Meeting & Event Services Brochure

National Cowboy & Western Heritage Museum® Meeting & Event Services

From its vantage point on Persimmon Hill in Oklahoma City, the National Cowboy & Western Heritage Museum commands a rare view of the American West. In half a century it has grown from a Hall of Fame honoring the American cowboy to a world-class institution housing extraordinary collections of art, artifacts, and archival materials. Although Western fine art has long been its primary focus, the Museum today collects a broad array of material that reflects the variety of peoples, cultures, and historical currents found in the West.

Events

Event Services

Catering

With more than 25,000 square feet of indoor and outdoor event space, the National Cowboy & Western Heritage Museum accommodates groups in a variety of sizes for any occasion. Events include but are not limited to: • Meetings • Presentations • Conferences • Receptions • Galas • Fundraisers • Product launches • Awards dinners • Weddings • Holiday celebrations • Social events • Performances • Private concerts

The National Cowboy & Western Heritage Museum offers a variety of event services to make your event a success, including but not limited to: • Exclusive exhibition viewings and docent-led tours • Event staffing including:  Evening Coordinator  Security  Custodial  Audio visual support • Food and beverage service by the Petroleum Club of Oklahoma City  Onsite food preparation  Full bar service • In-house audio visual equipment by PDC Audio Visual  Event production  Design & creative services  Talent procurement • Customized logistic planning and diagraming • Event reservation & seating services through Social Tables software • Valet service by Jay’s Valet • Free high-speed public wi-fi

The Petroleum Club of Oklahoma City is the Museum’s exclusive, in-house, full-service caterer. The Petroleum Club’s staff will coordinate with Museum staff to help plan the details of your event from start to finish and create an event that perfectly suits your vision, occasion, and budget, including: • Continental breakfast and coffee service • Plated, buffet breakfast and brunch • Plated, buffet and boxed lunch • Cocktail and hors d’oeurvre service • Buffet and multiple-course plated dinners • Full bar service • Customized desserts

Meeting & Event Services • National Cowboy Museum • 1700 Northeast 63rd Street, Oklahoma City, OK 73111 • (405) 478-2250 ext. 256 • lhopkins@nationalcowboymuseum.org

Event Spaces

Sam Noble Special Events Center

S.B. “Burk” Burnett Board Room

Dub and Mozelle Richardson Theater

This magnificent,16,500-square-foot facility offers the most unique and breathtaking decor in the West. Five monumental 18' x 46' triptychs depicting Western landscapes by renowned artist Wilson Hurley adorn the walls of this one-of-a-kind banquet area. The adjacent Devon Foyer provides an elegant setting to receive guests with cocktails and hors d’oeuvres.

Whether you want to impress your top clients or conduct a breakaway session with your staff, the Board Room is the perfect conference or small dining area. The room hosts a variety of options in seating and table arrangements. Audio visual equipment is available for your use. The room is also available for more intimate evening gatherings and receptions.

The Dub & Mozelle Richardson Theater has all the necessary equipment to produce a great presentation, lecture, or film screening. After an event in the Theater, host a reception or dinner in the S.B. “Burk” Burnett Board Room or one of the Museum’s other event spaces.

Capacity: Banquet – 1,000

Theater – 1,250

Capacity: Banquet – 110

Theater – 180

Prosperity Junction

Western States Plaza and Gardens

Devon Foyer

Transport your guests to a bygone era as they experience Prosperity Junction, a gallery depicting turn-of-the-century cattle town with rail connections. The time of day is just after sunset and most of the 19 buildings stand two-stories tall. Sounds of life lend reality to the town with the tones of a distant train whistle, the faintly heard barking of a dog, and the wind rushing across the prairie. Guests can order a drink in the Silver Dollar Saloon, take a selfie in Osborn Photography, and explore the school house, church, bank, and train depot.

If you love the great outdoors, you will enjoy this spacious plaza and garden area nestled among glistening pools and native plants and flowers. Dine under the stars surrounded by the Plaza’s beautiful and romantically lit scenery. This outdoor garden setting is perfect for corporate functions, weddings, cocktail receptions, private concerts, or any event utilizing a dramatic and private outdoor setting. The Sam Noble Special Events Center must be rented in conjunction with the Plaza to accommodate inclement weather plans.

