Month Day, Year
Children’s Museum of Denver Venue Rental Agreement
1. Scope of Agreement
This Rental Agreement is between the Children’s Museum of Denver, hereinafter referred to as the “Museum,”
and____________________________________, hereinafter referred to as the “Client.” The purpose of this
Agreement is to define the obligations of both parties pertaining to the rental of the Museum’s special events
venue(s) described in Attachment I.
It is understood all events stated in this document are limited to ______________, unless otherwise noted.
The venue described in the Attachment has been reserved for you for the date and time stipulated. Please note
that the hours assigned to your event include all setup and cleanup time, including the setup and cleanup time
of all subcontractors that you hire. It is understood that you will adhere to and follow all terms of this
Agreement, and you will be responsible for any damage to the Museum’s property, including all consequences
due to the behavior of your guests, invitees, agents or subcontractors resulting from your use of venue.
You are responsible for completing a site walkthrough and providing a list of all contracted vendors to the
Facility Rental Coordinator four (4) weeks prior to your event. At this time, you are responsible for confirming
with your subcontractors that they have provided the Museum with valid Certificates of Insurance with the
proper amounts of coverage for all subcontractors that will be used for your event. These subcontractors
include, but are not limited to, caterers not on the Approved List, valets, performers, photographers,
entertainment, equipment rentals (tables/chairs/tents, etc.), portable toilets, florists, decorators, sound and
lighting technicians, etc. All subcontractors must provide a current Certificate of Insurance naming “The
Children’s Museum of Denver” as additional insured.
2. Fees and Deposits
Client agrees to pay a site fee of $__. This site fee will cover the use of the __ for approximately _ people: Setup from __am/pm to __ am/pm, Client event from __am/pm to __am/pm and clean-up from __am/pm to
__am/pm. This constitutes a six (6) hour block of time and Client understands that use of the area(s) before or
after the above agreed upon time will result in a $150 per hour per area charge ($500 for Entire Museum
rentals). This includes additional set-up and clean-up time.
a. It is understood that the first hour of this block of time is to be set aside for set-up and the last hour of
this block of time is to be set aside for clean-up.
b. Client understands no areas of the premises may be utilized for event purposes other than those
listed above.
c. Rental of The Skyline Gallery includes the use of tables and chairs belonging to the Children’s
Museum. These are to be used indoors in The Skyline Gallery only and do not include linens. Should
other tables and chairs be needed, they can be rented and delivered at the expense of the Client.
d. The Museum agrees to invoice Client for any balance due, which will include any additional charges,
add-ons or damages, no later than seven (7) days after the date of the event. Client agrees to remit the
full invoiced balance upon receipt. Payment not received within fifteen (15) days of the invoice date will
be subject to interest and/or collections at the Client’s expense.
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3. Cancellations
Cancellations shall be made in writing and postmarked to reflect the following deadlines:
a. The deposit shall be returned in full, less a $50 administrative fee, for cancellations made 90 days or
more prior to the rental date.
b. Cancellations made 31-89 days prior to the rental date will receive a 50% refund.
c. Cancellations made 2-30 days prior to the rental date will forfeit the entire rental deposit.
d. Cancellations made for any reason, including weather, 0-48 hours prior to the starting time of the
rental event, will be responsible and invoiced for the entire balance of the rental fee.
It is the Museum’s sole discretion to cancel an event should the Client fail to comply with any of the
policies contained in this Venue Rental Agreement.
4. Indemnity
Client agrees to indemnify and hold harmless the Museum, its officers, staff and agents working on its behalf
from any and all claims, actions, suits, costs, damages and liabilities resulting from the breach of this Agreement,
the negligent actions, willful misconduct or omissions of Client and Client’s guests, invitees, agents and
subcontractors.
5. Event Setup
The Museum is a self-setup facility. All event props, materials, fixtures, equipment, etc., collectively referred to
as “Client’s property,” shall be delivered to, set up at and removed from the Museum during Client’s contracted
event time. Should Client need earlier access for setup, this may be arranged with the Facility Rental Coordinator
at least two (2) weeks prior to your event for an additional fee. The Client is fully responsible for all Client’s
property. The Client and/or the Client’s caterer is also responsible for coordinating layout plans with the Facility
Rental Coordinator at least two weeks in advance of the event for approval, particularly areas outside of The
Skyline Gallery.
 Smoking and open flames are not permitted at the Children's Museum of Denver.
