CATERED EVENT
  Special Use Policy For Catered Events /Receptions

WELCOME

The Illinois Historic Preservation Agency welcomes your interest in hosting an event/reception at the David Davis Mansion.  Hosting an event at the Mansion is a very special occasion.  It is also a privilege accorded to your guests by the State of Illinois and the Illinois Historic Preservation Agency.

This privilege carries with it certain responsibilities.  We respectfully remind you that your event should be appropriate to the nature of the site.  The Davis Mansion and its furnishings must be treated with museum-like care.  If you choose to use the site for your event, please make sure that your guests and your workers, including the caterer you select, are aware of the historic significance of the site and its artifacts.  If any damage occurs, you-as the host-will be held responsible.

HOURS

The site may be used for receptions at any time between 5:00-10:00 P.M., Wednesday-Sunday, and from 9 A.M.-10 P.M. every Monday and Tuesday. 

The site is NOT available on New Year's Day, Thanksgiving Day, Christmas Day, or the evening preceding each of these holidays.

Most events require four hours:  one hour for set-up, two hours for the event, and one hour for clean-up.  Closing hour for an event should be no later than 10:00 P.M., with clean-up no later than 11:00 P.M.

Special events are scheduled on a first-come, first-served basis, depending on site and staff availability.

FEES

The fee schedule is dependent upon the number of guests and the number and type of facilities requested.

Exterior grounds --      $7.00/person (41 or more)

Interior access --         $7.00/person (41 or more); $280 for 40 or less

Fees include: tour guides (appropriate for the number of guests), cost of all utilities, attendance of site staff (to handle special problems or emergencies); and parking on the site.  Fees DO NOT include the following:

• Catering (food, beverages, serving costs)
• Liability and/or dram shop insurance
• Applicable permits
• Additional furniture (chairs, serving tables, tables)
• Busman's trays (trays are required of all caterers or groups using interior rooms)
• Portable Sanitary Facilities-if needed (public restrooms are available on site)

A non-refundable deposit of $25.00 is required to reserve a date.  A check for the balance should be received at the site on the day of the event.  If the weather causes a cancellation, the event may be rescheduled.  Make checks payable to:  David Davis Mansion Foundation.  After receiving confirmation of your reservation, please mail your deposit to:  David Davis Mansion Foundation, 1000 E. Monroe Dr., Bloomington, IL 61701.  Please note on the memo line of your check the words:  "Foundation reception."

SIZE OF GROUP

The site is limited to the number of guests that can be accommodated:  maximum number of guests for an inside reception (with food and beverages) is 200; maximum number of guests for an outside event (with food and beverages served) is 500.

AREAS OF USE

Exterior access includes the East, West, and South areas of the mansion lawn.  Tents may be located in any one of those areas, with the permission of the Site Manager.

Interior access includes the public basement area and the first floor (except for the kitchen).  Guests may view the rooms on the second floor (in the presence of staff-appointed docents), but food should be confined to basement and first-floor areas.

HOST/CATERER'S RESPONSIBILITIES

Host and caterer are responsible for providing all food, beverage and catering services, as well as table service, napkins, cups, glassware, etc. 

COAT RACKS

Host is responsible for renting coat-racks, if needed. 

INSURANCE & OTHER PERMITS

Proofs of host liability and dram shop insurance, as well as any applicable city, state or county permits, are required prior to the event.  Host is responsible for obtaining any necessary tent permits for exterior events.

OTHER RESPONSIBILITIES OF THE HOST:

Host must make a personal visit to the site to coordinate arrangements with the Site Manager or designated staff member.  It is advisable to have the caterer present at that time, if the caterer is new to the site.

Smoking is not permitted inside the mansion.  Smoking is permitted with exterior access use, but smokers must use designated receptacles.

Restroom facilities are located in the lower basement hallway and may be used with interior access only.  Exterior events will require the host to rent portable sanitary facilities, if more than 100 persons will be attending the event (public restrooms at the north edge of the site may be used for fewer than 100 persons). 

REQUESTING AN EVENT

After reading the Special Use Policy and Special Information for Caterers and Event Hosts, you may submit your request to host an event at the Mansion by completing the reservation request form (____ click here).  To allow for planning and to determine site/staff availability, please submit your request at least four weeks in advance of your event.