A grand marble and glass entry awaits guests framed by iconic sculptures – The End of the Trail, pensive Abraham Lincoln, and majestic Canyon Princess. Floor to ceiling windows overlook a gorgeous garden with elegant sculptures and fountains. The Devon Foyer provides an elegant setting to receive guests, serve predinner cocktails, or hold a silent auction.

Capacity: Banquet – 130

Standing – 150

Capacity: Banquet – 500

Capacity: Banquet – 80

Theater – 96

Sam Noble Special Events Center

Prosperity Junction

S.B. “Burk” Burnett Board Room

Western States Plaza and Gardens

Dub and Mozelle Richardson Theater

Event Space Specifications Type

Square Feet

Capacity

Rate (Thursday – Saturday)

Inside 16,500 sq. ft. 1,000 Banquet

1,250 Theater

800 Classroom

50 Trade Booths

000-250 $1,600 251-350 $2,050 351-500 $2,500 501-800 $3,400 801-1000 $4,850 $350 Setup / $250 Security

(Sunday – Wednesday) 000-250 $1,350 251-350 $1,750 351-500 $2,100 501-800 $2,850 801-1000 $4,050 $350 Setup / $250 Security

S.B. “Burk” Burnett Board Room 110 Banquet 180 Theater 150 Cocktail 60 Classroom

Daytime $400 Evening $1,000 *after 5:00 p.m. $125 Setup / $100 Security

Dub and Mozelle Richardson Theater Inside 1,500 sq. ft.

80 Banquet 96 Theater 80 Cocktail 48 Classroom 30 U-Shaped

Daytime $400 Evening $1,000 *after 5:00 p.m. $125 Setup / $100 Security

Prosperity Junction Inside 2,000 sq. ft.

130 Banquet 150 Cocktail

Flat Rate $1,800 $350 Setup / $250 Security

Western States Plaza and Gardens Outdoor 10,000 sq. ft. 500 Banquet

800 Theater

Applicable Sam Noble Special Events Center Rental Fees Plus $700 $125 Setup / $100 Security

Devon Foyer Inside

3,000 sq. ft.

N/A

Devon Foyer

Audio Visual Services • Sam Noble Special Events Center

Sam Noble Special Events Center

Inside 2,000 sq. ft.

Entrance

N/A

In-house Sound System • A flown audio system that is expertly tuned, including front fill speakers and sub-woofers • Acrylic lectern with two microphones • Digital audio playback system for pre-recorded music and pre-recorded voice-overs • Digital sound console In-house Lighting System • Studio quality ellipsoidal stage lighting including 28 fixtures to provide an even wash to highlight any talent or VIPs on-stage; important when using the live camera for image magnification • Equipped with 10 ceiling-hung, moving-head LED fixtures that can be used for backlight or to add color to a backdrop, the stage, the ceiling, or other locations to enhance the creative vision for your event • A cue-based lighting console allowing the creative execution for your event In-house HD Dual Screen Video System • High-powered 14,000 lumen HD DLP video projectors • Two 13' x 24' retractable HD screens • 10 input HD video switcher • Wireless, handheld cue system for advancing slides • Ability to connect your computer at the stage or production booth In-house SD Center Screen Video System • One 5,000 lumen LCD video projector • One 20' x 20' retractable center screen • Wireless, handheld cue system for advancing slides • Ability to connect your computer at the production booth *Audio visual technicians are required to operate the in-house systems at an affordable rate.

Other features are available at an additional cost: • Studio camera with long lens for the projection of a live image on screen • Wireless microphones • Teleprompting • Creative services such as animation, name and title slides, on-screen sponsor recognition, custom script writing, and stage management • Custom stage sets • Rigging services For complete audio visual details, inquiries for additional services, or to discuss creative solutions for other spaces in the Museum, please contact Brittany Earnest, PDC Audio Visual Director of Sales, at (405) 360-5130 ext. 626.

