Policies and Procedures
The facility rental rate includes space preparation and an event manager, building supervisor, security (if required) and maintenance staff. The Houston Museum of Natural Science at Sugar Land does not include tables, chairs, linens or other equipment. Arrangements for such equipment must be handled by the client through the caterer.
Special Events Sales Manager
An event manager will be present on the day of the event to manage set-up activities. All activities relating to an event must be coordinated through HMNS special events staff in advance of the event. HMNS building manager will oversee breakdown and load-out.
To ensure the success of your event, the Houston Museum of Natural Science at Sugar Land has exclusive caterers who are trained in the policies and procedures of the Museum. These include Events by Safari – Safari Texas and Cafe Natalie as well as A Fare Extraordinaire , Abuso Catering , City Kitchen Catering, Melange Catering, CULINAIRE - Inspired Cuisine & Events, and Acute Catering. These exclusive caterers are responsible for providing all personnel, materials, and supplies required in the preparation of food and beverage for any event held at HMNS at Sugar Land. All of our exclusive caterers have provided certificates of insurance and are fully licensed by the city and state.
By law, no outside liquor may be brought onto the premises. All of our exclusive caterers may serve alcoholic beverages at the Houston Museum of Natural Science at Sugar Land. Alcoholic beverage service is only permitted for evening events.
Outside vendors for décor and other event needs are permitted. Arrangements for such vendors and associated costs must be handled by the client through the caterer in coordination with Museum staff. HMNS at Sugar Land special events staff must be informed of all vendors for the event and must have a certificate of insurance on file for those vendors.
All plans for decorations and activities must be pre-approved by HMNS at Sugar Land special events staff. Fog machines, smoke, helium balloons, open flames and any décor attached to HMNS collections are absolutely prohibited. Only free-standing décor is allowed. Anything requiring set-up or display outside of HMNS properties will not be permitted.
Houston Museum of Natural Science requires that all corporate clients show proof of full liability insurance and property liability insurance in an amount no less than $1 million combined single limits for the duration of the event. Special events insurance is also accepted.
Individual clients are required to show proof of full liability insurance and property liability insurance in an amount no less than $1 million combined single limits for the duration of the event. If you do not have personal liability insurance, proof of homeowners or renters insurance (that shows you are protected outside of residence) or special events insurance may be accepted.
Special Event Booking Policies:
All facilities, with the exceptions of the conference room and classrooms, are available for rental at least one hour after the Museum is closed to the general public. To secure an event date, a signed contract, certificate of insurance and deposit must be received at least two weeks prior to an event date. A date can be placed on a temporary hold for a maximum of one week. If the items stated above have not been received by HMNS at Sugar Land special events staff, then the hold is released. Once a date is secured, the client is required to pay the balance of the facility rental to HMNS no later than 10 days prior to the event. If balance is not received, set-up cannot begin. The client is required to handle all costs and arrangements for the event. The client is also responsible for providing HMNS special events staff with a guaranteed guest count three days prior to the event. No significant increase in the number of attendees, or any material aspect of the event can be changed less than 30 days prior to the event. Failure to comply with the above conditions may nullify the agreement. The Houston Museum of Natural Science at Sugar Land has the right to rent unused portions of the facility during a scheduled event.
Planning and Set-Up
Evening event set-up may not begin until 2 hours before the event. If extensive or unusual set-up is required, it must not interfere with the Museum activities and must be arranged with HMNS at Sugar Land special events staff. An additional charge may be necessary. A walk-through with HMNS special events staff and client must occur no later than one week before the event to finalize all arrangements. The Houston Museum of Natural Science at Sugar Land does not provide staff to move props, musical instruments, staging, etc.
The Houston Museum of Natural Science at Sugar Land security consists of Sugar Land Police. The number of police required for any event is decided by HMNS at Sugar Land special events staff. HMNS at Sugar Land special events staff must be notified of any private security.
The Houston Museum of Natural Science at Sugar Land offers complimentary self-parking in its parking lot. The HMNS at Sugar Land parking lot can also be used for valet parking. An SLPD officer is required to handle traffic control anytime a valet service is used. Client is responsible for arrangements and costs through the selected caterer.
The Houston Museum of Natural Science is a great source for unique gifts. The HMNS at Sugar Land special events staff will be happy to assist you in choosing a gift for your guests. Sufficient time must be allowed for selection, special orders and processing.
HMNS at Sugar Land loading dock is located on the north side of our building near New Territory Blvd.. One week prior to the event, a loading dock schedule must be established with the client’s suppliers and HMNS at Sugar Land special events staff. Rentals must be delivered the day of the event and picked up immediately following the event.
Delivery and Shipping Materials
For delivery of materials (e.g. handout literature), HMNS at Sugar Land special events staff is to be informed in advance and materials must be clearly marked to the attention of HMNS special events staff. All deliveries must be made the day of the event or through a pre-arranged schedule. After items have been delivered to the Museum, the client is responsible for transporting their items within the Museum. The Houston Museum of Natural Science at Sugar Land does not have any storage facilities and is not responsible for any materials left after the event.
General Building Policies:
The Houston Museum of Natural Science at Sugar Land is a smoke-free facility. The Museum is closed on Christmas Eve, Christmas Day and Thanksgiving Day. HMNS at Sugar Land special events staff reserves the right to approve or disapprove any entertainment offered at a special event to ensure that the nature of the gathering is consistent with the Museum’s mission. The name and type of entertainment must be provided to the HMNS at Sugar Land special events staff two weeks before an event. The Museum prohibits the following: firearms, live animals, fog, smoke, helium balloons and open flames. The HMNS special events staff must approve any equipment hung from any surfaces. Events may not create any hazard or impose undue hardship to the Museum and its collections, exhibits, facilities, staff or visitors. Events must be in agreement with established Museum regulations and not interfere with Museum functions.