Event Rentals

Terms & Conditions:

Deposits:

Initial booking deposits of half of the total rental fee are required on all events to secure the space. These deposits are due within two weeks upon receipt of contract. Deposits are nonrefundable in the event of cancellation. The remaining rental balance is due 30 days prior to your event. Midway Village Museum accepts checks, cash and credit cards for payment.

Midway Village Museum also charges a $100 damage deposit for rentals with less than 25 guests, and a $200 deposit for groups with over 25 guests. Half of this deposit is due at time of booking and the remaining balance is due 30 days prior to your event. This deposit will be returned to you within 20 days following your rental providing no damages to the premises or excessive cleaning were incurred during your event.

Guidelines for Use of Facilities and Grounds:

All rentals at MVM include set up and take down of tables and chairs, staff on site throughout the event and on-site parking. For public safety reasons in the Village, vehicles are permitted in the parking lot only. Arrangements can be made in advance to accommodate vehicles in the Village for special needs such as drop off and pickup of decorations, vendors and caterers.

Rental clients are responsible for general cleanup of the rental area. No items may be pinned, nailed, taped or stapled to our facilities structures, walls, etc. No fireworks, open flame candles, sparklers or confetti of any kind is permitted. Any use of these items used will result in loss of deposit. Only real flower petals may be used for outdoor ceremonies and only artificial petals may be used for indoor ceremonies. A room setup for your event is included in the rental price. Any resetting on the day of the event may incur additional setup fees which will be deducted from your damage deposit.

Smoking is prohibited in all Midway Village Museum buildings and subject to Rockford Park District policy. Designated areas are posted. Smoking is not allowed in the Village area.

Unmanned aerial vehicles such as radio or remote controlled motor driven airplanes, drones, etc., shall not be operated without a Rockford Park District issued permit and are subject to approval by Midway Village Museum.

Please note that you have rented a portion of Midway Village Museum for your event and there may be other rentals and the public on the property during your rental period. You have access to your rental based on your rental times and not the entire property. If your guests disburse throughout the Village, they may be asked to return to the rental venue. During all rental events, supervision of children is mandatory. Children must remain in the designated rental at all times unless accompanied by an adult. All persons using the facilities and grounds will be responsible for the removal of all supplies and equipment no later than the time stated on the contract. This includes removal of musical equipment and decorations. Late rental charges will be assessed starting thirty minutes after contract expiration time and will be billed at an hourly rate of $50.00.

Midway Village Museum is not responsible for any lost or damaged articles before, during or after your event. The host of the event is liable for any damages, theft or misconduct of all of their guests. Midway Village Museum reserves the right to inspect and control all private functions.

Food and Beverage:

All food and beverage service at MVM is provided through MVM approved caterers. Alcoholic beverages are permitted in rental areas only and only from the approved caterer. Please see our list of previously approved vendors and caterers for your convenience. Cakes may be brought in from a bakery of your choice and is exempt from using a MVM approved caterer.

At MVM, we believe that surprises should be pleasant and reserved for your guests. We include all expected charges on our proposals and contracts so you can make informed, intelligent decisions about your event. Our caterers are required to pay MVM a 9% fee for doing business at our venue. Some caterers may pass this fee onto the customer while others have folded this fee into their standard pricing.

For additional details or to view the facilities, call Lisa Beardsworth, Rentals Manager, at 815-397-9112, ext. 114 or lisa.beardsworth@midwayvillage.com.