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 Field Trips (the “Guests”), including but not limited to schools, universities, after-school programs, special education groups, homeschool groups, remote learning groups, scouts, youth organizations, learning collectives, and so forth.
1. Registration and Payment
a. First Deposit. Once an invoice is submitted, first payment on a field trip is two no later than two (2) weeks prior to the date of the field trip. Generally, the invoice will expect at least 25% of the total amount agreed upon between the Museum and the Guests. This amount is to secure the date and allow the Museum to cover the costs of staffing, supplies, and other efforst.
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 field trip. must complete registration prior to attending the event or field trip. Payment (if applicable) must be received in full by the stated deadline to secure participation. Failure to complete payment may result in cancellation of registration.
c. At-the-Door Fee. If the Guests opt to pay for their field trip after the three (3) business day deadline at the door, we will add a $25 convenience fee to the invoice. Student/youth additions to the invoice will be kept at the original rate, but additional chaperones will be charged at the At-the-Door Rate on an updated or new invoice. Otherwise, they will be transferred to General Admission.
As a firm policy, we will not proceed with a field trip 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 field trip: 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 field trip: first deposit retained by Museum. Depending on the circumstance, the remainder of the invoice may be cancelled, or the field trip may be rescheduled at a later date.
- Within three (3) business days before the date of the field trip: full amount of trip retained by museum. Depending on the circumstance, the Museum may reschedule with our Guests for a later “make-up” date, with consideration to the costs lost due to preparing for the field trip.
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 Museum Guests are expected to behave respectfully toward Museum staff, volunteers, and other attendees. Disruptive, unsafe, or inappropriate behavior by anyone may result in removal from the event without refund. We will go over these rules at the start of every field trip:
- Walk, do not run while in the Museum.
- Ask permission from a staff or docent to touch any exhibits, otherwise they are only to be observed, not touched.
- Covered water beverages are allowed, but no food, gum, or drinks except in designated areas (lobby, cafe, dining areas).
- Adult chaperones required with up to five (5) students/youths in the Gift Shop area for up to 15 minutes at a time.
- Low talking or whispered communication required (no shouting or loud noises that will echo in the museum).
- No perceived disrespectful activity that may cause injury to anyone or damage to Museum property allowed at any time.
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, participants acknowledge that they are physically able to participate and agree to follow all safety instructions.
5. Assumption of Risk
Participation in field trips may involve inherent risks, however minimized by the Museum. By being in the Museum, Guests (or their guardians) voluntarily assume all risks associated with participation in this field trip.
6. Liability Waiver
To the fullest extent permitted by law, participants agree 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, participants authorize event staff to obtain necessary medical treatment on their behalf. Participants are responsible for any resulting medical costs.
8. Transportation
The Guests are generally responsible for transportation to the Museum, whether via bus or personal vehicles. The Museum has more than ample parking to accommodate multiple buses and vehicles. Personal vehicles may park anywhere in the general lot.
Please communicate to the Museum is there are any changes, delays, or interruptions to the Guests’ ability to arrive. Unless otherwise notified, the Museum will wait for late or tardy groups for up to one (1) hour. Afterwards, the Museum will consider the field trip cancelled potentially without refund.
Unless otherwise specified, buses are requested to drop off and pick up students at Admissions (the front area of the Hercules Pavilion) and park in the far areas of the general parking area. School bus drivers are always granted admission to the Museum for the day of their arrival.
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.
10. Personal Property
Guests are responsible for their personal belongings. The Museum is not liable for lost, stolen, or damaged items.
11. Additions and Accommodations
Beyond the field trip, the Museum offers many other experiences and products, such as scavenger hunts, the Museum in a Box program, lunches provided by the Aviation Cafe, and so on. Such items are subject to the same cancellation and modification policies shared in this agreement.
12. Private Film Screenings and Concessions
Guests may also participate in film screenings and theater concessions booked and purchased in advance as a private screening for the group in the Aerodrome Theater. Both youth/student and chaperone guests are included in the purchase of film screenings and advance concessions.
13. 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 Guests 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 to the field trip must be paid for prior to the start of the field trip.
Reimbursements are handled generally after the field trip. Some items cannot be reimbursed (first deposits, supplies, staffing) due to the advanced preparation they require.
12. Agreement
By submitting this field trip inquiry and paying the invoice, the Guests acknowledge that they have read, understood, and agreed to these Terms and Conditions.
Previously updated by Lee Ngo on 2026.03.19 13:06:06.