 Helium balloons, fog machines and piñatas are not permitted inside the Museum.
 Food and beverage is not permitted in the exhibit spaces unless pre-approved by the Facility Rental
Coordinator at least two (2) weeks prior to your event.
 All décor must be approved by the Facility Rental Coordinator and must be hung by painters tape.
 No animals are allowed inside the Museum unless specifically pre-approved by the Facility Rental
Coordinator, except for certified animals assisting the disabled.
 Damage/repair expenses incurred because the above guidelines were not followed will be invoiced to
the Client.
 Additional care should be exercised when event attendees include children who will be in exhibits.
Children must be supervised by an adult at all times.
 Client, guests and contractors must follow all posted Museum policies.
6. Caterers
[Insert for Fully Catered Rentals]
Client has chosen ____________as their caterer, who will provide all setup and cleanup and who will provide
staff on site for the duration of the rental. Client acknowledges that because this caterer is not on the Museum’s
Approved Caterer’s list, the caterer must a) provide Museum with a copy of current Colorado Department of
Public Health and Environment License to Operate a Retail Food Establishment, a copy of caterer’s most recent
county health inspection complete with score, and a copy of current liability insurance, b) arrange with the
Facility Rental Coordinator to do a walkthrough of the Museum facility at least two weeks prior to the rental, c)
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the caterer will sign a Caterer’s Agreement, thereby agreeing to follow the Museum’s policies and procedures
and d) if caterer distributes alcohol on Museum property, caterer must have at least one on-site employee who
maintains current TIPS certification. Additionally, a $500 fee will be added to the invoice for choosing an
alternate caterer.
a. Brown bag lunches and potlucks are strictly prohibited.
b. Client hereby releases and indemnifies Museum from any liability related to the serving and/or
consumption of all served products.
c. Rental of The Skyline Gallery includes the use of limited kitchen facilities for serving and food
maintenance for evening rentals only. There are no facilities available for food preparation for daytime
or outdoor rentals.
[Insert for Daytime Boxed Caterer’s Rentals]
Client has chosen ____________to provide unattended, light meal service for their event.
a. Client acknowledges that the above provider must deliver items directly to the Museum. Clients may
not bring the food items with them.
b. Client agrees that because there is no serviced caterer, Client will do all setup necessary, as well as
all cleanup required. Please see the Facility Rental Coordinator for a checklist of required items.
All unused food, liquor and associated items must be removed from Museum facilities or properly disposed of at
the end of the event. Client shall be solely responsible to pay the caterer for contracted services, and the
Museum is not a party to this catering agreement in any way.
7. Alcohol
The managing and distribution of alcohol at your event is required to be performed by a TIPS certified
bartender. Although the caterer or bartending service will manage the distribution of alcohol, the Client remains
fully responsible for the safety of all its invitees, guests, agents or subcontractors, including the distribution and
consumption of alcohol. Client agrees to remove all alcohol from the premises at the end of the event. Due to
the nature of the Children’s Museum, there are absolutely no exceptions to this rule. Any liquor left after the
event will be disposed of immediately.
Client’s guests that appear to be thirty (30) years of age or under shall be required to submit valid and
appropriate identification to the bartending service prior to being served alcohol. Alcohol may never be served
in exhibit areas or other public spaces during normal Museum business hours when public guests are present in
the building. Food must be served if alcohol is served.
If Client wishes to sell liquor or has liquor donated for the event, Client must obtain its own liquor license
through the City and County of Denver and this must be approved by the Facility Rental Coordinator at least 30
days prior to your event. Proof of licensing must be submitted at this time.
Smoking and Drugs
The Children’s Museum is a drug and smoke-free environment. Smoking and the use of drugs is prohibited on
the grounds and in all buildings. This includes cannabis, as we are a private facility.
a. Client is responsible for informing and enforcing this rule with their guests.
b. Any Client or attendee found smoking or doing drugs on the property will be given one verbal warning
by Museum staff.
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c. Failure to comply will be documented and will result in a fine to the Client of $100 per occurrence plus
clean-up and damages.
8. Security
Museum staff will be on-site during your event. The Museum, at its sole discretion, may mandate that additional
personnel are needed for your event for security purposes, which will involve additional fees over and above
your base facility rental fee.
