FREQUENTLY ASKED QUESTIONS
BUTTERFLY PAVILION BIRTHDAY PARTIES 2017
What are my options for booking my child’s party?
Parties held at Butterfly Pavilion can only be held on Saturday or Sunday from 9:00 am – 11:00 am,
12:00 am – 2:00 pm, or 3:00 - 5:00 pm. Indoor parties are held year round, while outdoor parties can
be booked Memorial Day through Labor Day. We suggest booking your party as far in advance as
possible to ensure getting your ideal date and time. Our website allows you to book up to 90 days in
advance, but a month before your date is usually sufficient.
For birthdays any other day of the week you can schedule a group visit to the Butterfly Pavilion and
enjoy our exhibits, but we are unable to provide a party room during the week and tables and chairs
are first come, first serve in areas open to the general public. We also offer outreach birthday parties,
where we come to your party (depending on public location or venue) with live animals and activities.
Please contact Butterfly Pavilion to schedule an outreach party.
Do I have to count adults in my number of guests?
Yes, your package fee includes general admission for everyone at the party that is 2 years old or older.
Anyone who attends your party that is not an on-duty volunteer or staff member of Butterfly Pavilion
is counted towards your total.
What if I don’t know the exact number of guests when I make my reservation?
When making your reservation please estimate how many guests you think will attend the party. If you
are having trouble choosing between two packages, an over estimation of guests is always better. The
estimation is only used for staffing and planning purposes, you will be charged for the number of guests
that actually attend your party. During your party, you and a party staff member agree on a final count,
and you are then charge accordingly. Children under the age of 2 are free and do not have to be
counted in your totals. The balance is usually paid within the last 15 minutes of the party.
When do I need to give you my total number of guests?
If your guest count changes by more than 10 people from your original estimate, please let us know at
least 72 hours in advance so we can make the proper preparations for your party. If your guest count
is within 10 people of your original estimate, you do not need to let us know ahead of time. During
the party your Birthday Party Ambassador will make an attendance count of your guests and that will
be the final number that determines your party price. We will contact you on the Friday prior to your
party to gather any last minute adjustments.
What are your guest minimums and maximums?
We will charge a minimum package price of up to ten guests, even if you have fewer guests. Our
largest room can accommodate up to 50 guests and our outdoor gazebo can accommodate up to 30
people.
What if some of my guests want to pay for themselves?
You can collect their admission payments during the party and add them to the total balance due at the
end of the party. You should collect $8.00 from each guest paying for themselves or have them pay
$8.00 toward your total through your Birthday Party Ambassador. If you are planning on doing this,
please alert the Birthday Party Lead Associate or your Birthday Party Ambassador so that they can
ensure a pleasant experience for everyone and so that there is no confusion when it comes to payment
at the front desk. The birthday party program is separate from general admission and your guests
should not pay for themselves at the front desk.
What if I or some of my guests are members?
All party guests, including anyone who is a member, will be included in the count and needs to be paid
for. The birthday party program offers exclusive programming and private party space not otherwise
available to members during regular visits. If you yourself are a member you will receive a 10%
discount off of the party package price.
How do I make sure people don’t bring their whole family to the party?
We suggest wording similar to that following in the invitation: This invitation includes the birthday
party and admission to the Butterfly Pavilion exhibits for one child and one parent. You are welcome
to bring other members of the family, but they will need to pay $8.00 each for their party admission.
Can we come early to set up?
Yes, you may start setting up the room 15 minutes prior to the start of your party. Our party rooms
are busy all day, so we may be unable to let you in the room any earlier. Our rooms are decorated
with artwork, and bug displays already, but if you feel the need for more decoration time you are
welcome to ask your guests to arrive later than your party timeslot begins. We also have a private
event program that would allow you more freedom in set up time. If you are weighing your options
please let our staff help you make a decision so that we can best serve your needs.
Does the Butterfly Pavilion provide food and drinks?
We do not provide food, drinks, or table service (plates, napkins, forks, spoons, etc.). You are
welcome to bring any food or drink you like (except alcohol) and the accompanying plates, cups,
napkins and eating utensils. Please do not bring red or purple juice or frosting as it stains our tables and
carpets and you will be charged a $75 (minimum) damages fee for stains that happen during your party.
How many tables are in the party room?
Our party rooms are busy all weekend and each room will be set up with the number of tables needed
for the largest party booked that weekend. Our tables can accommodate 6 guests, so for example, if
the largest party in that room is expecting up to 20 people, there will be 4 tables for seating, wooden
buffet tables for food, and a shelf under the white board for a festive display of presents under your
child’s name. We suggest you bring tablecloths, especially if you have added the Butterfly Craft Project
to your reservation to prevent damage to the tables and to make clean up easy. The guest tables are
rectangular, and measure 6 x 2.5 feet, the buffet tables are roughly 2 x 4 feet.
