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Rental Guidelines

Guidelines for Lessees, Event Planners, and Other Sub-Contrators Working at Morikami Museum and Japanese Gardens

Morikami Museum and Japanese Gardens provides a beautiful and original setting for social events. It is important that lessees and their suppliers demonstrate a willingness to respect the sensitivity of the museum, gardens and surroundings. Failure to do so may result in fines and/or suspension of the rights to provide services at Morikami.

The museum is open to the public until 5:00 pm every day except Monday. This presents some challenges with regard to set-up times. Staff at Morikami recognize this and will work with outside contractors to help ensure a smooth set-up within the allotted times. These guidelines are designed to answer frequent questions and to help avoid any last minute logistical issues. Topics are listed in alphabetical order.

Access, Set-up and Clean-up Times

Access, Set-up and Clean-up Times

Event contracts clearly state the scheduled set-up time, event timing and breakdown period. Usual timings are:

  • Set-up: 5:30 – 6:30 pm
  • Event: 6:30 pm – midnight
  • Breakdown/cleanup: Midnight – 1:30 am

Any agreement outside these times must be in writing. A charge of $500 per hour or part hour will be charged for events running later than the stated times.

Outside vendors including decorators and lighting companies should be aware that contracts allow 1½ hours for breakdown (usual deadline is 1:30 am). It is essential that sufficient staff be assigned to both remove equipment and complete any necessary clean-up. Clients are liable for an over run fee of $500 per hour or part hour if the area is not cleared on time.

Please adhere to our strict policy for museum visits. Anytime you would like to visit Morikami regarding planning for your event, please schedule an appointment at least 2 days prior to the visit. You may call 561-495-0233 x 227 to set up a time.

Birdseed, Bubbles, Confetti and Other Foreign Objects

Birdseed, Bubbles, Confetti and Other Foreign Objects

Bird seed and confetti are not allowed. Bubbles are allowed outside the museum, but excess liquid must not be poured into the lake, flower beds or grass. The use of any other objects must be pre-approved by facility rental staff.

Candles

Candles

Limited use of smokeless, dripless candles is permitted in votives or hurricane lanterns, but requires approval by Morikami. Open flames may not be used in decorations. In cases where there are too many candles inside the lobby, the fire alarm may be triggered at which point everyone must evacuate the building and the Fire Marshall will be called.

Catering

Catering

All catering is required to go through the on-site caterer, The Cornell Café. The Cornell Cafe reserves the right to subcontract an outside catering company of their choice to cater an event with completely kosher requirements. They are able to provide kosher style cuisine, but do not have a kosher kitchen. All parties planning an event at Morikami must have their initial meeting with the Cornell Cafe and Morikami Facility Rental staff to determine how we can best meet the needs of the interested party. Subcontracted catering companies selected by The Cornell Cafe and approved by Morikami will have access to an area on the west side of the Museum that has been designated as a staging area. Cook tents and other necessary supplies may be set up in this area with approval from Cornell Cafe and Morikami staff. Water and a power supply are available. The Cornell Cafe tables and chairs may not be moved from the Cafe area. Subcontracted caterers will not have access to the onsite kitchen.

Children

Children

A room with a television and VCR is available to occupy young children. In the interest of safety, children should not play near the lake or waterfall and should not be allowed to throw stones or other items in the water and they must respect the plants growing around the terrace. An adult should be present to supervise the children at all times and the lessee or caterer must clean the room following the event.

Clean-up

Clean-up

Catering staff is responsible for clean-up during and after the event. Caterers must notify Morikami staff before leaving the facility so that the area can be inspected. Caterers must provide all cleaning supplies and personnel. Cleaners containing bleach, ammonia, acid or butyl may not be used in the museum. All debris must be cleared and hauled away or deposited in a designated museum dumpster.

Dance Floor

Dance Floor

A wooden dance floor is not necessary in the Lobby area, but can be rented for use on the cement terraces.

Decorations

Decorations

All decorations must be free standing; nothing may be attached to the walls or ceilings. Existing light bulbs may not be changed.

Deliveries

Deliveries

All equipment should be delivered to our west side loading dock. We have limited storage. However, subject to prior arrangement, deliveries may be made up to 24 hours prior to an event. The client or a representative should be available on the premises to sign for deliveries. Museum personnel may sign for deliveries, but will not be responsible for the accuracy of the delivery.

No equipment should be unloaded at the front entrance of the museum. The driveway in front of the museum is a fire lane and no parking is allowed at any time. All rental equipment must be picked up at the conclusion of the event, or – subject to prior approval – moved to the designated storage area for collection the following day. Morikami is not responsible for loss, theft or damage to rental equipment.

Disturbances

Disturbances

In the event of a disturbance, or unacceptable behavior, the Morikami Site Coordinator reserves the right to ask a guest to leave, to terminate the event, or, if necessary, to call the police.

Dressing Rooms

Dressing Rooms

Two dressing rooms are available for use from midday. Please note that the theater is in use until 5:00 pm and any excessive noise backstage will carry into the theater.

Electrical/Power Supply

Electrical/Power Supply

A list of outlets is available on request. Each outlet is 20 AMPs/120 volts. All wires and extension cords must be securely taped down. Use of duct tape is not permitted. The museum’s slate tile floors are sensitive to many brands of tape; removal of tape must not strip finish of the museum tile floors. We recommend regular electrician’s tape.

