Event Planning Guide - Reuben H. Fleet Science Center

Photo by 1 Look Back Photography
Reuben H. Fleet Science Center
Event Planning Guide
Spring 2013
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Meeting in the Green: Choosing Sustainable Event Venues
When choosing an event venue, there are a number
energy-saving strategies, the Fleet now consumes
of factors that will greatly influence your success
less energy today than it did prior to the 1998
in greening the event. You can enhance your ability
expansion, which doubled the size of the facility.
to have a green meeting early on when choosing a
The LEED Green Building Rating System is the
venue like the Reuben H. Fleet Science Center (the
nationally accepted benchmark for the design,
Fleet). The Fleet has received LEED ® (Leadership in
construction and operation of high-performance
Energy and Environmental Design) Silver Certification
green buildings.
for Existing Buildings: Operations and Maintenance
in May of 2010. Through the process to achieve
LEED certification, many steps have been taken to
proactively green both visitors’ spaces, behind-thescenes work areas and our venue areas.
Since an expansion to the building in 1998, the Fleet
LEED’ and related logo is a trademark owned by the U.S.
Green Building Council and is used by permission.
has worked to dramatically reduce energy and water
consumption. In fact, thanks to new technologies and
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The Reuben H. Fleet Science Center
The Reuben H. Fleet Science Center offers an ideal
Corporate Suppor t: Giving Back to the Fleet
atmosphere for your next meeting or event. Featuring
There are many reasons that companies and
eight unique, hands-on galleries, the Fleet has
organizations support San Diego’s only museum
more than 100 interactive science exhibits and four
dedicated to science and technology. Your motivation
spacious meeting rooms (for lectures, board meetings,
may be to enhance science education for today’s
presentations or luncheons) as well as the 314-seat
students and tomorrow’s workforce. Perhaps your
Eugene Heikoff and Marilyn Jacobs Heikoff IMA X Dome
company sees the value of building a vibrant arts and
Theater. Our new digital projection system will take your
culture community here in San Diego. You may be most
event to the next level.
interested in maximizing your marketing dollar or in
rewarding your employees and customers with special
Our galleries provide the perfect ambiance for an
benefits. For these and other reasons, many of San
elaborate sit-down dinner, cocktail reception, corporate
Diego’s most respected companies have partnered with
event, wedding, bar/bat mitzvah, awards gala, birthday
the Fleet.
celebration, prom, Quinceañera, sleepover or grad night.
Located in San Diego’s historic Balboa Park (close to
By booking your next event at the Fleet, your support
downtown and the San Diego Convention Center), the
helps us continue to develop and implement a wide
Fleet has a spectacular view of the park’s iconic Bea
array of educational programs and exhibits to promote
Evenson Fountain, which ser ves as the perfect backdrop
lifelong learning and a deep appreciation of science and
for your special event. And with multiple levels within
technology for the entire community.
our facility, you can choose from numerous options to
customize your event.
Contact Us
With two floors of event space, the Reuben H. Fleet
with you to create a unique and dynamic event. We offer
Science Center offers the following:
a preferred catering list of San Diego’s premier event
• The Full Fleet Experience for up to 1,400 guests
professionals and exclusive beverage catering (see
The Reuben H. Fleet Science Center is ready to work
pages 20 –22 for more information). Our talented team
• Downstairs at the Fleet for up to 1,000 guests
in the Special Events Department will assist you in the
• Upstairs at the Fleet for up to 400 guests
planning process to help make your event unforgettable.
For more information, please call (619) 685-5761 or send
• Outside at the Fleet for groups ranging in size from
an email to [email protected] … and let the
150 to 1,400 guests
(619) 685-5761
planning begin!
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Picture above the dome is Frank N. Stein, the
Astronaut, featured in the Solar System Adventure
in 1984. Through the years, he is considered the
unofficial mascot of the Heikoff Dome Theater.
The Eugene Heikoff and Marilyn Jacobs Heikoff Dome Theater
The Fleet 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, brighter colors and higher-contrast images. The theater also boasts a 16,000-watt digital surround sound
system, comfortable seating and the Rear Window ® Captioning System.
Use the Heikoff 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 immersive planetarium show. The Heikoff Dome Theater is also available for interactive
video games, like Rock Band, and many more, which can be projected onto the dome screen.
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Meeting Rooms
The William & Grayson Boehm
Community Forum
Our largest meeting room at the Fleet, 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 set–
ups and includes state–of–the–art audiovisual
equipment and projection equipment, high–
end, microphones, multiple drop down screens
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, and 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
Lecture Hall features permanent traditional
theater-style seating along with access to stateof-the-art audiovisual and projection equipment,
microphones, a screen and podium. The
Lecture Hall will meet all of your needs.
