Previously Updated: 2026.04.17 10:25:29
The following is agreed upon between the Education Department at the Evergreen Aviation and Space Museum (the “Museum”) and parties interested in participating in our Remote Programs (the “Clients”), including but not limited to schools, libraries, universities, after-school programs, special education groups, homeschool groups, remote learning groups, individuals, scout groups, youth organizations, learning collectives, and so forth.
Remote Programs (“Remotes”) include any program or experience catered by that transpires outside of the campus of the Museum, e.g. Museum in a Box (“MiaB”), tabling efforts, science nights, birthday parties, and so forth. Details and planned are planned in advance.
1. Registration and Payment
a. First Deposit. Once an invoice is submitted from the Museum with presumptive details mutually agreed upon,, first payment on a remote is two no later than two (2) weeks prior to the date of the remote. Generally, the invoice will expect at least 25% of the total amount agreed upon between the Museum and the Client. This amount is to secure the date and allow the Museum to cover the costs of staffing, supplies, and other efforts.
b. Full Payment. The full or remaining balance of the invoice must be paid no later than three (3) business days prior to the date of the remote. must complete registration prior to attending the event or remote. Payment (if applicable) must be received in full by the stated deadline to secure participation. Failure to complete payment may result in cancellation of the remote.
As a firm policy, we will not proceed with a remote until full payment is received and the invoice is fulfilled.
2. Cancellations and Refunds
Cancellations must be submitted in writing. Refund eligibility and amounts depend on the cancellation date:
- Prior to two (2) weeks before the date of remote: full refund eligible.
The Museum reserves the right to cancel or reschedule the event due to unforeseen circumstances. In such cases, participants will be notified and offered alternatives or refunds.
- Within two (2) weeks to three (3) business days before the date of remote: first deposit retained by Museum. Depending on the circumstance, the remainder of the invoice may be cancelled, or the remote may be rescheduled at a later date.
- Within three (3) business days before the date of the remote: full amount of payment retained by museum. Depending on the circumstance, the Museum may reschedule with our Client for a later “make-up” date, with consideration to the costs lost due to preparing for the remote.
The Museum reserves the right to cancel or reschedule the event due to unforeseen circumstances (inclement weather, schedule conflicts, emergencies, etc.). In such cases, participants will be notified and offered alternatives or refunds, depending on the circumstances.
3. Participant Conduct
All Clients are expected to behave respectfully toward Museum staff, volunteers, and other attendees involved with the remote. Disruptive, unsafe, or inappropriate behavior by anyone may result in the remote ending prematurely without refund.
Whenever possible, we go over these rules at the start of every remote:
(A) Be Kind, (B) Be Engaged, (C) Be Respectful.
4. Health and Safety
In the case of a medical emergency, we request that participants disclose any relevant medical conditions, allergies, or special needs prior to the event. By attending, the Museum presumes that participants acknowledge that they are physically able to participate and agree to follow all safety instructions.
5. Assumption of Risk
Participation in remotes may involve inherent risks, however minimized by the Museum. Clients voluntarily assume all risks associated with all participants in this remote.
6. Liability Waiver
To the fullest extent permitted by law, the Client agrees to release and hold harmless the Museum, its staff, volunteers, and partners from any liability, claims, or damages arising from participation.
7. Emergency Medical Authorization
In the event of a medical emergency, the Client authorize event staff to obtain necessary medical treatment on their behalf. Participants are responsible for any resulting medical costs.
8. Transportation
The Museum may invoice the Client based on round-trip mileage from the location of the remote to cover the costs of transportation for the Museum’s staff. This costs will only apply once, regardless of the number of staffers in attendance of the remote.
As of April 20, 2026, the Museum will invoice $0.70 per mile traveled round trip from the Museum to the location of the remote, calculated based on the shortest distance measured via Google Maps.
The Museum also requests free or reimbursed parking for any remote the participate in. Otherwise, the museum may invoice for the cost of parking.
9. Photography and Media Release
Unless otherwise specified in writing or explicitly requested to staff, the Museum grants and requests permission to to capture photographs, video, or audio recordings taken during the field trip to be used for promotional, fundraising, and educational purposes.
Unless otherwise specified in writing or explicitly requested to staff, the Museum grants and requests permission from the Client to capture photographs, video, or audio recordings taken during the field trip to be used for promotional, fundraising, and educational purposes.
Otherwise, the Museum will not take or release any content captured at the remote.
10. Personal Property
Clients are responsible for personal belongings brought to the remote. The Museum is not liable for lost, stolen, or damaged items.
11. Additions and Accommodations
The Museum may charge for customizations, resources, and other additions to their standard programming. Such additions will be mutually agreed upon between the Museum and the Client prior to invoice and are subject to the same cancellation and modification policies shared in this agreement.
12. Changes to Program
The Museum reserves the right to modify schedules, locations, or activities as necessary. All changes will be communicated proactively in writing.
The Client may request changes to the program and must do so proactively in writing. Changes may be subject to additional payments or fees, depending on the timing and nature of the requests. Additions must be paid for prior to the start of the remote.
Reimbursements are handled generally after the remote. Some items cannot be reimbursed (first deposits, supplies, staffing) due to the advanced preparation they require.
13. Agreement
By submitting this remote inquiry and paying the invoice, the Client acknowledges that they have read, understood, and agreed to these Terms and Conditions.
Previously updated by Lee Ngo on 2026.03.19 13:06:06.