Facility Rental
Facility Rental Guidelines
2012
Introduction
The Herbert Hoover Presidential Museum is one of thirteen such institutions operated by the National Archives and Records Administration. The Hoover Museum welcomes the use of its facilities by civic groups, businesses and other organizations for meetings and special events. The Museum’s primary purpose for renting its facilities is to provide the community with greater exposure to its educational value. A secondary purpose is to generate income to support the educational programs of the Museum. Due to the nature of the institution, activities must be appropriate for a museum setting.
General Information
General information about facility rentals may be obtained by contacting the Marketing and Sales Operations Manager at 319-643-5301. All reservations for facility rentals must be confirmed and the appropriate forms completed ahead of time.
Guidelines
Events must be cultural, recreational, corporate and/or educational in nature. Personal or commercial events and political fundraisers are not permitted. No implications can be made through written material or media relations that the Herbert Hoover Museum is sponsoring the event or has endorsed the organization sponsoring the event. There can be no sales promotions and/or services.
Space Availability
Meeting rooms may be rented before, during and after public hours. Banquet space in the museum galleries is available after regular museum hours. Arrangements may be made for the museum store to be open. Reservations should be made as far in advance as possible.
Public Hours
The conference room, which seats up to 30 people, may be reserved during regular business hours and evenings. This includes bringing in cold food and light refreshments but does not include kitchen, auditorium or admission to museum galleries.
The auditorium, which seats 178, may also be used during regular business hours as well as evenings and weekends.
After-hours
The museum galleries are available to rent after 5 p.m. for catered functions. The galleries will hold 27- 5 foot round tables (renter is responsible for renting these tables). Evening functions need to be over by 10:00 p.m. and all guests out of the building by that time.
Building Fee Schedule
The fees listed below are for the use of the Museum during evening hours and weekends. Included in these fees is the use of the galleries, auditorium, kitchen and conference room. Fees apply to non-profit as well as for-profit groups.
Groups of 50 or less $100
50 – 100 $250
100 plus $350
In addition to the building use fee, each guest will be charged the cost of admission (children 15 and under are free; 16-61 are $6.00 and 62 and over are $3.00). Special arrangements may be made for volunteers to give groups of 15 or more guided tours of the museum galleries, Monday through Friday, 9:00 a.m. to 5:00 p.m. The auditorium has several audiovisual components available for use at no extra charge.
For use at no extra charge: (available after 5:00 p.m. on weekdays and anytime on weekends)
Rolling tables: 5 each 7 foot rectangular tables; 9 each 6 foot rectangular tables
Folding chairs: 50 each, black with wine color cushion seats; 20 each, beige with tan color cushion seats
Stackable chairs: 25 each, wine color cushions
Folding tables: 4 each 6 foot rectangular tables; 3 each 8 foot rectangular tables
Detailed set-up plans, including decorating details, must be discussed with the staff at the Hoover Museum at least seven days prior to the scheduled function.
Please note that staff members are not available to load and unload equipment or to assist with decorating. Each group is responsible for table set up and take down under Hoover staff supervision. Function space must be left in a clean and orderly condition following an event to avoid extraordinary cleanup charges. All rented equipment must be moved to the loading dock immediately following event. Unless prior arrangements are made, equipment must be removed the same day. Delivery times are negotiable and can usually begin before the museum closes at 5 p.m. Sponsoring groups must have a representative present to receive and direct set up of event.
Additional Fees
Additional fees may be charged for the following:
Extraordinary Cleanup
Audiovisual Equipment
Food and Beverage Service
The Museum will provide the renter with a list of caterers who are familiar with using the building. The renter is responsible for all catering arrangements. If a caterer is chosen that is not on the list, it is the responsibility of the renter to have the caterer make contact with the Museum staff to go over the spaces available in the kitchen before the event is scheduled to take place. The renter should notify the Museum as soon as a caterer has been selected. All set ups and food deliveries are to be made at the back loading dock entrance.
The kitchen is available for the caterer to use to set up. Refrigerator space can be made available upon request. Kitchen utensils and supplies are not available and bottled water is not for caterer’s use. Extra tables may be set up in the kitchen for the caterer upon request.
Alcoholic Beverages
The Herbert Hoover Museum uses a Federal Government form that must be completed before alcoholic beverages can be served in the museum. If you are planning on serving alcohol please request this form in advance of the event.
Additional Information
The Museum is a unique location for facility rentals. In order to protect and preserve the collections of the Museum, please note that food cannot be taken (or served) in the temporary galleries. Flash photography is also prohibited. Lighted candles are also prohibited.
The Hoover Museum is a smoke-free facility.
The Herbert Hoover Presidential-Museum assumes no responsibility or liability for loss, damage, or injury to the renter and/or the renter’s guests or property while using the Museum’s facilities.
Parking
Parking is available in the lot directly outside the museum. Additional parking is available at the National Park Service Visitor Center and the Water Street parking lots. Please do not park along the roadways.
Audiovisual Equipment Available for use at no extra charge
microphone and podium
2 microphones on cords
2 handheld cordless microphones
2 lapel wireless microphones
video/data (RGB) projector (one portable and one installed in auditorium) you supply own laptop
one portable screen
dvd players, vcr and television
Sound system and stage in auditorium
Wireless internet access (please call to check connectivity)
All equipment is subject to availability. All audiovisual equipment requirements must be made in advance for proper setup on the day of the event.
Space Reservations
To make a space reservation applicant must first call the Hoover Presidential Library-Museum for availability and to see if they meet the criteria for room rental. Once approved, the following forms must be filled out and returned to the Museum as soon as possible. These forms can either be mailed or sent electronically. Mailing address: Herbert Hoover Presidential Library-Museum, PO Box 488, West Branch, IA 52358. For more information call 319-643-5301.