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The Venue Space
The Full Fleet Experience
Use the entire museum for your
special event. This large space
can accommodate up to 1,400
guests and is first-rate for a
variety of special events and
large groups. Access is granted
to all seven of our world–class
galleries. For added impact,
guests can add on a private
movie screening or presentation
in our IMAX Dome Theater.
Wow guests of all ages with the
unparalleled fun and excitement
of the Fleet Experience!
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Photos by Kristina Chartier Photography
Downstairs at the Fleet
The first floor Main Exhibit
Gallery venue space provides a
smaller but interactive special
event experience for up to
1,000 guests. Located on our
main floor, your guests will have
access to 3 exhibit galleries.
From a cocktail reception to
a sit–down dinner, the Main
Exhibit Gallery is sure to impress
Photo by Bob Thompson @ Fotowerks
your guests.
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Upstairs at the Fleet
This second floor venue space
provides ample room for groups
of fewer than 400 guests.
Upstairs can be reserved
separately from the rest of the
facility, allowing an intimate and
private area for your event. With
access to 4 exhibit galleries,
your guests can enjoy our
exhibits exclusively. Upstairs at
the Fleet is the perfect package
for smaller groups or groups
with budgetary constraints.
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Outside at the Fleet
This breathtaking outdoor space
is for groups ranging in size
from 150 to 1,500 guests. It's
the perfect backdrop for your
special event. Located in front
of the Reuben H. Fleet Science
Center and next to the stunning
Bea Evenson Fountain, this
event space is unforgettable.
Please note that this area
requires a City of San Diego
Park Use Permit, which our
Special Events Department will
submit on your behalf.
New Special Event Permits
are not issued for Balboa Park
during the moratorium period of
Memorial Day weekend through
Labor Day.
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Your Wedding at
the Fleet
Start your “happily ever after”
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 time–consuming, expensive
and difficult. As a result, the
Fleet 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 above
all 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 the
wedding planning process fun
and enjoyable and to ensure that
your special day is 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.
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Photos by Kristina Chartier Photography
Photos by Kristina Chartier Photography
Sweet Sixteen & Quinceanera Party
There's no better place to host your Sweet
Sixteen or Quinceañera party than at 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, IMAX 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 party at the Fleet, you'll be creating
lifetime memories with ease and tons of fun!
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Proms, Dances & School Functions Fleet Style
Come dance the night away at the Fleet! Have your next 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, ID tag making machine,
and a sketch 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!
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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). With several packages
available, you can have a fun and unique high
school graduation celebration. Our grad night
packages offer the perfect party for YOU! Grads
coming to Grad Night at the Fleet will have
loads time, lots flexibility and tons of room for
your celebration.
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 our
multilevel facility.
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.
Let’s get the party started!
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Sleepovers
Be among the lucky few to spend A Night at the Museum!
Space is limited and dates sell out quickly. For the latest availability
information, please call 619-685-5761.
A Night at the Museum, the Reuben H. Fleet Science Center’s
wildly popular nocturnal adventure, has new and exciting updates
Cost:
this season. As the doors close and the lights dim, you and your
• Child: $65
group will head out with flashlights in search of adventure. Explore
• Adult/Chaperone: $30
our eight exhibit galleries: each holds dozens of “hands–on,” “do
• Time: 5 p.m. to 9 a.m.
touch” interactive exhibits that provide a unique, self-guided learning
• Open to 6–13 year-olds
experience for all ages. Then you can end your night by falling asleep
in the darkened galleries of one of the world’s most famous museums.
Admission price includes:
Enhance your Night at the Museum with a private screening in the
• Dinner—pizza, salad and juice boxes
Heikoff Dome Theater. Select any film or show of your choice from
• Evening snack
our extensive library of IMAX films and digital shows. We can bring
• Light breakfast—mini muffins, cereal and milk, yogurt
• Museum admission
you nose-to-nose with wild animals, plunge you deep into the ocean
Add-ons:
to swim with sea creatures, or blast you into space to discover
• IMAX film (includes: 1 IMAX film and 1 DVD on the dome)
new galaxies. You can even screen your own DVD on the world’s
• Private exhibit experience
first giant IMAX Dome screen. Our historic theater has recently
undergone a complete upgrade and now features new seating
(capacity: 314); a NanoSeamTM Dome Screen that allows for sharper
colors, brighter images, and higher contrast; and installation of a
new GSXTM digital projection system, which offers pixel-perfect
images. Immerse your guests in a visual experience like no other!
