Page 1

Booking Number: <<BookNo>> Event Date: <<EndDate>> Client Information: <<CusName>> <<CusAddress1>> Listed below are the general policies and regulations governing use of the Grounds at the State Botanical Garden of Georgia, a unit of Public Service and Outreach at the University of Georgia. Violations may result in forfeiture of the security deposit and other penalties. The rental client is responsible for providing the following information to any person or company they sub-contract with as part of their event including caterers, florists, photographers, musicians, rental equipment companies, security personnel, event planners, and others. Please call the Botanical Garden Rental Office if you have any questions. This contract may not be assigned, transferred, or sublet in whole or in part. The Garden reserves the right to refuse rentals for events deemed inappropriate to the building or the Garden in general. The Garden cannot guarantee the appearance of the grounds. CONTACT INFORMATION It is the responsibility of the renter to maintain updated contact information, including but not limited to changes of legal name, mailing address, telephone number, and email address. Please note that the provided email address may be used in future contact by the State Botanical Garden of Georgia pertaining to rentals and other Garden relations. I understand that I am responsible for providing updated contact information. __________ (please initial) CONTRACT/FEES A SIGNED CONTRACT WITH CONFIRMATION SHEET (attached) ARE REQUIRED NO LATER THAN <<ContractReqdBy>>. Reservations cancelled at least 45 days before the event date will forfeit the rental fee. WALK-UP REGULATIONS This is a wedding ceremony only, consisting of less than 50 people total. It may only take place on the grounds in specific locations: Flower Garden, Heritage Pavilion, International Garden, or Shade Pavilion. The rental fee is $150.00 per hour, with a one-hour minimum. Ceremony start and end times must occur during public business hours. No food or beverages may be served. SET-UP/DECORATIONS The State Botanical Garden of Georgia does not allow set-up or teardown of any kind in the grounds by the renter, caterer, entertainment, or others. This includes tables, chairs, balloons, streamers, or any other type of decoration. No food or drinks are allowed on the grounds. There is no audio/visual equipment available on the grounds. Contact the Rental Office for information about lighting or other special equipment. The Garden does not furnish office equipment, FAX, message or copying services. Butterflies, birds, and other living organisms may not be released on the grounds. Materials may not be taped, pinned, nailed or tacked to walls. Please do not staple, tape, tack, nail, glue or otherwise affix any form of signage to the Garden signposts, buildings, handrails, trees, pots or containers. Miniature lights may not be attached to any plant material, railings, building, or fixtures. If this type of lighting is used, it must be attached to freestanding decorations (such as columns, trellis, or stakes) that are brought in by the renter. Fresh or dried flower petals, birdseed, rice, glitter, confetti, or similar materials may not be thrown or scattered anywhere in the building or on the grounds. Helium filled balloons, artificial smoke, fog and bubble machines are prohibited. Fireworks of any kind (including sparklers) may NOT be used on Botanical Garden property. Open flames of any kind are strictly prohibited outdoors. Toilet tissue, cans, balloons, streamers, Silly String, and other similar items may not be used to decorate vehicles due to litter left on grounds. Helicopters and hot air balloons may not land or take off on Botanical Garden property. Horse-drawn carriages may be used but must be pre-approved by the rental office. Violators will be prosecuted and held accountable for property damage. SET-UP MAY NOT BEGIN PRIOR TO YOUR RESERVATION TIME. Access

