Event Planning Guide Fall 2014

Transcription

1 Reuben H. Fleet Science Center Event Planning Guide Fall

2 Photo by Matthew Lowrey Meeting in the Green: Choosing Sustainable Event Venues When choosing an event venue, there are a number of factors that will greatly influence your success in greening the event. You can enhance your ability to have a green meeting early on when choosing a venue like the Reuben H. Fleet Science Center (the Fleet). The Fleet has received Leadership in Energy and Environmental Design (LEED ) Silver Certification for Existing Buildings: Operations and Maintenance in May of The process to achieve LEED certification, took many steps to proactively green both visitors spaces, behind-the-scenes work areas and our venue areas. In fact, thanks to new technologies and energysaving strategies, the Fleet now consumes less energy today than it did prior to the 1998 expansion, which doubled the size of the facility. The LEED Green Building Rating System is the nationally accepted benchmark for the design, construction and operation of high-performance green buildings. LEED and related logo is a trademark owned by the U.S. Green Building Council and is used by permission. 2

3 The Reuben H. Fleet Science Center The Reuben H. Fleet Science Center (the Fleet) offers an ideal atmosphere for your next meeting or event. Featuring eight unique, hands-on galleries, the Fleet has more than 100 interactive science exhibits and four spacious meeting rooms as well as the 314-seat Eugene Heikoff and Marilyn Jacobs Heikoff IMAX Dome Theater. Our new digital projection system will take your event to the next level. Located in San Diego s historic Balboa Park (close to downtown and the San Diego Convention Center), the Fleet has a spectacular view of the park s iconic Bea Evenson Fountain, which serves as the perfect backdrop for your special event. Our galleries provide the perfect ambiance for an elaborate sit-down dinner, cocktail reception, corporate event, wedding, bar/bat mitzvah, awards gala, birthday celebration, prom, Quinceañera, sleepover or grad night. And with multiple galleries within our facility, you can choose from numerous options to customize your event. With two floors of event space, the Fleet offers the following: The Full Fleet Experience for up to 1,000 guests Downstairs at the Fleet for up to 750 guests Upstairs at the Fleet for up to 250 guests Outside at the Fleet for groups ranging in size from 150 to 1,000 guests Corporate Support: Giving Back to the Fleet There are many reasons that companies and organizations support the Reuben H. Fleet Science Center (the Fleet). Your motivation may be to enhance science education for today s students and tomorrow s workforce. Perhaps your company sees the value of building a vibrant arts and culture community here in San Diego. You may be most interested in maximizing your marketing dollar or in rewarding your employees and customers with special benefits. For these and other reasons, many of San Diego s most respected companies have partnered with the Fleet. By booking your next event at the Fleet, your support helps us continue to develop and implement a wide array of educational programs and exhibits to promote lifelong learning and a deep appreciation of science and technology for the entire community. Contact Us The Reuben H. Fleet Science Center is ready to work with you to create a unique and dynamic event. We offer an exclusive catering list of San Diego s premier event professionals and exclusive beverage catering (see pages for more information). Our talented team in the Special Events Department will assist you in the planning process to help make your event unforgettable. For more information, please call (619) or send an to specialevents@rhfleet.org and let the planning begin! 3

4 Photo by Mary Andreson Picture above the dome is Frank N. Stein, the Astronaut, featured in the Solar System Adventure in Through the years, he is considered the unofficial mascot of the Heikoff Dome Theater. The Eugene Heikoff and Marilyn Jacobs Heikoff Dome Theater The Reuben H. Fleet Science Center is home to the Eugene Heikoff and Marilyn Jacobs Heikoff Dome Theater, the world s first and Southern California s only IMAX Dome Theater. The giant 76-foot screen is tilted at a 25-degree angle to give audiences the feeling of being suspended in space while enjoying the world s largest films or engaging planetarium shows. The Heikoff Dome Theater also features the world s first NanoSeam dome screen in an IMAX theater, allowing for sharper, higher-contrast images, and brighter colors. The theater also boasts a 16,000-watt digital surround sound system, comfortable seating and the Rear Window Captioning System. Use the Dome Theater to impress your guests with digital presentations, conference meetings, award galas and wedding ceremonies. Or, entertain your guests with a breathtaking IMAX Film or fully surrounded planetarium show. The Heikoff Dome Theater is also available for interactive video games, like Rock Band, which can be projected onto the dome screen. 4