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Private Exhibit Experiences
From the Reuben H. Fleet’s Team of Party Science Staff
Block Busters Tower Competition
Maximize the fun at your event by giving your guests the chance to
Work in teams to build the tallest towers—but you’ll have a limited
combine science with their own creativity. Our Party Science staff will
number of blocks and you’ll be up against the clock. Will your team
provide the materials and instruction, and your guests can create their
reach new heights … or will it all come crashing down??? This fun
own party favors, build skyscrapers, or take recycling to a whole new
activity is guaranteed to increase the excitement at any dance or event.
level. It’s a great way to make your event that much more special.
Time: 10 minutes to complete each session of this activity
Capacity: 100 to 150 participants per hour (10 teams of two to four at
Choose one of the activities below for an hour or an entire evening—
a time)
the choice is yours.
Price: $2.00 per person or $950.00 total for a four-hour event
Blinky Bugs (make your own digital pet)
Create whimsical creatures with LED eyes that blink on and off at the
Digital Bling (make your own jewelry)
slightest vibration.
Create a fashion statement with rings, bracelets and accessories that
shine using LED lights.
Time: 20–30 minutes to complete each session of this activity
Capacity: 10 people at a time and up to 30 participants per hour
Time: 15–20 minutes to complete each session of this activity
Price: $6.00 per person or $680.00 total for a four-hour event
Capacity: 10 people at a time and up to 30 participants per hour
Price: $6.00 per person or $680.00 total for a four-hour event
Shrinking Plastic (make your own key chains, bracelets or wine charms)
Recycle that plastic container by turning it into key chains, wine
Please note that the activities outlined above may be added to any
charms, and pendants—and provide your event guests with custom-
booked event. A minimum of 50 participants is required. Prices vary
made party favors to take home!
based on event times and customized requests. These prices are
Time: Five minutes to complete each session of this activity
subject to change without notice.
Capacity: 40 to 50 participants per hour
Price: $4.00 per person or $720.00 total for a four-hour event
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The Science of Booking Your Event
The venue space at the Fleet is in high demand. We recommend 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) 6855761 or via email at [email protected]. Then let the fun begin! A special event is considered booked 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 comprehensive planning with your event manager. We provide
extensive support to ensure professional execution of your special event. We will work closely with you to finalize all of your
logistics, including catering, volunteer, and event production crew staffing, room diagrams and scheduling a final walk-through.
Full 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
Invitations
The Fleet has an agreement with BarWorks Catered Beverage
Invitations or announcements are to be approved by the Fleet’s
Services as our exclusive beverage provider that must be contracted
Special Events Department prior to printing or distribution. This
with directly. Non-alcoholic beverages may be provided by your
approval process permits the Fleet to ensure the accuracy of the
selected caterer.
information being provided and the branding of our museum.
Equipment and Rentals
Kitchen Facilities and Usage
The Fleet offers tables, chairs, linens, easels, staging and a dance
The Fleet is equipped with a kitchenette that may be used by caterers
floor. Additionally, each venue space comes equipped with state–of–
from our catering list. Please refer to our Exclusive Catering Directory
the–art audiovisual equipment and a public-address system. For more
for a comprehensive list.
advanced event production needs, please contract directly with one
of our Preferred Vendors. Refer to our Preferred Vendor directory for
more information. Additional charges do apply.
Parking
Free parking is available directly behind the Fleet. The Fleet does
not own or operate the parking lots adjacent to the museum. The
Availability
parking lots are owned and operated by the City of San Diego. You
The Fleet is available 365 days a year to host special events. Please
may reserve VIP parking spots or arrange for valet parking service
contact our talented team in the Special Events Department at
by submitting a Park Use Permit through the City of San Diego. Our
(619) 685-5761 or via email at [email protected]. They will
Special Events department will work with you to submit this Park
check availability for specific dates and times and assist you in the
Use Permit for your event. Valet parking services are available via an
planning process.
outside vendor for an additional charge.
Courtesy Date Holds
Preferred Vendors & Exclusive Caterers
You may request a courtesy hold on a single special event date.
To make sure your special event is a success, the Fleet has a list of
Courtesy holds are good for one month. If another client inquires
preferred vendors and exclusive caterers for your use. Our team of
about your desired date, you have the first right of refusal.
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 is not on our list,
Event Staffing
please contact the Special Events Department for more information.
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
Site Visits
inventory, and assist contracted vendors during the event.
