Event Planning Guide
With accommodations for up to 600 total attendees for conferences, meetings, seminars, receptions, sales meetings, ceremonies, product announcements, luncheons and happy hours, the Museum of Flying is an ideal location to allow your functions to ‘take flight’ in an interesting and unusual venue that is unlike any other in the greater Los Angeles area. Your guests will be energized and inspired to engage and get the most of your function.
Located at one of the oldest continually operating Airports in the United States, the Museum of Flying presents the rich history of aviation as it relates to Southern California with an emphasis on the Douglas Aircraft Company that called the Santa Monica Airport home for more than 40 years. In fact, the Douglas Aircraft Company built more than 10,000 aircraft here during World War II.
General seating capacity for a dinner is 350.*
General seating capacity for a reception (stand-up) is 850.*
*Each event is unique, maximum capacities are determined on a case by case basis. There is more than 6,500 sq. ft. of usable floor space on the first floor.
Smoking is prohibited inside and outside the Museum.
Food and Drink
The Museum of Flying does not provide food or drink services, so you must contract separately for catering services. The Museum also reserves the right to determine the areas where food and drink service is permitted.
The general sobriety of guests is the responsibility of the renter. Alcoholic beverages may not be served to minors. Public intoxication or other disorderly conduct, which jeopardizes the Museum, will not be tolerated.
Upon execution of the Facility Rental Agreement, renter shall provide to the Museum a separate damage deposit determined by the type of event. Should damage occur to the premises, the deposit will be kept, and the Museum will forward a detailed accounting of such charges to the renter. Should the premises be left in good condition, the deposit will be returned to the User via U.S. Mail within two weeks after the event. Should excessive damage occur, such items will be documented and invoiced to renter. Payment of such excessive damage is required within thirty (30) days. Should the renter question such charges, they should contact the Special Events Office at (310) 398-2500 x113.
If the event must be postponed, the payment will apply to the later date. If the event is canceled, written or e-mailed notification must be received by the Museum at least 90 days prior to the scheduled date in order for the User to receive a full refund. If the event is canceled less than 90 working days prior to the scheduled date, the User forfeits ½ the rental fee. Postponement and/or cancellation must be in writing or an e-mail from the Authorized Contact Person for the User.
All events on the Airport grounds generally require an event permit. Event Permit applications and fees must be submitted at least 2 weeks prior to the event to allow for review by other Santa Monica City Departments. (See “City of Santa Monica Fees” for details.)
Moving/Removal of Aircraft and/or Exhibits for Events
We understand that you may wish to have aircraft and exhibits relocated to accommodate your event. At times, the Museum is able to move aircraft and exhibits to different locations. Please be aware that we are a Museum and our primary responsibility is to the artifacts. Movement or removal of aircraft or exhibits cannot be guaranteed and will be at the discretion of the Museum and may incur an extra fee.
Set Up, Decorations, and Entertainment
For all events, a walk-through with all involved parties (Caterers, Rental Company, Florists and Special Events Office) is required, and must be scheduled at least one (1) week in advance of the event. The Museum requires 48-hour notification of any event changes.
On the day of the event, set-up may begin no earlier than two (2) hours before the event, unless otherwise arranged. All deliveries must be scheduled with the Museum’s Special Events Office two (2) week in advance. For Events that take longer than (2) hours to set-up, an additional fees will be charged. (Please see “Miscellaneous Fees” for details.)
Nothing may be taped, stapled, nailed or attached to any part of Museum property, only freestanding equipment or decorations may be used. This equipment must be itemized and a copy presented to the Special Events Office prior to the date of the event. ALL DÉCOR AND OR EQUIPMENT MUST BE PICKED UP THE NIGHT OF THE EVENT OR SPECIAL ARRANGEMENTS NEED TO BE DISCUSSED WITH THE SPECIAL EVENTS OFFICE.
Special lighting and audio/visual equipment
Lighting may only be installed by a professional lighting company. Should any special electrical needs be required, the Museum must be notified at least two (2) weeks in advance. Electrical circuits are limited and special equipment requires prior approval of the Special Events Office.
Break-Down and Clean-Up
Breakdown must occur immediately after the event and all rental and decoration items must be removed. Renter and Caterer will ensure thorough clean up, including depositing all trash in the correct containers or carrying it away. In the event of non-compliance, the Museum reserves the right to remove these materials at the renter’s cost and liability. At the end of the event, break down must be completed within 1½-2 hours. Events that require a longer break down time will be charged an additional fee.
The Museum has a very small lot in the front. Rental of surrounding lots is required and must be arranged with the Santa Monica Airport at the time the event permit is submitted. (See “Valet and Parking Assistance Services” for referrals.)
All printed materials, media announcements and other public relations communications relating to the event that include the Museum logo are subject to the approval of the Museum before they are in the final printing and/or distribution stages.
The Museum is generally available for rental Monday-Sunday. All events are scheduled within the discretion of the Museum. The selection of a date does not itself hold that date indefinitely. The Museum may hold the requested date up to two weeks from initial contact with the Special Events Office. To reserve an event date, a deposit equal to fifty percent (50%) of the facility rental fees, plus the damage deposit and cleaning fee must be paid and the Facility Rental Agreement must be signed. Final payment is due 14 days before the event.
The Museum’s normal hours of operation are as followed:
- Fall / Winter hours: September (after Labor Day Weekend) to April – Friday to Sunday 10am – 5pm
- Summer hours: May to September (Labor Day Weekend) – Wednesday – Sunday 10am – 5pm
Special event rentals are available 365 days a year.
The available times to hold an event on any given day are as follows: 6pm to 10pm –OR– 7pm to 11pm.