Procedures and Policies
The following is a complete list of rental policies and procedures for the DuSable Museum of African American History.
- Summary of Rental Policies
- Special Events Coordinator
- Planning and Setup
- Shipping Dock
- Security & Maintenance
- Other Special Needs
- Complete Rental Policies
Summary of Rental Policies
DuSable Museum of African American History facilities are not available for any of the following:
- Political meetings or events
- Religious meetings or events
- Birthday celebrations
- Wedding Ceremonies
- Dance Parties
The museum prohibits any form of gambling activity, laser shows, fog or smoke machine, live animals, balloons, or glitter.
All events are expected to harmonize with the character and mission of the Museum. Events may not cause any hazard or impose undue hardship to the Museum and its collection, exhibitions, facilities, staff or visitors. Events must be in conformance with the Museum’s established regulations. All costs associated with an event will be the responsibility of the sponsoring organization.
The event application form must be received within one week of the verbal reservation. After the application has been approved, a nonrefundable/nontransferable deposit (25% of the total rental cost) must be received within seven business days. Dates will be released if the time requirement is not met. All monies are due three (3) weeks prior to the event. If the final payment is not received by the due date, the renter will be charged an additional $500 late fee.
The DuSable Museum will provide a list of approved caterers who are familiar with the layout and procedures of the museum. The Caterer will provide all personnel, materials, linen and supplies required for the preparation of food and beverages. Kitchen and service areas are available to the caterer.
Special Events Coordinator
A Special Events Coordinator will work closely with the client to ensure the event proceeds smoothly and efficiently.. The Coordinator will be present on the day of the event to ensure proper setup for the event.
Planning and Setup
In conjunction with the Special Events Coordinator, a layout of the setup of the event will be provided to the Museum prior to the event if necessary. A walk-though by the caterer, Event Planner, Technical Director and/or museum Special Events Coordinator must occur no later than two weeks before the event to finalize all arrangements. This walk-through will also include the Security Supervisor.
For delivery of materials and/or equipment to the loading dock, a schedule must be established five business days prior to the event. The arrangement must be made with the Museum’s Special Events Coordinator.
Security & Maintenance
In the sole judgment of the Museum, it is necessary to ensure adequate security measures in light of the size and nature of the event; client is responsible for the added expense of additional security personnel hired by the Museum.
Free parking is available adjacent to the Museum. Handicap accessibility is available with advance arrangements.
Other Special Needs
The following event needs must be arranged with the Museum Special Events Coordinator prior to the facility rental:
• Tour Guide & Coat Check Services
• Valet Parking
• Museum gift shop availability
• Piano usage
• Audio Visual usage
• Electrical, Sound and Lighting requirements
• Use of Museum’s banquet tables and chairs
Any client seeking to use the museum facilities for an event with an admission charge or an event involving fundraising must obtain prior approval from the Museum Events Coordinator and qualify as a nonprofit, tax-exempt organization under section 501 (c) (3), or other appropriate sections, of the Internal Revenue Code of 1986, as amended.
Conduct of an Event
Client assumes full responsibility for the conduct of all persons in attendance at the event. In addition, client assumes full responsibility for any and all damage done to any part of the Museum’s premises which are reserved for, or under the control of, client or client’s guests, agents, invitees, employees or independent contractors, including, but not limited to caterer, decorator and entertainment. Client agrees to conduct the event in an orderly manner, in full compliance with all applicable laws, codes, rules and regulations established by the Museum, including but not limited to, all of the provisions contained in these Event Guidelines and the Facility Rental Agreement.
The content of all printed materials relating to the event, including invitation copy, programs, promotion materials, press releases, electronic copy and radio advertisements must be submitted to the Events Coordinator for review and approval before being printed. Any violation can result in $500 fee or cancellation of the event.
Entertainment and Decorators
Any entertainment and decorators selected by client must be approved by the Museum Events Coordinator prior to the event. Entertainment and decorators must sign and deliver the applicable Certificate of Insurance.
Complete Rental Policies
- All events must be sufficiently staffed to ensure against damage to facility, property and exhibitions of the DuSable Museum of African American History.
- Rental areas must be left in the same condition as found prior to the event. A $500 damage deposit per rental area is required and will only be refunded when facilities are found to be in good condition after use.
- All alcoholic beverages served must be through the caterer with proper insurance license.
- All rental events must end at 11:00 PM; hours of usage must be strictly observed.
- Absolutely no vendors selling or distributing any merchandise.
- Memorial Services held at the museum can only display pictures of the deceased. No Urns or Coffins will be allowed to be exhibited.
- No posters, advertisements or other notices bearing the Museum’s name shall be placed upon the property of the City of Chicago. Such property includes utility poles, traffic signals, and any other such related public property.
- All invitations, tickets, promotional and marketing advertisements must be approved by the Museum’s Public Relations office. The museum is not responsible for the reproduction of printed materials. Materials not submitted to the museum will be subject to cancellation of event and a $500 fine.
- In the event of cancellation, the facility renter must provide at least 21 days notice prior to the scheduled event to receive a partial refund. All room deposits are forfeited if the event is cancelled or the date is changed. Events canceled on the date of the facility rental shall not receive any refund. All contracts are final and no refunds are issued on equipment or items not used.
- The DuSable Museum will not assume or accept any responsibility of damage to or loss of personal items/merchandise by the client, caterer, or guests at the museum. All items must be removed from the museum on the day of the event. Items remaining will be discarded at the Museum’s discretion.
- Valet Services: All valet service companies must be approved by the DuSable Museum and a certificate of insurance for two million dollars must be submitted.
- All events held in the museum are required to have special events liability insurance ($1,000,000). This insurance must be presented three weeks prior to the event. The insurance carrier will list the Dusable Museum of African American History, City of Chicago, and the Chicago Park District as additional holders on their insurance. Failure to comply will result in cancellation of your event.
- Smoking is not allowed in the Museum; eating and drinking are also prohibited in specific galleries, and the Illinois Black Legislators’ Auditorium.
- Absolutely no items may be affixed to the walls, windows or columns of the galleries.
- The rental client shall properly staff all events in the theater. The client shall provide ushers, stage manager, stagehands, concessions and box office personnel.
- No museum exhibition will be moved.
- All not-for profit organizations must present documentation of their status before the execution of the rental contract. No discounts will be given after the contract has been executed and deposits received.
- Clients using the concession stand will be responsible for cleaning up the area.
- Rental clients for the theater are responsible for the clean up of all dressing room areas, concessions, box office, coatroom, and theater seating areas.
- The museum has the right to refuse rental to events which do not reflect the mission statement of the DuSable Museum.
- No balloons or glitter are allowed inside the Illinois Black Legislators’ Auditorium. All balloon decorations must be approved by the Museum Events Coordinator. No balloons may be tied to light fixtures or poles. No confetti, rice, birdseed, sand or bubbles are permitted. No nails or drilling may be used for any purpose.