Do you have refrigeration or a freezer for our party food?
No, we cannot provide a refrigerator or freezer. You are welcome to bring a cooler as long as it is
water tight and will not leak onto the carpet.
Do you have a way for me to heat up my party food?
No, we cannot provide a microwave, stove, or oven for you to heat up your food. You are, however,
allowed to bring a crock pot to plug in and use during your party. Please consider the safety of others
and the possibility of damages when you consider bringing heating elements to your party.
Should we bring decorations?
The birthday party rooms are our classrooms during the week. They have artwork, insect specimens
under glass, and we hang a “Happy Birthday” letter banner and write the child’s name on the white
board at the front of the room. You can bring additional decorations, but nothing can be taped or
pinned to the walls or ceiling. Balloons are fine, but they cannot go into the Exhibit Area. Please leave
items such as, piñatas, confetti and silly string at home as we are unable to accommodate them and
bringing these items may require the addition of the damages fee (minimum $75.00) to your bill.
Tablecloths are highly recommended.
What do I need to bring with me the day of the party?
We ask that you bring in a signed copy of the contract we sent you with your confirmation. If you are
unable to print it out and bring it with you, please read through it and be ready to sign a copy as soon
as you arrive. You will also need to bring along any decorations, table service, and serving utensils you
may need for the food you bring for your guests.
What types of activities does the Butterfly Pavilion provide?
We offer a variety of activities as “add-ons” to the party, all of them are designed to be fun and
educational, and most include up close and personal encounters with live animals. Please see our
website for details - https://www.butterflies.org/fun-place-for-birthday-parties
Your party package also grants you and your guests’ access to our exhibits from the time your party
begins until Butterfly Pavilion closes at 5:00 pm. Butterfly Pavilion offers 4 Spineless Spotlights
throughout the day at 10:30 am, 12:30 pm, 1:30 pm, and 3:30 pm; the schedule for these programs will
be available on the white board in your party room.
Do I have to decide which add-ons I want when I make my reservation?
No, you can add activities later. For all add-ons we need to know at least a week before your party
date to ensure that there is an appropriate number of staff members scheduled to provide the best
add-on experience.
Do we have to visit the exhibits during our two hour party time?
No, you have the private room for two hours, but you can visit the exhibits any time after your party
starts and stay until we close at 5:00 pm. You must have everything out of the party room by the
stated party end time, so we suggest enjoying your time in the party room during your timeslot and
waiting until you are cleaned up to visit the exhibits.
If you do plan on visiting the exhibits during your timeslot we recommend finishing your festivities in
the party room before venturing out as it can become difficult to gather your guests back to the room.
Staying in the room beyond your timeslot adds the overtime fee of $75.00 to your bill. We also ask
that you and the Birthday Party Ambassador agree on the number of guests present before they go
exploring.
My birthday party is scheduled at 3-5pm, can my guests arrive early to see the exhibits?
Yes, you can instruct your guests to arrive as early as 1:30pm to check in at our events entrance. This
will allow you and your guests to experience our exhibits before utilizing the private space of the party
room.
It is important to note; if you or your guests do arrive early to view the exhibits, there may be birthday
parties still in progress. You will be granted access to your party room 15 minutes prior to your
party’s start time at 2:45 to set up, the room may not be ready for early set up or access prior to that
time.
Where do we and our guests go when we get there?
You and your guests will not come to the front desk for the party – there is a separate entrance to the
right of the main entrance, under the green awning near the flagpole where you may enter. This
entrance is labeled the Classroom/Event Entrance. There will be teal signs outside and right inside the
door directing guests to the correct room.
What type of schedule should we plan for the party?
Here is a party schedule that what we suggest:
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Before set up starts – Check in with your Birthday Party Ambassador, hand in your
contract, and go over party details together.
Fifteen Minutes Before Party – Begin to unload your car and setup the party room.
First Fifteen Minutes of Party – Allow this time for your guests to arrive and
socialize.
Next Hour of Party – Now is the time for any scheduled add-ons (20-40 minutes
depending on the add-on), food, or other activities. If you have not scheduled an addon, you are welcome to visit our exhibits or attend a spineless spotlight after the
Birthday Ambassador counts your guests.
Last Thirty Minutes of Party – Time to return to the room for cake and presents
and guest send off
Last Ten Minutes of Party – Pack up belongings and clean up all food and
decorations. Check out with Birthday Ambassador and settle the bill.