Vendor Partners

Location

Exclusive Caterer

Exclusive Audio Visual

Exclusive Valet

The Petroleum Club

PDC Audio Visual

Jay’s Valet

of Oklahoma City

3217 North Flood Avenue

10065 East Harvard Avenue

100 North Broadway Avenue

Norman, OK 73069

Suite 801

Suite 3400

(405) 360-5130 phone

Denver, CO 80231

Oklahoma City, OK 73102

(405) 360-0524 fax

(888) 368-5297 toll free

(405) 232-1184 phone

pdcadv.com

(405) 917-7275 phone

petroleumclubokc.com Near two major freeways, the National Cowboy & Western Heritage Museum is 15 minutes north of downtown Oklahoma City and 25 minutes north of Will Rogers World Airport making its location an ideal destination for visitors to central Oklahoma and surrounding states.

jaysvalet.com

Contact:

Contact:

Contact:

Jennifer Dao

Brittany Earnest

Ken Wartell

Catering Manager

Director of Sales

Chief Operating Officer

(405) 232-1184 phone

(405) 360-5130 ext. 626

(405) 917-7275 phone

jennifer@petroleumclubokc.com

bearnest@pdcav.com

ken@jaysvalet.com

Rental Policies & Guidelines Availability The Museum is generally available for rental Monday – Sunday between 7:00 a.m. – Midnight.

Please contact the Meeting & Event Services team for availability and rates. All events are scheduled within the Museum’s discretion.

There is no cost to hold a date.

Setup and Takedown Daytime events – The Museum will set the room at a time designated by the Manager of Meeting & Event Services. In general, the event is confined to the designated facilities, and hallway use is not permitted. All additional space allowances are subject to additional fees.

Payment Applicable deposits and a signed agreement are required for the Museum to guarantee the use of the facilities. A preliminary hold on facilities gives a prospective client priority, but in case of a conflict, the client must provide applicable deposits and a signed agreement to change the hold to a guarantee. A reservation will be dropped if an agreement is not returned signed with deposit within 30 days of issuance.

Evening events – The Museum will set the room at a time designated by the Manager of Meeting & Event Services. Public access areas cannot be set up prior to 4:00 pm.

Deposit Upon execution of the Facility Use Agreement, the client will provide the initial deposit to the Museum at that time. If the permitted use is a wedding or wedding reception, the client must pay an additional deposit at least 60 days before the event. All deposits are non-refundable.

Staffing As part of the facilities rental fees, the Museum provides security for the entire building, plaza, and parking lot. Custodial staff will be present during your event. Evening clients will be assigned an Evening Event Coordinator as their point-of-contact.

Tables and Chairs • Dining tables and chairs are included with room rental, up to:  120 – 60" round tables

 50 – 8' rectangular tables

 1,250 – padded banquet chairs • Bistro tables (up to 16) are available for a rental fee of $9.50 per table.

• User may obtain additional and/or specialty items through one of the Museum’s preferred rental vendors.

Catering • Must arrange catering service from the Museum’s exclusive caterer.

• The caterer is responsible for cleaning tables, catering kitchen, all other spaces and facilities utilized for the event, and removing all trash and waste generated as a result of the event.

• The Museum may refuse access to any caterer who violates these policies.

Audio Visual Services • Must contract all in-house audio visual services from the Museum’s preferred audio visual provider.

• Please reference “Production Guidelines” for in-house audio visual services and fee schedule.

• If needed, all rigging equipment, rigging labor, show power, and lift rental must be approved and exclusively provided by the Museum’s audio visual service provider.

Exhibits At client’s request, Museum galleries can be opened for self-guided tours. The fee is 20% of the room rental. Food, drinks, video cameras, and flash photography are prohibited in the exhibition galleries.

Smoking Smoking is prohibited on the Museum campus. *Please contact the Meeting & Event Services team for all policies and guidelines.

National Cowboy & Western Heritage Museum Meeting & Event Services 1700 Northeast 63rd Street Oklahoma City, OK 73111 (405) 478-2250 ext. 256 lhopkins@nationalcowboymuseum.org