to the grounds cannot be obtained until the time confirmed in your contract. I understand that set-up may not begin before <<BookedFrom>> and that the Flower Garden must be cleaned and vacated by <<BookedTo>>. _________ (please initial) STORAGE/DRESSING ROOMS/PARKING No overnight storage is permitted. All rental equipment should be picked up immediately following the event. The State Botanical Garden is not responsible for food, beverages, audio/visual equipment or other property left on the premises. Dressing rooms are not available on the grounds. Staff offices may not be used for storage or as dressing rooms. Parking lots are available and shared between the general public and rental clients. No specific parking is reserved for rental events. Limited handicapped parking is also available at each rental facility. No overnight parking is permitted. ENTERTAINMENT Musical entertainment is allowed on the grounds. A mini sound system can be rented through the Rental Office at an additional cost. Renters are reminded that residential neighborhoods are located nearby the Garden, thus sound volume should be moderated. PUBLIC/RENTER SAFETY The renter must conduct the event with full regard to public health and safety and shall observe and abide by all applicable laws, regulations and requests by duly authorized persons responsible for public health and safety. All sidewalks, doors, aisles, and other passages, and all ways of access to public utilities of the premises, including fire extinguishers, must be kept unobstructed. Operational outdoor fountains are not guaranteed in the facility rental contract and may be shut off and/or drained without notice due to state and county mandates related to drought or watering restricting. The renter shall indemnify and hold harmless the State Botanical Garden of Georgia, the University of Georgia, the Board of Regents of the University System of Georgia and its employees and agents (hereinafter the “Indemnitees”) from and against any and all liability or loss due to death or personal injury to any person, or from damage to the property of either the Indemnitees or any other person or corporation arising from or out of the renters’ temporary occupancy and use of the facility. Possession of weapons on the University of Georgia campus is governed by Georgia law O.C.G.A. 16-11-127.1. Under the law, weapons are NOT allowed on the University of Georgia campus. The University of Georgia is also a tobacco free campus. Tobacco use is prohibited in all areas, including outdoor areas, of the State Botanical Garden. More information is available at SECURITY/OBJECTIONABLE PERSONS The State Botanical Garden requires security personnel be present at all weekend and evening events. The cost for security is included in the rental fee. All security must be contracted through the Rental Office. Additional security fees may apply for the grounds rentals that occur during public hours. For more information, please contact the Facilities Manager or Director of Facility and Visitor Services. The State Botanical Garden of Georgia, the University of Georgia, and The Garden Club of Georgia will not accept liability for theft or damage to renters’/guests’ personal property. Guests must park in approved spaces. The Garden staff retains the authority to eject or cause to be ejected from its premises any person or persons it deems necessary for lewd or indecent actions, fighting, intoxication, loud or abusive language, or other conduct that is offensive, disruptive or otherwise objectionable. SPECIAL NEEDS/EMERGENCIES During daytime rental events, a Garden staff member is typically available to answer the Rental Office phone. For special needs, contact the Rental Office. In an emergency, contact the staff member on duty, University Policy (542-2200) or dial 911. OCCUPANCY INTERRUPTION If the rented space is destroyed, damaged, or rendered unusable or unsafe for occupancy before or during the rental event, this agreement shall terminate at the discretion of the State Botanical Garden staff. The State Botanical Garden reserves the right to cancel an event in which inclement weather poses a risk or safety hazard to guests. The renter agrees to pay a pro-rated fee for the time prior to termination and waives any claim for damages or other compensation. I have carefully read and understand all of the rules and regulations. Signature____________________________________________


Cristina deRevere Facility Rental Coordinator 706.542.6467

William Tonks Director of Facility and Visitor Services 706.542.8717

Bill Kirch Facilities Manager 706.542.6154




Please check one: The renter is responsible for clean-up and the cost of any damages that may occur during use of the facilities. The renter must be present during the function and make sure that the premises are left clean and undamaged after use. After the event, the renter/persons handling clean up must sign and return the clean-up/damage report to the event staff on duty to insure a full security deposit refund. Failure to comply with these requirements will result in forfeiture of security deposit. CHECKLIST: List is not exclusive. Yes


___ ___ ___ ___

___ ___ ___ ___

___ ___ ___ ___ ___ ___

___ ___ ___ ___ ___ ___

Return State Botanical Garden tables and chairs to the carts in the storage area. Remove any decorations and/or rental equipment. Clean counter/table tops. Clean sinks, oven, warmer, dishwasher, and any other equipment used during the event. Remove trash from any outdoor area used by the event. Empty trash receptacles and replace trash bags. Take trash to dumpster. Mop floors used. Vacuum carpets and/or rugs. Make certain dishwasher racks remain in machine after clean up. Remove any signs and/or balloons from the premises.

Event Staffâ&#x20AC;&#x2122;s Signature:


Rental Clientâ&#x20AC;&#x2122;s Signature:



Sample Grounds Contract  

This is not an official contract.

Read more
Read more
Similar to
Popular now
Just for you