Venue Rental Checklist

Before You Book

Let’s start by choosing your event date together.
Have a realistic estimation of your headcount in mind so we can find the perfect space for your party.
Come tour the spaces that fit your group size and check out photos of past events to help you picture your day.
We’ll go over pricing, and other options, including:
- Event packages (if applicable).
- Our available venue rental spaces.
- Serving alcohol and bartending fees.
- Add-ons and extras, like ceremony chairs and coffee bars.
The museum provides: tables, chairs, floor plan setup and breakdown, and security.
You provide: An officiant, a coordinator, decorations including linens, catering, photography, and music.

To Reserve Your Date

Please Note: If you are not already a member of the Ormond Memorial Art Museum & Gardens, you will need to sign up for a Family-level membership or higher to host an event on the property.

Once we have chosen the date, timeframe, and venue, I will create a contract and invoice which will be delivered to you via email. They can both be viewed and signed online. Once I receive your signed contract, and your deposit of 50% of your invoice, your event is officially on the calendar!

Some Tips for Planning Your Event

Choose Your Vendors

I will share our list of our highly recommended vendors, but you’re welcome to choose your own!
If a vendor isn’t on our list, they’ll just need to provide a certificate of liability insurance and schedule a quick walkthrough and logistics training with me.
Please share each vendor’s name, phone number, and email so I can reach out if needed.

Serving Alcohol

All alcohol must be purchased through the museum — outside alcohol isn’t allowed, but don’t worry, we’ve got great options!
Choose your alcohol package.
The bar contract is due 30 days before your event.

Insurance & Forms

You’ll need to purchase renter’s insurance (I can walk you through it).
Fill out your credit card authorization form.
If you’re renting the gazebo, there’s a short rental form to sign for that too.

Coordinating the Big Day

Please share your event coordinator’s name, email, and phone number. Your event coordinator can be a hired professional, or you may designate a friend or family member to fill this role.
- I’ll make sure they know exactly what I’m handling and how we’ll work together to keep your day running smoothly.
Floor Plan & Decor
- Approve your floor plan and rain plan so we’re ready for anything.
- You’ll provide your own table linens; once your floor plan is set, I’ll send you the count and sizes you’ll need.
- If you have specific colors or a theme for your event, tell me! I’ll create matching signage for the parking lot and lobby to tie it all together.
- If needed, you may drop off your decor the day before in stackable containers labeled with your name and phone number.

Food & Catering

All food must come from a licensed commercial kitchen — that can be a caterer, restaurant, or packaged items from a store.
Homemade food isn’t allowed, just to keep things safe and up to code.
Warming trays can only be used by a licensed food professional who lights and monitors the sternos.

30 Days Out

Thirty days before your event you must:

Pay the remaining balance on your invoice(s).
Provide a final headcount.
Approve your final floor plan and rain plan.
Confirm your vendors’ arrival and departure times.
Schedule a final walkthrough / rehearsal, if desired.
If applicable, sign bar contract.

Final Details

I’ll share your vendors’ arrival schedule with our receptionist, who’ll greet them and direct them to their setup locations.
You’ll have one hour to set up decor (more time might be possible if the space is free earlier).
After the event: decor breakdown and leftover food packing should be wrapped up within one hour of your rental ending.
Please make sure everything you and your vendors bring in is taken out at the end of the night.
And just a note, all guests and vendors must be out of the building by 11:00 PM.