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. Please contact the Special Events Department at (619)
685-5761 or via email at [email protected] to schedule a
personal tour of our venue space.
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Caterers & Vendors
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 ser vice professionals when working in a museum environment. We are confident that their
high standards will meet all of your requirements.
Exclusive Caterers
The Abbey Catering & Event Design
Robert Battoe
(866) 535-8949 x728
(619) 955-8676 –fax
[email protected]
www.theabbeycatering.com
Indulge Contemporary Catering
Flor Franco
(619) 934-5700
(619) 934-5702 –fax
[email protected]
www.indulgecontemporarycatering.com
Stone Catering.
A division of Stone Brewing Co.
Susan Holmes
(760) 471-4999 x1717
(760) 471-7690 –fax
[email protected]
[email protected]
Personal Touch Dining
San Diego Prom Connection
The Wild Thyme Company
Charles Rubin
(619) 583-1636
[email protected]
www.shmoozers.com
Tracy Zemke
(858) 638-0672
(619) 923-2100 –fax
[email protected]
www.personaltouchdining.com
Jeanna Grant
(858) 527-0226
(858) 527-0296 –fax
[email protected]
www.thewildthymecompany.com
Continental Catering
The Prado Catering
Denise Jermyn
(619) 698-3500
(619) 698-4324 –fax
[email protected]
www.continentalcateringsd.com
Brooke Lazarski
(619) 557-9441 x202
(619) 557-9442 –fax
[email protected]
www.pradoevents.com
Catering by Charles Rubin
Festivities Events
Meredith Bell
(858) 547-3772 x3272
(619) 780-2244 –fax
[email protected]
www.festivitiescatering.com
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Exclusive Beverage Service
BarWorks Catering
Mark Harp
(858) 566-6077
[email protected]
www.barworkscatering.com
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Fantastic Presentation
Phone (619) 583-1636
or
Out of the Box Catering
www.shmoozers.com
www.amadili.com
Corporate Catering
Weddings
Bar Mitzvahs
Parties
Quinceaneras
Large or Small
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Proud to be a Reuben H. Fleet Science Center
Preferred Caterer
www.personaltouchdining.com
858-638-0672
Corporate Events
Business Meetings
Themed Events
Fundraisers & Galas
Homecoming Dances
Formals & Proms
Private Parties
Passion for Food. Passion for Service. Passion for Life.
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BARWORKS
C
M
Y
CM
MY
CY
Catered Beverage Service
B
CMY
K
Complete bar service for any event
From Beer and Wine to Top Shelf Spirits
Let the professionals do the work for you!
www.barworkscatering.com
We’ll make your special night
Proms • Homecoming Dances • Sports Banquets • School Events
858.638.0672 • sandiegopromconnection.com
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Building Map
Ground Floor
Not to Scale
Outside the Fleet
Galileo's
Café
North Star Science Store
IMAX
Queuing
IMAX®Dome
Theater
4,500 ft 2
Entry Rotunda
Ticketing
1,530 ft 2
AED
Theater Lobby
4,470 ft 2
Main Gallery
6,700 ft 2
WOMEN
1,528 ft 2
MEN
Business
Entry
FREIGHT
ELEVATOR
ELEVATOR
WOMEN
William & Grayson Boehm
Community Forum
2,200 ft 2
Second Floor
Not to Scale
Open to Below
Prado Gallery
2,100 ft 2
Mezzanine
4,515 ft 2
Open to Below
Open to Below
Board Room
608 ft 2
ELEVATOR
WOMEN
ELEVATOR
WOMEN
FREIGHT
ELEVATOR
MEN
MEN
Challenger
Rotunda Gallery
2,400 ft 2
(619) 685-5761
Conference
Room
276 ft 2
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MEN
ELEVATOR
MEN
Grayson Boehm
Lecture Hall
WOMEN
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1875 El Prado, San Diego CA 92101
(619) 238-1233
www.rhfleet.org
Contact:
Debbie Lowery-Cunning
Senior Manager, Group Sales & Special Events
(619) 685-5761
[email protected]
Proud Members of:
Bar/Bat Mitzvah Entertainment Ass.
www.besasandiego.com
International Special Event Society
www.isessandiego.org
Meeting Planners International
www.sdmpi.org
National Association of Catering Executives
www.sdnace.org
San Diego Convention and Visitors Bureau
www.sandiego.org
San Diego Convention Center Corporation
www.visitsandiego.com
San Diego Regional Chamber of Commerce
www.sdchamber.org
Weddings of Distinction
www.sandiegoweddingsofdistinction.com
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