Event FAQs

Event FAQs

Looking to book an event at Navy Pier? View the event FAQs listed below for some of the most commonly asked questions.

• Who can I contact if I’m looking to book an event?

  Contact Navy Pier Sales & Service at 1-312-595-5300 or navypierevents@navypier.org. There are several ways to tell us about your event to start the booking process. Fill out our Request for Proposal or email us your specifications. File size limit for email is 10MB.

• How many people can your locations accommodate?

  Aon Grand Ballroom
  1,400 for a seated event and 3,200 reception style.

  East End Plaza
  2,000 for a seated event and 5,000 reception style featuring all outdoor space.

  Lakeview Terrace
  450 for a seated event and 1,000 reception style.

  Festival Hall
  Varies depending on room configurations, and rented staging and AV equipment.

  Meeting Rooms
  Varies depending on room configurations. See specification sheets for each venue.

• How much is the deposit, when is it due, and is it refundable?

  The initial deposits are due 15 business days from the issuance of the contract, and are 30% of the food and beverage minimum and 50% of the rental fee. Final payment of the rental fee is due 30 days prior to Move-In Date/Event Date and the guaranteed food and beverage in full is due seven (7) business days prior to the Event Date. Deposits are non-refundable.

• What is your weather contingency plan for outdoor spaces?
  Clients are able to contract secondary spaces as weather back-ups for the East End Plaza. These spaces would rent for half of the current rental fees for these spaces.
• How long will I have use of the event space(s) I reserve?

  This would depend on the contracted date and availability. Consult your Sales Manager with any questions.

• Can I move things around and decorate to suit my purposes, or do I have to leave everything as is? Are there decoration guidelines/restrictions? Can I use real candles?

  Navy Pier is a union facility that requires union labor for certain aspects of your event, including, but not limited to, electric, some décor aspects, audio and projection, and set/strike of certain items. Navy Pier also adheres to all City of Chicago fire codes when it comes to events. Please consult with your Event Manager for specifics as related to your event.

• What time can my vendors start setting up on the day of the event? Is it possible to start the set-up the day before? How early can deliveries be made? How much time will I have for décor set-up?

  This depends on the contracted date and availability. Consult with your Sales or Event Manager. See below for additional information on Event FAQs.

• Do you provide a coat check service?

  Yes, a coat check can be arranged through Chicago Signature Services. See below for additional information on Event FAQs.

• Is there an outdoor space where my guests can mingle, and can it be heated and/or protected from the elements if necessary?

  The East End Plaza is an outdoor option for events. The East End Plaza is not heated or air conditioned. Heat and/or air conditioning are services that can be brought in by an outside service provider with whom you would contract with directly.

• Do you have an in-house caterer or a list of “preferred” caterers, or do I need to provide my own?

  Navy Pier’s exclusive caterer is Chicago Signature Services for all spaces within Navy Pier’s East End. Certain exceptions to this rule can be made for religious or ethnic reasons.

• Are tables, linens, chairs, plates, silverware and glassware provided, or will I have to rent them myself or get them through my caterer?

  Dining tables, chairs, house linen, china, glassware and silver are included for no additional cost when the food and beverage minimum has been met for the space.

• What are the service and sales tax charges?

  Service charge is currently 23.5%, sales tax is 11.5%.

• Can we do a food tasting prior to finalizing our menu selection? If so, is there an additional charge?

  Yes. Food tastings will take place within four months prior to the event. For contracted events only, there is no additional charge for a tasting that includes up to four guests. See below for additional Event FAQs.

• Are you licensed to provide alcohol service?

  Yes. Chicago Signature Services provides all bar and beverage service for events within Navy Pier’s private event space.

• Are there restrictions on what kind of music I can play, or a time by which the music must end? Can the venue accommodate a DJ or live band?

  All entertainment, including DJ and bands, are required by the City of Chicago to stop by 11 p.m. for all outdoor spaces (East End Plaza). There are no restrictions for indoor spaces.

• Is there parking on site? If so, is it complimentary? Do you offer valet parking, and what is the charge?

  Navy Pier has two garages (East and West) that can accommodate up to 1,500 vehicles. Posted garage rates apply. A valet option is also available. Please inquire with your Event Manager for more details.

• What security services do you offer? Do I need to hire my own security guards, or does the site hire them or have security on staff?

  Navy Pier requires that all of our events have a security detail. Arrangements are made through your Event Manager. The number of guards required is determined by the guest count. See below for additional information on Event FAQs.

• Can I hire my own vendors (caterer, coordinator, DJ, etc.), or must I select from a preferred vendor list? If I can bring my own, do you have a list of recommended vendors?

  Chicago Signature Services provides all of our food and beverage for our events as an exclusive vendor at this time. Although clients are permitted to bring in their own vendors, we are a union facility and some services might incur additional charges for Union support. Consult your Sales or Event Manager for clarification and a vendor list.

• Do you have signage or other aids to direct guests to my event?

  Your Event Manager will provide up to twelve (12) complimentary signs for your group. These signs are created by Navy Pier in our Sign Shop. You have the option to provide logos and content for the signs. Consult your Event Manager on deadlines to provide this information.