5 Meeting Rooms The William & Grayson Boehm Community Forum Our largest meeting room at the Reuben H. Fleet Science Center, the William and Grayson Boehm Community Forum, is an excellent location to hold your next corporate meeting of up to 150 people. This room lends itself to many different setups and includes state-ofthe-art audiovisual equipment, a pull-down screen, and podium with a raised stage. This versatile space is also perfect for more intimate corporate receptions and dinners. The Boardroom If you are interested in hosting a small meeting for up to 25 people and desire an intimate space, The Fleet s Boardroom is the place to go! This room also features state-of-the-art audiovisual equipment, including a view of the Space Theater Lobby. The Boardroom is a great place to host your next meeting in Balboa Park. The Grayson Boehm Lecture Hall Are you searching for a professional, unique venue that can accommodate a group of up to 120? Then you ve found it! Our classic lecture hall has been the site for the best of San Diego s more intimate lecture series. The Grayson Boehm Lecture Hall features traditional theater-style seating along with access to state-of-the-art audiovisual equipment, a pull-down screen, and podium. The lecture hall will meet all of your presentation needs. 5

6 The Venue Space The Full Fleet Experience Use the entire museum for your special event. This large space can accommodate up to 1,000 guests and is first-rate for a variety of special events and large groups. Access is granted to all eight of our world-class galleries. For added impact, you can add a private movie screening or presentation in our Heikoff Dome Theater. Wow guests of all ages with the fun and excitement of the Full Fleet Experience! Photo by Walko Photography 6

7 Photo by Walko Photography Photo by Walko Photography 7

8 Downstairs at The Fleet The first floor Main Exhibit Gallery venue space provides a smaller but interactive special event experience for up to 750 guests. Located on our main floor, your guests will have access to our downstairs exhibit galleries. From a cocktail reception to a sit-down dinner, the Main Exhibit Gallery is sure to impress your guests. Photo by Bob Fotowerks 8

9 9 Photo by Bob Fotowerks Photo by Bob Fotowerks

10 Upstairs at The Fleet This second floor venue space provides ample room for groups of fewer than 250 guests. Perfect for smaller groups, Upstairs at the Reuben H. Fleet Science Center allows you to host an intimate event. And with access to our upstairs exhibit galleries, your guests can enjoy our exhibits exclusively. Photo by ABI Photography 10

11 11 Photo by Look Back Photography Photo by JMoyer

12 Outside at The Fleet Photo by Look Back Photography This breathtaking outdoor space is for groups ranging in size from 150 to 1,000 guests. It s the perfect backdrop for your special event. Located in front of the Rueben H. Fleet Science Center and next to the stunning Bea Evenson Fountain, this event space is unforgettable. Please note that this area requires a San Diego City Facility and Park Use Permit, which our Special Events Department will submit on your behalf. Photo by Look Back Photography 12

13 13 Photo by Limelife Photography Photo by Limelife Photography

14 Your Weadding at the Fleet When it comes to weddings, our goal is very simple: to give couples the most memorable wedding possible. Planning a wedding today can be timeconsuming, expensive, and difficult. As a result, the Reuben H. Fleet Science Center is passionate about helping brides and grooms simplify this task from start to finish. With the assistance of your wedding planner, we can provide helpful advice, useful tips, and expert service with all of the elements you need to plan the perfect wedding. Ask lots of questions you ll find that we are here to help make your special day unforgettable. Get married under the stars at the world s first and Southern California s only IMAX Dome Theater. Contact our talented team in the Special Events Department for more information regarding our wedding package options. Photo by Limelife Photography 14

15 15 Photo by Kristina Chartier Photography Photo by Kristina Chartier Photography

16 Sweet Sixteen & Quinceanera Party There s no better place to host your Sweet Sixteen or Quinceañera party than at the Reuben H. Fleet Science Center (the Fleet). This is an exciting time in your life and a time that should be remembered for years to come. You and your friends will have a great time with our science exhibits, Heikoff Dome Theater, photo booth and hurricane simulator even your family will participate in the fun! All of these elements are sure to have your friends raving to you about how it was the best party ever! By having your Sweet Sixteen or Quinceañera birthday party at the Fleet, you ll be creating lifetime memories with ease and tons of fun! 16

17 Proms, Dances & School Functions Fleet Style Come dance the night away at the Reuben H. Fleet Science Center (the Fleet)! Have your prom, dance or school function at this dynamic museum. With beautiful Balboa Park as the backdrop and fun party booths, like a hurricane simulator, photo booth, and ID tag making machine, as well as a professional and energetic staff, your night is sure to be full of memories that will last a lifetime. Come and have fun at the Fleet! Bar / Bat Mitzvah The Fleet is a great resource for the Jewish community, with experience and expertise in both bar and bat mitzvah celebrations. As these young men and women are welcomed as adults to the community, commemorate this rite of passage at a unique venue. Let our staff make this special coming-of-age event a memorable one. Have your next bar or bat mitzvah at The Fleet and leave the planning to us! Photo by Penguin Productions Photo by ABI Photography 17

