violence, drugs, or illegal activities are not permitted and will not be tolerated. Customer agrees to control the noise level at the event such that it shall not create a disturbance. If CAM reasonably determines that the noise level is excessive, upon request by CAM, Customer shall immediately reduce the volume. Conduct deemed disorderly and/or noise levels deemed excessive, at the sole discretion of CAM, shall be grounds for immediate expulsion from the event space and the conclusion of the License. In such events, Customer shall not be entitled to any refund.
FOOD/CATERING. For events open to the public, a temporary restaurant/food permit must be filed with the County Health Department and a licensed Food Handler must prepare and serve food. All relevant food permits must be on file with CAM seven days prior to the event. For private functions, no food permit is required, however the Customer is required to provide a guest list to CAM seven days prior to the event and is responsible for limiting access to the event to only pre-determined guests.
ALCOHOL. For any event selling alcohol, the Customer or caterer must provide proof of OLCC license and/or server permits. Customer must submit proof of relevant alcohol permits to CAM at least seven days prior to the event. Customer takes full legal responsibility as “host” of the event and agrees to comply with all federal, state, and local laws. Original OLCC permit must be visible where alcohol is being distributed for the duration of the event. Customer agrees to indemnify Coos Art Museum and hold harmless from any and all liability arising from the serving or sale of alcohol on premises for its event.
ACCESS AND RIGHT OF ENTRY. CAM and its agents shall have the right to enter the event space at any time, without the consent of Customer, for any reasonable purpose, including any emergency that may threaten damage to the event space(s), or injury to any person in or near the event space(s).
SECURITY. A CAM Staff representative is required onsite for the duration of the event time. CAM reserves the right to add additional costs as needed to cover this requirement. CAM will notify the Customer if additional costs are required.
INSURANCE. The Customer may be required to provide general liability insurance for the CONTRACTED EVENT DATES. The Customer may be required to provide a certificate of insurance for duration of event space rental, naming Coos Art Museum as additionally insured for no less than $1 million with $2 million aggregate. Please indicate alcohol will be present at event (if applicable). CAM reserves the right to require event insurance and will assign this requirement on a case by case basis at time of event booking.
LAYOUT FLEXIBILITY AND EXHIBIT ACCOMMODATIONS. CAM acknowledges that the layout and design of future exhibitions are subject to change, and therefore, CAM shall not be obligated to alter or modify its exhibitions to accommodate any events held within the rented facility. It is the responsibility of the event organizer to plan and execute their event without disrupting or interfering with the ongoing exhibitions.
LAYOUT CANCELLATION POLICY. If the Customer wishes to cancel the facility rental reservation due to CAM’s inability to alter or modify its exhibitions as per the “Layout Flexibility and Exhibition Accommodations” clause, the following cancellation policy shall apply:
- Cancellation Notice: The Customer shall provide written notice of cancellation to CAM at least 30 days prior to the scheduled event date.
- Cancellation Fee: If cancellation notice is provided at least 30 days prior to the scheduled event date, CAM shall refund any rental fees or deposits paid to CAM by the Customer in full.
- Late Cancellation: If cancellation notice is provided fewer than 30 days before the scheduled event date, the Customer may be subject to a cancellation fee equivalent to 25% of the total rental fees. CAM will refund any remaining balance after deducting the cancellation fee.
- Alternative Rescheduling: In cases where CAM cannot accommodate the original event date due to its exhibitions, the Customer and CAM may work together to reschedule the event to an alternative date, subject to availability and mutual agreement. No additional fees shall be charged for rescheduling in such circumstances.
GENERAL CANCELLATION POLICY. If the Customer decides to cancel their reservation for reasons other than exhibition layout more than 30 days before their event, the 50% security deposit will be refunded. If the Customer cancels the event for reasons other than exhibition layout within 30 days of the event, Customer may be subject to a cancellation fee equivalent to 25% of the total rental fees. CAM will refund any remaining balance after deducting the cancellation fee.
FORCE MAJEURE. CAM shall not be liable for damages for any delay or default in performing hereunder if such delay or default is caused by conditions beyond its control including, but not limited to, hurricanes, earthquakes, flooding, fire, Government restrictions (including the denial or cancellation of any export or other necessary license), pandemics, wars, terrorist acts, insurrections and/or any other cause beyond the reasonable control of CAM.
CAM will work with the Customer to reschedule the cancelled event to the best of its ability. If the Customer chooses to not reschedule within 12 months of the original event date and cancel the event, CAM will retain the deposit paid, but no further payment is required of the Customer. If Customer chooses an alternate event date that is reasonably acceptable to CAM, the alternate event space(s) shall replace the event date for the purposes of this agreement; Customer will be responsible for any price increase CAM has implemented since original event date and all rights and obligations under this agreement shall remain binding on the parties hereto.
COMPLIANCE WITH LAWS. Customer, all vendors, service providers, licensees, and invitees shall comply with all applicable laws and obtain any and all required permits and licenses necessary to use the event space.
INDEMNIFICATION. Customer hereby agrees to indemnify, defend, and hold harmless Coos Art Museum, its officers, directors, employees, and agents, from any and all damages, liabilities, actions, suits, claims, costs (including reasonable attorneys’ fees), penalties, or expenses arising out of or in connection with, in whole or in part, directly or indirectly: (a) the occupancy or use of the event space(s), its common areas, sidewalks, and other appurtenances to the event space, by Customer, Customer’s caterer (if any), Customer’s service providers (if any), or any other licensee or invitee of the event; or (b) any acts, errors, or omissions on the part of Customer, its officers, directors, employees, or agents, including, without limitation, Customer’s caterer (if any) or any of Customer’s service providers, licensees or invitees. This section shall survive termination of this agreement.
REVOCATION OF LICENSE. CAM shall have the right to revoke this License at any time prior to the event date provided Coos Art Museum provides written notice of such revocation to Customer. CAM’s right of revocation shall be limited to the following events: (a) nonpayment of deposits or fees by the applicable due dates; (b) breach of this agreement by Customer; or (c) the event is of a nature that CAM finds subjectively inappropriate. If CAM revokes the agreement because of subsection (c) herein, CAM shall refund deposits or fees, if any. In all other events, CAM shall retain all amounts paid (including but not limited to the deposit) as liquidated damages and not as a penalty.
ASSIGNMENT. This agreement may not be assigned by Customer without the prior written consent of Coos Art Museum.
GOVERNING LAW. This agreement shall be construed in accordance with, and governed in all respects by, the laws of the State of Oregon, without regard to conflicts of laws principles.
COUNTERPARTS. This agreement may be executed in several counterparts, each of which shall constitute an original and all of which, when taken together, shall constitute one agreement.
SEVERABILITY. If any one or more parts of this agreement shall be held unenforceable for any reason, the remainder of this agreement shall continue in full force and effect. If any provision of this agreement is deemed invalid or unenforceable by any court of competent jurisdiction, and if limiting such provision would make the provision valid, then such provision shall be deemed to be construed as so limited.
ENTIRE AGREEMENT. This agreement constitutes the entire agreement between Coos Art Museum and Customer and supersedes any prior understanding or representation of any kind preceding the date of this agreement. There are no other promises, conditions, understandings, or other agreements, whether oral or written, relating to the subject matter of this agreement.
PERMITTED USE AND CAPACITY. Customer is authorized to use the event space(s) for the event and for no other purpose unless Coos Art Museum gives Customer prior written authorization for additional permitted uses. Customer shall not use the event space(s) in any manner that may result in increased insurance premiums for Coos Art Museum or render such insurance void.