9. Parking Access
Parking for facility rentals is complimentary, and the Museum has approximately 245 parking spaces. Parking
cannot be guaranteed and is available on a first come, first served basis. Vehicles are never allowed on the
Museum plaza. Arrangements must be made with the Facility Rental Coordinator at least two weeks prior to
your event for access at the East Entrance. The Museum will remove vehicles at cost to the Client if they remain
at the East Entrance longer than the agreed upon time.
10. Music
Although music (both live and recorded) is allowed, the music must be maintained at an acceptable sound level
so as to not disturb the local surrounding area. Music may be played outside on the terrace for Clients renting
The Skyline Gallery and inside specifically rented event venues at designated levels. The Museum has a speaker
system only in specific rooms. The Facility Rental Coordinator can assist you in determining which parts of the
Museum allow for music and which do not.
11. Public Access
The Museum has a visiting public during business hours (Monday, Tuesday, Thursday and Friday: 9 a.m. to 4
p.m.; Wednesday: 9 a.m. to 7:30 p.m.; Saturday and Sunday: 10 a.m. to 5 p.m.). If you wish to include the public
in your event, this must be discussed and agreed to by the Museum prior to your event. The Museum reserves
the right to allow or deny public access to private events. The Museum will not provide any marketing support
to events being held in the Museum. If Client wishes to market their event to the general public, this must be
approved beforehand by the Museum. All marketing materials must be approved in writing by the Museum’s
Marketing Department.
Please note that during business hours, adults entering the Museum must be accompanied by children and all
children entering the Museum must be accompanied by an adult. Staff-led tours can be requested before the
date of the event and may require additional fees above your base facility rental fee.
12. Café and Gift Shop
The Museum’s Café and Gift Shop are located on the first floor of the Museum. The Café and Gift Shop are open
to the public and may be operating during your event. If you wish to order from the Café or Gift Shop for your
event, arrangements must be made with the Facility Rental Coordinator at least two (2) weeks prior to your
event.
13. Guest Check-In
You are responsible for checking in your event guests and subcontractors. The Museum cannot control the
entrance and exit of rental guests, and is not responsible for the regulation of Client’s guests during business
hours. If you would like the Museum to regulate the entrance and exit of the Client’s guests, a staff person can
be requested for an additional fee. Otherwise, Client is responsible for greeting and directing event guests in the
Museum. Client is responsible for maintaining the designated and agreed upon number of guests stated in this
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Venue Rental Agreement. If Client exceeds this number there will be a per person charge applied for each
additional attendee.
14. Event Cleanup
After every event concludes, it will be the responsibility of the Client to restore the facility and storage areas to
the way they appeared upon arrival, including the removal of all decorations. A cleanup checklist will be
provided to the caterer (see Attachment II), but Client should ensure that all property, including decorations,
belonging to Client, Client’s invitees, guests, agents and subcontractors shall be removed by the end of the
rental period. Evening rentals, including cleanup, may not extend beyond 1:00a.m, unless specifically approved
in advance by the Facility Rental Coordinator. Any property remaining on the premises beyond the end of the
rental agreement will result in an hourly fee of $150 until removed. Should the Client need extra time for the
removal of property beyond the stated rental period, this may be arranged at least two (2) weeks prior to the
event for an additional fee. The Museum is not responsible for any property left behind by Client, Client’s
guests, invitees, agents, subcontractors or others.
If Client would prefer to contract a cleaning service, one may be arranged through the Facility Rental
Coordinator at least two (2) weeks prior to your event. If Client fails to clean up, the Museum will obtain an
outside cleaning service whose cost will be billed to the Client.
15. Damages
The Client is responsible for any and all damages to the Museum’s property caused by Client, Client’s invitees,
guests, agents or subcontractors during their event. The Museum requires a credit card for guarantee of
payment for damage done. This guarantee is provided by:
Card Type _________ Card Number_______________________________
Exp. Date___________
Security Code______
Card Holder’s Name________________________________________________
Billing Address_________________________________________________________________________
Card Holder’s Signature__________________________________________________________________
16. Event Staff
The Museum will ensure that the venue and surrounding site are ready for your event and will provide staff
member(s) available to you throughout your event.
17. Force Majeure
The fulfillment of the terms of this Agreement by either party is subject to Acts of Nature, including but not
limited to tornados, flooding, earthquakes, hurricanes, fires, etc., as well as any acts of terrorism or other
emergencies. Should the event be canceled through a Force Majeure, by the Museum at its sole discretion, all
fees paid by Client will be returned to Client within thirty (30) days.