18 Grad Night at the Fleet If you were wondering where to have a graduation party, look no further than the Reuben H. Fleet Science Center (the Fleet). Our grad night packages offer the perfect party for you! Grads coming to Grad Night at the Fleet will have plenty of room to celebrate and dance. The Fleet offers an ideal atmosphere for your Grad Night. Featuring eight unique hands-on galleries and more than 100 science exhibits, there are a variety of ways to customize your Grad Night at the Fleet. Let s get the party started! 18

19 Science Sleepovers at Fleet Have you ever wanted to have your very own Night at the Museum adventure? The Reuben H. Fleet Science Centers (the Fleet) wildly popular nocturnal event makes this possible! The Fleet is one of San Diego s favorite museums, and as the doors close and the lights dim you will have the whole place to yourself! During the night you will have total access to our eight interactive exhibit galleries, as well as our fabulous and ever-changing traveling exhibitions. Additionally, you will be able to totally immerse yourself in breathtaking imagery and stunning surround sound in our Giant Dome Theater the only one in San Diego! This Fantastic Night of fun Includes: Museum admission and exploration of our exhibit galleries. A show on the Giant Dome screen. Two fun, educational workshops. A scavenger hunt in the science center. A DVD on the Dome watch the movie of your choice. A light continental breakfast. Please note that dinner or an evening snack are NOT included. Details: Open to children ages 6 to 13. At least one adult chaperone is required for every five children. Register in advance. Check-in is from 6:15 p.m. to 7:15 p.m. Dinner is not included, so please eat before you check in! The North Star Science Store will open early the next morning at 8 a.m. just for you! What to Pack: Your most comfortable clothes, socks and shoes. Pajamas are okay. Dress in layers; some areas of the science center are warmer than others. Sleeping bag and pillow (no air mattresses or cots, please). A camp pad/yoga mat is okay. Toothbrush and toothpaste. Suitcase, heavy-duty trash bag or other bag large enough for all of your belongings with your name/group clearly labeled. Emergency medical information of each camper (group leader/parent/ guardian must keep this information ready throughout the event). Snacks or drinks (storage space is available in the science center). Change for additional exhibit attractions. Flashlight (group leader/parent/guardian only). What NOT to Pack: Air mattresses or cots (for safety reasons). Hair dryer, curling irons, hair spray, etc. Tablet or cell phone. (Only group leaders/parents/guardians may bring electronic devices.) Valuables the Reuben H. Fleet Science Center is not responsible for lost or missing items. Please leave valuables at home. 19

20 Additional Exhibit Attractions Rent our experience enhancers to enliven your party. Guests can experience a 78-mph hurricane, capture lasting memories in our state-of-the art photo booth or take home a personalized ID tag as a memento. Rent our popular arcade machines and provide the extra pizzazz that will make your event memorable. Hurricane Simulator This is an exhilarating hurricane booth with winds reaching 78 mph. It gives guests a safe but realistic hurricane experience that will blow them away! ID Tag Machine Guests can personalize their own ID tags with text and four different science-themed etchings. Price: $500 for 100 ID tags Payment is required in advance and is non-refundable. Please note that the experience enhancers outlined above may be added to any booked event. Prices vary based on event times and customized requests. Listed prices are subject to change without notice. Price: $500 for 250 simulations Photo Booth Guests can take a snapshot of themselves by renting our photo booth. Guests can choose from six space themes (color, black and white or sepia) to decorate their photo strip. Photos can also be uploaded instantly to many of the social media sites. Price: $500 for 100 photos (3 photos per strip) 20

