Event Planning Guide
 Tips for Success The Oregon Historical Society understands that finding the perfect location for your event is essential. Site visits of our event spaces can be scheduled in advance, 9am to 5pm, Friday. Please contact our Event Coordinator at (503) 306-5281 to arrange your personal tour. Our main rental spaces, the Miller Pavilion and Plaza, are open to the public, Tuesday through Saturday 10am to 5pm and Sunday 12pm to 5pm. You are welcome to visit these spaces without an appointment. However, we strongly encourage you to schedule a formal site visit with our Event Coordinator in order to learn how our facilities may best meet your event needs. Successful Planning We are happy to assist you in planning your meeting or memorable event. Within our Rental Information Packet and website, we list room capacities for seated and standing functions to provide you with basic guidelines. Please keep in mind that these numbers are estimated based on previous events and current fire marshal code. Actual capacity will vary with the unique needs of each group. Please discuss your event specifications and activities with the Event Coordinator to maximize your facility options. All outside events which involve a DJ or live band are required to obtain a Noise Variance Permit. The Noise Control Office Hotline is (503) 823-7350. Applications for these permits must be received by the Noise Office, 10 business days prior to your event. A copy of the Noise Permit must be submitted to the Event Coordinator at the Oregon Historical Society. The Historical Society is zoned as a Residential Area. Therefore, amplified music played at the Historical Society must be completed by 10:00pm. If music is played within the building, the decibel level must be reduced after 10:00pm. Selecting a Caterer Caterers can be an invaluable resource when planning an event. We require that event hosts choose a caterer from the Preferred Caterers List enclosed in our Rental Information Packet and website. We have been particularly impressed with these local, full-service caterers, and we believe that you will be equally enthusiastic about their wide range of services and menu options. Please view our Preferred Caterer web page for contact information. Event Equipment The Society currently maintains inventory of equipment that can be used by rental customers:
Audio-Visual Equipment The Society has an internal PA system and built-in screens available for use in the Madison Room and the Miller Pavilion, in addition to offering the following:
Security and maintenance fees apply to all after-hour events and will be included in the quote of your rental fee. Typically, events require between one and four security officers on duty from set-up to lock-down. Securing your Event Date You may request to hold a specific event date for a short period of time. To officially secure an event date we require a signed rental agreement and a 25% deposit. We ask event hosts to complete our contract process which includes the signed contract, deposit, and a certificate of insurance. A final walk-through with the Event Coordinator, client, caterer and any additional vendors, should be planned at least 30 days in advance of the event. This is an opportunity to discuss the details of your event; including delivery schedules, equipment placement, and catering particulars. One week out from the event a guaranteed number of guests is to be provided to the OHS Event Coordinator. Vendor Deliveries Caterers and events contractors may begin set-up in the Pavilion at 4:00 pm on the day of the event. All gallery and public spaces must be able to accommodate public visitors until 5:00pm. Eating, Drinking, and Smoking To protect our collections, food and drink is not permitted inside the exhibit galleries. Smoking is permitted outside the OHS facility. Photography To protect our collections and reproduction permissions, photography is restricted to all non-exhibit locations. Open Flame Due to the strict conditions controlling the environment of artifacts and art objects, we do not allow open flames such as candles or gas burners within our facility. Outdoor spaces such as the Plaza and Broadway Terrace are permitted. Caterers are welcome to use sternos for their food buffets. Clean Up The Society asks that all event materials, equipment, and supplies be removed from the facilities the night of the event. Rental Items must be picked up the night of the event, unless otherwise arranged. For additional information on events at the Oregon Historical Society, please contact Event Coordinator Bettina Calaba at (503) 306-5281 or email bettina.calaba@ohs.org. |