18. Publicity/Use of Name and Logo
Client shall not use the name of the Museum, any trade name, service mark, trademarks, acronym or logo of the
Museum in any publicity releases, advertising or any other publication without the express prior written consent
of the Museum’s CEO or his delegate.
19. Authorization
The people signing this Agreement on behalf of the parties each warrant that they are authorized to make
agreements and to bind their principals to this Agreement.
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20. Deliveries
Rental Co./Tents:
Company Name/Phone Number:
Delivery Date/Time:
Pickup
Delivery Date/Time:
Pickup
Delivery Date/Time:
Pickup
Delivery Date/Time:
Pickup
Delivery Date/Time:
Pickup
Date/Time:
Alcohol:
Company Name/Phone Number:
Date/Time:
Florist:
Company Name/Phone Number:
Date/Time:
Bakery:
Company Name/Phone Number:
Date/Time:
Other:
Company Name/Phone Number:
Date/Time:
21. Acceptance
I/ we have read the above and accept the terms therein:
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Client Signature
Printed Name
Date
Museum Signature
Printed Name
Date
Please return signed Venue Rental Agreement at least 30 days prior to your event to:
The Children’s Museum of Denver
Attn: Facility Rental Coordinator
2121 Children’s Museum Drive
Denver, CO 80211
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Children’s Museum of Denver Venue Rental Agreement
Attachment I: Event Details
Date of Event:
Name of Client:
Type of Event:
Setup Time:
Event Time:
Cleanup Time:
Venue(s) and Guest Count: You have selected the following venues for your event within the Children’s
Museum of Denver, with an attendance of up to ___ people.
The Entire Museum
The Skyline Gallery
The Art Studio
Joy Park
Meeting Room 1
Meeting Room 2
Meeting Room 3
Meeting Room 4
Base Price: _________________________
Base Price:__________________________
Base Price:__________________________
Base Price: __________________________
Base Price:__________________________
Base Price:__________________________
Base Price:__________________________
Base Price:__________________________
Additional Fees:
Additional Time: (list hours)
Price: ______________________________
Projector
Price:______________________________
Sound System
Price: ______________________________
Water Exhibit
Time: _________
Price: ______________________________
Energy Exhibit
Time: _________
Price: ______________________________
______ Climbing Wall
Time: _________
Price: ______________________________
______ Story Time
Time: _________
Price: ______________________________
______Arts and Crafts
Time: _________
Price: ______________________________
Other (parking, security, non-approved caterer fee, etc.)_____________________________
Total Event Cost: ______________________
Client Initials________________ Date_____________
Museum Initials______________ Date_____________
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Children’s Museum of Denver Venue Rental Agreement
Attachment II: Check-out Procedures
IMPORTANT: If you bring it in, please take it out (this includes all décor, food and beverage items). Client is
responsible for ensuring that subcontractors (such as caterers and rental companies) abide by these procedures.
CLIENT CLEANUP:
_____All décor and personal belongings of Client and Client’s guests removed
CATERER CLEANUP (or Client, if no caterer is being used):
FOOD AND BEVERAGE AREAS
_____ All catering and rental equipment removed (including service ware, linens, tables, leftover food,
etc.)
_____ All trash removed from receptacles and placed in the dumpsters
_____ Sink and counter tops wiped clean
_____ Refrigerator emptied and wiped clean, if used
_____ Tables and chairs belonging to the Museum wiped clean and returned to storage closet
_____ Floors swept
_____ Floors mopped
EVENT SPACES
_____ All rental equipment removed
_____ All trash removed from receptacles and placed in the dumpsters
_____ Tables and chairs belonging to the Museum wiped clean and returned to storage closet
_____ Floors cleaned of any significant debris and all liquid spills (Please notify Museum staff of such incidents)
EXHIBITS (if used by Client as part of the rental)
_____ All décor and rental equipment removed
_____ All trash removed from receptacles and placed in the dumpsters
_____ Tables and chairs belonging to the Museum wiped clean and returned to storage closet
_____ Permanent exhibit tables wiped down and stools stacked on tables
_____ Floors cleaned of any significant debris and all liquid spills (Please notify Museum staff of such
incidents)
_____ Exhibit materials put away as appropriate
*Museum staff will assist with appropriate resetting of exhibits, and a more detailed exhibit checklist is
available.
TO BE SIGNED AT THE END OF THE EVENT.
Client Initials________________ Date_____________
Museum Initials______________ Date_____________
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