Desert Caballeros Western Museum
Event Policies and Procedures

The Desert Caballeros Western Museum located at 21 N. Frontier Street in Wickenburg, Arizona is available to rent for group events and private tours upon request. Rental of the Desert Caballeros Western Museum facility includes use of either the basement classroom, an enchanting historic Wickenburg Town Scene, the Aiken Fisher Gallery of Western Art or the Changing Exhibits Gallery. The Museum’s capacity for an event requiring table seating is 80 persons comfortably. The maximum capacity for standing guests is 250 persons. The following policies and procedures must be followed to ensure the safe and timely execution of such events:

Guarantees/Deadlines
Dates and times for reserving events must be cleared through the Desert Caballeros Western Museum at least 30 days prior to the event date. The Desert Caballeros Western Museum Marketing Director is in charge of the overall Museum calendar of events, call 928-684-2272 to speak with the Marketing Director. Events are planned on a first come, first serve basis and the Desert Caballeros Western Museum is not responsible for events planned that may conflict with your event date. If a guided tour is requested, the Marketing Director will confer with the Education Director and Volunteer Coordinator to ensure a docent guided tour is available for your group.

Dependent upon the nature of the exhibit in the galleries at any given time, certain areas of the Museum may not be available for events. Events may be scheduled before, after or during regular business hours of the Museum (10 a.m. to 5 p.m. Monday – Saturday and Noon – 4 p.m. Sunday) dependent upon the accommodations required of your group and taking into consideration the Museum’s need to be available for public access during normal business hours. Events may not be scheduled on Museum holidays which annually include: Easter, July 4, Thanksgiving, Christmas and New Year’s Day.

A letter of agreement needs to be signed and returned to the Museum at least 7 days prior to the event date. No guarantee or deposit is requited.

As a courtesy, please cancel any events within 48 hours prior to the event date and time.

Cost
Cost for the use of the facility, regardless of specific gallery availability is $250 per group event. Cost for renting just the classroom is $50 per day. A guided tour can be included for the additional charge of $3.50 per person. Payment is required on or before the event date. Non-profit rates are available upon request. The Desert Caballeros Western Museum accepts Visa and MasterCard.

A paid staff member must be on the premises during any scheduled event. As a courtesy, consider this person and the docent(s) as guests when providing catering numbers.

All charges for catering, rentals of additional equipment, tables, chairs, etc. are the sole responsibility of the attending party and not the Desert Caballeros Western Museum.

Rules

• The use of open flame is strictly forbidden anywhere in the Desert Caballeros Western Museum.
• The Desert Caballeros Western Museum does not maintain a liquor license. A license to sell alcohol if such activity will be part of your event needs to be ascertained by you or your organization.
• Red wine is forbidden in the art galleries of the Desert Caballeros Western Museum. It is permitted in other areas of the Museum unless specified.
• Flash photography is forbidden everywhere in the Desert Caballeros Western Museum. All photography is forbidden in the Hays Spirit of the West gallery.

Responsibilities
The Desert Caballeros Western Museum does not assume any responsibility for the damage or loss of any articles or belongings left on the premises at any time. Guests are responsible for any damage done to the premises or any other part of the gallery, collections, or exhibit items. Guests are responsible for any damage done to aforementioned Desert Caballeros Western Museum facilities and property by their invitees, employees, contractors, caterer, or other agents under their control for the duration of the event.