The Discovery Center Rental Policies
Violation of any of these policies may result in The Discovery Center’s cancellation of the event, revocation of the Agreement at the discretion of The Discovery Center, and forfeiture of deposits and fees paid.
Policies
Rental Start and End Times: Rental periods may not begin any earlier than 8am and must conclude by 11pm unless otherwise arranged with the Center Manager. Rentals must be pre-scheduled and begin at the start of setup and ends when the last person related to the event leaves the building. Events that go beyond the scheduled time will be subject to time and a half costs for room and/or staff charges. Renter must be present throughout the event, from set-up through clean-up. Arranging for set-up and clean-up is Renter’s responsibility. Caterers usually require 1-2 hours to set up and up to 1 hour to clean up. Vendors are not permitted on the The Discovery Center Center grounds until the start of the rental time, so please schedule accordingly. All events must conclude, and the facilities must be cleaned and vacated, by contracted ending time. Renter will be charged an overtime fee for any additional time used by the renter or caterer.
Fee Schedule and Deposit: Renter will pay The Discovery Center a total fee for use of facilities according to the facility fees set forth in this document. A deposit fee of $50 is to be paid toward the entire fee in order to reserve the space, and the invoice is due in full 30 days prior to the event. Fees may be paid by check (made out to EPLACC) or by credit card via a PayPal invoice. Failure to comply with this deadline may result in the cancellation of the event by The Discovery Center, revocation of the Agreement, and forfeiture of all fees and deposits paid. Permits, contracts, and Agreements are not transferable.
Setup and Clean up: Renters are responsible for set-up and take down of the event and for cleanup of the event. A) No tape, including duct tape or masking tape, may be applied to any floor or wall in the building. B) The person(s) responsible for clean-up must accompany the facility supervisor on a walk-through of the facility, when take down is nearly completed but cleanup crew is still available, to ensure that clean up is complete and to identify any damage that might have occurred. Failure to satisfy this obligation may result in additional charges. C) All rented equipment that the renter may bring in for the event must be removed from the premises at the end of the specified time on the rental agreement.
Decorations: Access to the facility for setup and decoration will be limited to the times specified in rental agreement. Renter must receive advance approval for use of decorations, and should make all requests at least four weeks prior to the event. Decorations may not be installed in any manner that causes damage to the walls, floors, ceilings or any other part of the facility. Absolutely no confetti, rice, paper, petals, or any other form of shredded materials may be thrown anywhere inside or outside. Birdseed may be only thrown outside of buildings. Balloons are not allowed as decoration because they are hazardous to the natural environment. Renter is responsible for the cost of purchasing, preparing, installing and removing all decorations.
Public Access: The Discovery Center property is open to the public. Event guests may use the trails, grounds, and other public areas of The Discovery Center under the same terms as all other Center visitors during normal operating hours. Renter agrees that the activities of their event will not detract from the experience of other Discovery Center visitors.
Facility Conditions and Furnishings: The facility will be in clean condition at the start of the rental period. Renter must provide information about set up at least 14 days prior to the event in order to ensure Center provided items are set up before the Renter arrives. Renters must ensure that food or drinks are not taken outside of the designated usage areas. The Discovery Center reserves the right to make ANY physical changes to the facilities or grounds.
Trash Removal: Trash receptacles and liners have been provided by the Center. Renters are expected to responsibly utilize these receptacles and to minimize waste generated by events. Disposable plates, silverware, and other products are discouraged on the premises. Center staff will remove trash at the end of the event, but Renter is responsible for trash management during events. Other arrangements must be made with Center staff during the setup of your event.
Alcohol Use/Smoking: Alcohol may only be served by licensed caterers. Renter is responsible to ensure that minors are not allowed access to alcohol and that adult guests are not permitted to drink excessively. If alcoholic beverages are served, Renter further agrees to provide public liability insurance of not less than $1,000,000 personal liability and property damage. Proof of this insurance must be submitted at least 2 weeks prior to the event. The sensitive habitat or the reservoir also prohibits smoking on the grounds of The Discovery Center.
Open Flames: Candles, flames, and burning material (including barbeques) of any kind are NOT allowed to be used by Renters in any building or on the grounds. Only catering staff may set-up and use enclosed flames for table decorations and food preparation.
Parking: Parking is in designated parking areas only. There is parking in the city owned lot for ~40 cars. We encourage car-pooling. Some overflow parking is available in designated areas. The Discovery Center is not able to reserve the parking lot or spaces for visitors, guests, or renters. The parking is on a first come, first served basis.
Cancellation: If the renter cancels this agreement once it has been approved, The Discovery Center will return all fees paid, minus a cancellation charge, according to the following schedule:
0% cancellation fee more than 90 days out
25% cancellation fee between 30-89 days out
50% cancellation fee 7-29 days out
100% cancellation fee 0-6 days out
In the event of inclement weather, The Discovery Center is not responsible for relocating the event, supplying heat lamps, or rain shelter, or providing alternative facilities but will work in good faith to ensure guests are safe. If The Discovery Center is closed due to inclement weather, the Center will work with the Renter to determine another suitable date. If a suitable date cannot be agreed upon, the rental deposit will be forfeited, but final payment will be returned. The Discovery Center reserves the right to cancel this agreement at any time due to emergency circumstances. The Discovery Center/EPLACC also reserves the right to arrange a suitable alternative location on The Discovery Center property in the event the requested facilities specified cannot be used.