21 Private Exhibit Experiences Maximize the fun at your event by giving your guests the chance to combine science with their own creativity. Our Party Science staff will provide materials and instruction for your guests to create their own party favors, build skyscrapers, or take recycling to a whole new level. It s a great way to make your event that much more special. Choose one of the activities below for an hour or an entire evening the choice is yours. Your guests will have a blast creating custom party favors that they get to take home! Blinky Bugs (make your own digital pet) Create whimsical creatures with LED eyes that blink on and off at the slightest vibration. Time: minutes to complete each session of this activity Capacity: 10 people at a time and up to 30 participants per hour Price: $6.00 per person or $ total for a four-hour event Shrinking Plastic (make your own key chains, bracelets or wine charms) Recycle plastic containers by turning them into key chains, wine charms, and pendants. Time: Five minutes to complete each session of this activity Capacity: 40 to 50 participants per hour Price: $4.00 per person or $ total for a four-hour event Block Busters Tower Competition Work in teams to build the tallest towers you ll have a limited number of blocks and you ll be up against the clock. Will your team reach new heights? Or, will it all come crashing down? This fun activity will increase the excitement at any dance or event. Time: 10 minutes to complete each session of this activity Capacity: 100 to 150 participants per hour (10 teams of two to four at a time) Price: $2.00 per person or $ total for a four-hour event Digital Bling (make your own jewelry) Create a fashion statement with rings, bracelets and accessories that shine using LED lights. Time: minutes to complete each session of this activity Capacity: 10 people at a time and up to 30 participants per hour Price: $6.00 per person or $ total for a four-hour event Please note that the activities outlined above may be added to any booked event. A minimum of 50 participants is required. Prices vary based on event times and customized requests. These prices are subject to change without notice. 21

22 Science on the Rocks We have discovered the scientific formula for a perfect night out: Take one part fun with friends and slowly mix in two parts of intriguing interaction. Then add a scoop of nibbles and a cup of libations. Cover all ingredients with music and laughter. Let it simmer to perfection. And voila! You have Science on the Rocks a delightful evening of unexpected activities, delicious tastes, and indulgent experiences for adult ages 21 and up. Science on the Rocks is held on select Thursday evenings, and each event features a unique theme. 22

23 Photos by Xavier Bailey Phtography Photos by Xavier Bailey Phtography 23

24 The Science of Booking Your Event The Reuben H. Fleet Science Center (the Fleet) is in high demand. We recommend that you secure a date as soon as you know when your special event is going to take place. Next, plan your site visit by contacting our talented team in the Special Events Department at (619) or via at specialevents@rhfleet.org. Then let the planning begin! A special event is considered definite with a signed Reuben H. Fleet Science Center Facilities Use Agreement and a 50% deposit. Once the Fleet is reserved for your special event, you can begin the planning with your event manager. We provide support to ensure professional execution of your special event. We will work with you to finalize all of your logistics, including catering, volunteer staffing, room diagrams, and scheduling a final walk-through. Payment of your remaining balance is due 30 days prior to your event. Exceptions do apply for late bookings. What the Fleet Has to Offer Alcoholic Beverages The Fleet has an agreement with BarWorks Catered Beverage Services as an exclusive beverage provider that must be contracted with directly. Non-alcoholic beverages may be provided by your selected caterer. Equipment and Rentals The Fleet offers tables, chairs, linens, easels, staging, and a dance floor. Additionally, each venue space comes equipped with state-ofthe-art audiovisual equipment. For more advanced event production needs, please refer to our preferred vendor directory online at for contact information. Additional charges do apply. Availability The Fleet is available 365 days a year to host special events. Please contact our talented team in the Special Events Department at (619) or via at specialevents@rhfleet.org. They will check availability for specific dates and times and assist you in the planning process. Courtesy Date Holds You may request a courtesy hold on a single special event date. Courtesy holds are good for one month. You have the first right of refusal if another client inquires about your desired date. Event Staffing The Fleet s Event Production Crew will be onsite the day of your event to assist the Special Event Manager with logistics within The Fleet. The Event Production Crew is available to set-up, tear down, move inventory, and assist contracted vendors during the event. Additionally, we have a team of Special Event Volunteers available to assist with registration/check-in and greeting your guests. These services are available to you at no extra charge! Invitations Invitations or announcements must be approved by The Fleet s Special Events Department prior to printing or distribution. This approval process permits The Fleet to ensure the accuracy of the information being provided and the branding of our museum. Kitchen Facilities and Usage The Fleet is equipped with a spacious catering kitchen that may be used by caterers from our catering list. Please refer to our exclusive catering directory online at exclusive-caterers for contact information. Parking Free parking is available directly behind The Fleet. The Fleet does not own or operate the parking lots adjacent to the museum. The parking lots are owned and operated by the City of San Diego. You may reserve parking spots by contacting the City of San Diego directly to obtain a permit for these spots. Valet services are available by an outside vendor for an additional charge. Preferred Vendors & Exclusive Caterers To make sure your special event is a success, The Fleet has a list of preferred vendors and exclusive caterers for your use. Our team of preferred vendors and exclusive caterers are familiar with each venue space and offer a complete range of services as showcased in this brochure. If you d like to use a vendor or caterer that s not on our list, please contact the Special Events Department at (619) or send an to specialevents@rhfleet.org for more information. Site Visits On behalf of The Fleet s Special Events Department, we would be thrilled to schedule a site visit with you to showcase what our museum has to offer you. Please contact the Special Events Department at (619) or via at specialevents@rhfleet.org to schedule a personal tour of our venue space. 24

