Event Planning Guide

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, Tuesday - Friday.  Please contact our Event Coordinator at (971) 404-3141 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 

The Heathman Restaurant and Bar is now the exclusive caterer for the Oregon Historical Society!  We are excited about this new partnership, and we know that you will have a fantastic event with the help of Sean Osaki and the Heathman catering staff.  Please visit the Heathman Restaurant and Bar website for more information.  (http://www.heathmanrestaurantandbar.com/)

Event Equipment
The Society currently maintains inventory of equipment that can be used by rental customers:

• (4) six-foot tables
• (10) eight-foot tables
• (55) brown folding chairs.
• Podium
• Easels
• Flip Chart & Pens
• Risers - 4 total (7' x 3' x 1' each)

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:

• Floor standing microphones
• Podium microphone
• (2) Lavaliere microphones
• LCD Projector (2300 lumens)
• Slide Projector
• Multi-cd player
• DVD player
• TV/VCR
  
  

Security
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.

 

To receive information or arrange a site visit, please email events@heathmancatering.com or call (971) 404-3141.