Loading and Unloading: Our entrance walkway is not designed to support the weight of vehicles. Loading and unloading from vehicles is permitted in the parking lot only. The Center will provide hand carts for transporting items to and from the lot, but no vehicles may drive up the entrance walkway. Renter may be liable for any damages caused by vehicles on the walkway, including vendors. Use of the Center owned golf cart can be arranged ahead of time with the Center Manager, but is not guaranteed. The Center recommends ensuring that all vendors know this ahead of time and is happy to arrange any site visits to clarify loading and unloading best practices.
City, County, State and Federal Laws: Renter agrees to comply with all applicable city, county, State, and Federal laws and shall conduct no illegal act on the premises. This is a drug free and non-smoking facility at all times.
Liability and Supervision: The renter is required to become familiar with the rented facilities prior to their event. Neither The Discovery Center, Audubon, nor Philadelphia Outward Bound School shall be liable to the renter or guests for any personal injury or property damage that occurs in or about the rented facilities in the absence of gross negligence. The renter shall indemnify and hold The Discovery Center, Audubon, and Philadelphia Outward Bound School harmless from and against all liabilities, claims and judgments, including costs and attorney's fees and expenses relating thereto, for personal injury to and death of any person, and for loss or damage to any property which arises out of, or is in any way connected with the renters use of the rented facilities, including any personal injury or death, or loss of or damage to property arising out of the concurrent or sole negligence of The Discovery Center, Audubon, or Philadelphia Outward Bound School. No verbal understanding or agreement shall be recognized. The renter is responsible to supervise guest behavior at the event and to have adequate adult supervision for minor children (1 adult for every 8 children). Attendees are not allowed access to nonpublic areas of the facility that are not included in the rental agreement. Unruly guests will be asked to leave the property. No pets or animals of any kind are allowed on the grounds, except for service animals. The Discovery Center is not responsible for any personal or professional articles or possessions that may be lost or stolen from Renter and/or Renter’s guests, participants, or contracted service providers during their use of the facilities and/or grounds. No Center property may be taken outside the facility.
The renter assumes all liability for damage to the facility or grounds caused by this event and/or its guests. Damage will be compensated at actual cost to EPLACC/The Discovery Center. The rental fee will not be applied to cover any damages caused by the renter. Damages will be charged to the credit card on file.
Changes: Any changes to the times, dates, designated individuals, or other provisions of this Contract must be requested from and approved by The Discovery Center in writing.
Prohibited Uses and User Groups: A) Public religious services (excluding private services such as weddings). B) Product launches/marketing, if the product is not related to or compatible with National Audubon Society’s mission, Philadelphia Outward Bound School’s mission, or the mission of EPLACC and C) For-profit and nonprofit organizations that do not support directly or indirectly a conservation ethic.
Additionally, neither EPLACC nor its resources may be used for any political campaign activity.
Political Campaign Activity: Any activity that directly or indirectly either supports or opposes a candidate for political office at the national, state or local level.
The following activities are considered political campaign activity and are not allowed at The Discovery Center:
Candidate fundraisers hosted by candidates, nonprofit organizations, corporations or people;
Candidate meet and greets hosted by candidates, nonprofit organizations or people;
Get out the vote activities associated with particular candidates;
Candidate endorsement events;
Candidate press conferences, policy releases and any other announcements;
Candidate signs placed anywhere on The Discovery Center property, including the parking lot.
The following activities are not considered campaign activity and are allowed:·
Candidate forums sponsored by Philadelphia-based non-profit organizations, provided ALL candidates running for office are invited to attend and no campaign activity takes place.
Policy forums sponsored by Philadelphia-based non-profit organizations and elected officials.
Voter registration events.
Policy-related announcements made by elected officials in years they are not running for election
Community events hosted by an elected official in years they are not running for election
FAQs
What does the Center provide?
The Center provides up to twenty 60” round tables, ten 60” long rectangular tables, 100 black stacking chairs, 50 folding chairs, two 65” smart TVs on rolling stands, trash cans, trash bags, a lectern, 2 microphones, a built in sound system with a Bluetooth connection, and an onsite host for the duration of your event. Please read the policies to the left for more detailed information.
Can I set up earlier than my event?
To ensure that the space is ready for you when you arrive, please rent the number of hours that you need to set up and clean up from your event. We cannot guarantee that there’s is storage available before or after your event, so please plan ahead. Wedding packages include storage the day before and the day after your wedding.
Can I bring balloons?
As a nature center, we strongly suggest using other decorations when possible. If you must use balloons, please discuss that with Center staff when you book your event. Here’s more information about how balloons are dangerous for birds and other wildlife.
Can I rent the courtyard while The Discovery Center is open to the public?
The courtyard is the only entrance and exit to The Discovery Center, so while you may rent it during opening hours, we suggest planning your event to start after we close. Set up may happen prior to closing time, but may not infringe on the enjoyment of the space by the public. For our hours, click here.
Can I drive up to the entrance?
Unfortunately not. The walkway is not designed to support the weight of a vehicle. Please make sure to alert all of your vendors.
