Frequent Questions about Community Room Rentals at the Montshire Museum

How large an event can we hold?

The Community Room can seat up to 150 guests if food is being served. For meetings with auditorium-style seating, the Community Room can accommodate up to 150 people (180 if the AV screen is not required).

Are there restrictions on what events can be held at Montshire?

Reflecting the Montshire's role in the community, Museum trustees have restricted certain functions in Montshire's facilities. Fund-raising and political campaign events are not accepted. The Museum director, or his designee, has authority to deny use of the Museum space if the proposed event may adversely affect the Montshire's neutral stance on political, social, environmental, or economic issues.

How accessible is the Montshire?

The Museum provides handicapped parking spaces close to the building and easy access through the front entrance. There is an elevator leading to the second floor of exhibits (the Observation Tower is not accessible by wheelchair). Bathrooms are handicapped-accessible, as are many outdoor spaces including Science Park and some walking trails.

What about parking?

The Museum has a paved parking lot with spaces for 225 vehicles and designated bus parking close to the Museum entrance. The parking lot is well lit in the evening hours and plowed in the wintertime, and sidewalks provide safe and easy entry to the building. There is no extra fee for parking.

When is the Museum's Community Room available for rental?

The Community Room is available for private events any Saturday or Sunday between 2 and 5 p.m. The Community Room is a great option for children's birthday parties, bar mitzvahs or bat mitzvahs, anniversary celebrations, or any other gathering of up to 150 people.

Can I come to the Museum early to set up for my event?

Yes, you and/or your caterers can begin preparations for your event in our Community Room as early as noon on Saturdays or Sundays.

Can we serve food?

Our Community Room kitchen is fully equipped with two ovens, two sinks, dishwasher and refrigerator. Professional caterers can prepare food for your event in the kitchen, with prior approval from the Montshire. We do not allow potlucks. Food and drink are restricted to the Community Room, and cannot be served or consumed in the exhibit galleries.

What kinds of permits/licensing may be required?

If alcohol is served, State Law requires that it be served by caterers and bar servers who are licensed by the state of Vermont.

May I bring my own AV equipment?

There is a large drop-down screen in the Community Room that you are welcome to use. You will need to furnish all other audio-visual equipment for your event.

May we decorate for our event?

Yes, but please keep in mind that nails, screws, and tape can damage or walls and ceilings and we therefore don't allow their use. Please check with us before planning your decorations.

Are we responsible for cleanup?

You'll be responsible for removing all materials that don't belong in the Museum, including decorations, dishes and cookware, glassware, and guest belongings, etc. Your caterers are responsible for placing trash in the dumpster at the loading dock entrance (food garbage and ice may not be left on site). The Montshire recycles paper, glass, cans, and plastic and we encourage you to do so: sorted recyclables can go in our recycle containers or taken off site for later disposal. You are responsible for all extraordinary cleaning costs incurred, above and beyond routine sweeping floors and wiping surfaces.

May I visit the Museum ahead of time to plan my event?

Yes, indeed. Please make an appointment during our regular office hours between 8:30 a.m. and 5 p.m., Monday through Friday, and we'll be happy to show you around.

How far in advance do I need to register for my event?

Reservations for paid rentals can be made anytime. The Museum is a popular venue and dates are reserved on a first-come, first-served basis, so please reserve early! Non-profit organizations wishing to use the Museum can register up to two months before the date of their event. See our non-profit guidelines for more details.

How do I set up a date for my event?

For reservations or to check on availability, please contact MJ Clark at the Montshire at 802-649-2200 or e-mail mj.clark@montshire.org.

When and how do I pay?

We require an up-front payment of $150 at the time of the booking. Payment for Museum admission for your guests may be made on the day of your event. (Remember Museum members are admitted free. If your group numbers over 10 people, you qualify for our a discounted admission rate of $7.75/adult and $5.25/child.) For payment, we accept checks and MasterCard or VISA.

What if I have to cancel?

If adverse weather conditions on the day of the event make it difficult for your guests to travel, we may jointly agree to cancel the event. In this case the Montshire will refund your payment in full.

If you choose to cancel your reservation 30 days or more prior to the scheduled date, one half of the deposit is non-refundable. For events cancelled within 30 days, the entire deposit is non-refundable.