25 Exclusive Caterers & Beverage Service The following is a list of exclusive caterers for the Reuben H. Fleet Science Center. These caterers are familiar with the unique challenges presented to the food service professionals when working in a museum environment. We are confident that their high standards will meet all of your requirements. Exclusive Caterers Bekkers Catering Olga Worm (619) bekkersbbq@gmail.com Brothers Signature Catering & Events Jazmin Cornejo (858) Jazmin@BrothersSCE.com Catering by Charles Rubin Charles Rubin (619) charles@shmoozers.com Continental Catering Denise Jermyn (619) denise@continentalcatering.com Encore Catering & Events Thomas Lewis (858) thomas@cateringbyencore.com Feast on This Catering Matthew Baker (858) matthew@feastonthis.com Festivities Catering & Special Events Matt Berardi (858) info@festivitiescatering.com Ranch Events Rhonda Wick (619) x41 rwick@ranchevents.com The French Gourmet Michael Malecot (858) x325 mmalecot@thefrenchgourmet.com The Wild Thyme Co. Jeanna Grant (858) jeanna@thewildthymecompany.com Galileo s Cafe Dave Miller (619) dmiller@rhfleet.org Exclusive Beverage Service BarWorks Catered Beverage Services Carol Griswold (858) carol@barworkscatering.com BarWorks must serve all alcoholic beverages Photos by RockMusic.com 25

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27 ABIPhoto.com Audio Visual Rental & Production Services: Audio Rentals: (mics, mixers, & speakers) Video Rentals: (players, recorders, cameras, flatscreens & projectors) LED Stage & Décor Lighting: (LED up-lights, moving lights & gobos) LED Video Screens: (bright indoor & outdoor Hi Resolution LED backdrops) Over 30 years of industry experience and expertise - Your One Stop Solution Contact Jeff Lutjens at or jeff@velocityavs.com Visit us at: and on Facebook: Facebook/velocityaudiovisual,inc. Velocity Audio Visual - The Difference is in the Experience Specializing in Balboa Park Special Event Support 27

28 B B B B B B B B B B B B B B Fantastic Presentation Out of the Box Catering Phone (619) or Corporate Catering Weddings Bar Mitzvahs Parties Quinceaneras Large or Small WE VE GOT YOUR PARTY DOWN to a science We love fusing the science of catering with the art of fabulous cuisine. FESTIVITIES CATERING & SPECIAL EVENTS 8238 PARKWAY DRIVE LA MESA, CA Now you can showcase this winning combination during your special events. Discover how we can give your next Science Center event a big BANG! FestivitiesCatering.com

29 PHOTO BY NATHAN PETTY Full-service catering in the cuisine of your choice. request a catering scenario online 960 Turquoise Street San Diego (858) Corporate Events Business Meetings Themed Events Fundraisers & Galas Homecoming Dances Formals & Proms Private Parties Specializing in Weddings, Picnics and Awesome Events!!! BekkersCatering.com Passion for Food. Passion for Service. Passion for Life. 29

30 BARWORKS Catered Beverage B Service Complete bar service for any event From Beer and Wine to Top Shelf Spirits Let the professionals do the work for you! 30

31 ELEVATOR WOMEN Building Map Ground Floor Not to Scale Outside the Fleet Galileo's Café Entry Rotunda Ticketing 1,530 ft 2 IMAX Dome Theater IMAX Queuing 4,500 ft 2 Theater Lobby North Star Science Store AED 4,470 ft 2 Main Gallery 6,700 ft 2 WOMEN MEN WOMEN ELEVATOR Grayson Boehm Lecture Hall MEN 1,528 ft 2 ELEVATOR FREIGHT ELEVATOR WOMEN MEN Business Entry William & Grayson Boehm Community Forum 2,200 ft 2 Second Floor Not to Scale Open to Below Prado Gallery 2,100 ft 2 Open to Below Open to Below Mezzanine 4,515 ft 2 Board Room 608 ft 2 WOMEN ELEVATOR MEN MEN FREIGHT ELEVATOR Challenger Rotunda Gallery 2,400 ft 2 Conference Room 31

32 1875 El Prado, San Diego CA (619) Contact: Isabel Schechter Special Events Manager (619) Proud Members of: International Special Event Society Meeting Planners International National Association of Catering Executives San Diego Tourism Authority San Diego Convention Center Corporation San Diego Regional Chamber of Commerce