Favors and Gifts

Favors and Gifts

The Morikami Museum Store can provide decor, gift and favor suggestions and offers a 15% discount on all purchases from contract signing to the date of the event. Please call the Manager, Susan Keller at (561) 495-0233 x 212.

Fire

Fire

All fire exits are clearly marked. In the event of fire the building must be evacuated immediately using the nearest exit. The Morikami Site Coordinator will issue appropriate instructions.

Fireworks

Fireworks

Only Fireworks with at least 30 days notice and the necessary Palm Beach County and Fire Department permits will be considered for approval from the Palm Beach County Parks and Recreation Department. Fireworks can take place no later than 9 p.m. unless given prior written approval by Morikami Museum and the Palm Beach County Parks and Recreation Department. Morikami will only consider allowing a fireworks display by one of our preferred vendors.

Galleries

Galleries

The museum galleries will not usually be open during private rentals. If an additional fee has been paid and the galleries are available for viewing, please note that no food or drink is allowed inside. Even small crumbs of food could attract pests that can cause serious damage to the items on display. Drop tables must be placed at the entrance for glasses and plates.

Hotels

Hotels

Morikami has negotiated special discounted rates at local hotels in the Delray Beach/Boca Raton area. Details are available from the Facility Rental staff.

Insurance

Insurance

Morikami requires all caterers, lighting and entertainment companies to carry general liability insurance of $1,000,000.

Lighting

Lighting

Only lighting directed at the building is provided on the terraces. An Airstar Balloon is available for use. We can provide information on lighting rentals that include lighting the lake and the waterfall. When planning outside lighting, please consider the limited time available for installation.

Medical Emergencies

Medical Emergencies

A defibrillator is available on the premises, together with standard first aid supplies.

Morikami Furniture and Fixtures

Morikami Furniture and Fixtures

No existing fixture may be moved without prior approval.  Light bulbs in the lobby area may not be changed.

Music and Entertainment

Music and Entertainment

There are no restrictions on music or entertainment, however, a band with more than four/five performers will restrict the capacity of the Lobby.

Parking

Parking

All guests should park in the complimentary museum car park. If guests are entering the gardens through the side gate, we recommended that a valet parking company be employed. At a minimum, someone should be positioned outside to direct guests from the parking lot to the side entrance.

Photography

Photography

The rental fee includes use of the gardens for formal wedding portraits.

Pre-Event Meeting

Pre-Event Meeting

It is important for the success of the event to schedule a walk-through with Morikami staff at least three weeks prior to the event. Ideally the lessee, together with all contractors involved in the event (planner, caterer, decorator, lighting technician, entertainers, etc) should be present.

The proposed timetable and layout of the event should be submitted so that any potential problems are discussed and resolved prior to the day of the event. Morikami must approve final floor plans and electrical needs at least two weeks prior to the event.

Responsibilities

Responsibilities

Morikami is responsible for:

  • Ensuring the rented areas are clean and in satisfactory condition prior to set-up and start of event.
  • Ensuring that all objects in the lobby are cleared from the area or moved to accommodate previously agreed set-up for the event.

Lessee or Subcontractors hired by the lessee are responsible for:

  • Ensuring all personnel are advised of Morikami Rental Rules and Guildelines, the specific areas of the museum which are leased, and the time frame of the lease.
  • Bringing all food and supplies needed for the event.
  • Ensuring all floors and areas utilized are clean and in satisfactory condition at the conclusion of the event. All areas must be restored to the condition they were in upon arrival. If an area does not appear to be in order upon arrival please notify The Facility Rental Coordinator immediately.
  • Ensuring all rental items, debris and trash from the event are cleared and removed from the premises, or deposited in a designated dumpster.

Restrooms

Restrooms

All restrooms (off the lobby and the terrace) will be cleaned and supplies replenished prior to the event. Should a problem occur during the event, please inform the Facility Rental Coordinator.

Side Entrance

Side Entrance

A valet service is required to staff specific locations if guests will be entering through the staff parking lot gate. Morikami is not responsible for providing covering for trash dumpster enclosure in that area.

Smoke Machines

Smoke Machines

Smoke machines and dry ice are not allowed in the museum.

Smoking

Smoking

Smoking is not permitted in the museum or on the terraces. Smoking is allowed outside the main entrance. It is the responsibility of the lessee to inform guests of this regulation and a $50 clean-up fee will be deducted from the security deposit if the rule is not observed.

Sunset Times

Sunset Times

A list of sunset times are available from the U.S. Naval Observatory. Daylight Savings Time begins on the first Sunday of April. Time reverts to standard time on the last Sunday of October.

Suppliers and Vendors

Suppliers and Vendors

Morikami’s list of preferred vendors is comprised of those that have demonstrated a willingness to respect sensitivity of the museum and gardens during past events. We can not be held responsible for any company’s failure to perform.

Tables, Chairs, Etc.

Tables, Chairs, Etc.

Morikami does not provide tables, chairs, linens, etc. A wide selection of these items is available for rental through The Cornell Café.

Wedding Rehearsals

Wedding Rehearsals

The rental fee includes a wedding rehearsal in the gardens promptly at 3:30 pm on the day prior to a wedding.

Wheelchairs

Wheelchairs

All areas are wheelchair accessible. Morikami does not supply wheelchairs.

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