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Booking Number: <<BookNo>> Event Date: <<EndDate>> Client Information: <<CusName>> <<CusAddress1>> <<CusCity>>, <<CusState>> <<CusZipCode>> Listed below are the general policies and regulations governing use of the Gardenside Room 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 State 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 DEPOSIT OF $200 AND A SIGNED CONTRACT WITH CONFIRMATION SHEET (attached) ARE REQUIRED NO LATER THAN <<ContractReqdBy>>. Reservations cancelled at least 90 days before the event date will be charged a $100.00 cancellation fee. If the reservation is cancelled less than 90 days prior to the event, the deposit will be forfeited. Deposits will be held until after the event and will be refunded if the building is left clean and undamaged. Please allow three to four weeks for refund. Renters will be assessed for cleanup and damages exceeding $200.00. The renter shall reimburse the State Botanical Garden for all loss, theft, or damage to its property, except reasonable wear and tear, arising out of the renterâ&#x20AC;&#x2122;s occupancy and use of the facility, however caused. The total rental fee, in addition to the deposit, is due 60 days prior to the event: ________ SET-UP/DECORATIONS The State Botanical Garden of Georgia does not provide set-up or teardown services. Tables and chairs are included with each rental. No furniture may be moved without prior approval except tables and chairs located in the storage room. Patio chairs provided by the Garden may be used outside. Tables, chairs, or other equipment may NOT be moved from one facility to another. There is audio/visual equipment available in the Gardenside Room. Contact the Rental Office for information about lighting or other special equipment. The Garden does not furnish office equipment, FAX, message or copying services. Only silk flower petals may be used inside the Gardenside Room. Butterflies, birds, and other living organisms may not be released inside in the Gardenside Room. 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. Containers used for floral arrangements and other decorations must have protective mats/felt bottoms when placed on furnishings, finished surfaces, or building surfaces. Any candles used in the Gardenside Room must be dripless or in a globe/votive. 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 Gardenside Room cannot be obtained until the time confirmed in your contract. Deliveries by caterers, florists, photographers, musicians, rental companies, and others will not be accepted prior to the contracted time. I understand that set-up may not begin before <<BookedFrom>> and that the Gardenside Room must be cleaned and vacated by <<BookedTo>>._________ (please initial) TEARDOWN/CLEAN-UP While caterers frequently include these services in their fees, it is the responsibility of the renter to ensure that this done properly and that the building and premises are left clean and undamaged. Clean-up must occur immediately following the event and must be completed within the specified time frame (<<BookedFrom>> to <<BookedTo>>). Basic cleaning materials are provided by the Garden. The Garden staff will clean only rest rooms and specifically identified areas. A sample clean-up check list is attached. Please be sure to share the check list information with the person(s) responsible for clean-up. After the event, the attached clean-up sheet will be provided by the Building Attendant on duty for the clean-up person to complete and sign. After clean-up is complete the clean-up check list should be returned to the Building Attendant on duty. I understand that it is my responsibility and not that of the State Botanical Garden to ensure adequate teardown and clean-up services in order to receive my deposit refund. _________ (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 in the Gardenside Room. 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. FOOD SERVICE A refrigerator, prep table, sink, and ice machine are available for use in the Gardenside Room. It is the responsibility of the renter to contract for food and beverage service if required. For events catered in the Gardenside Room, a 10% catering surcharge is required. These fees are being imposed to off-set expenses and equipment depreciation incurred in hosting catered events. Please contact the Director of Visitor and Facility Services for more information. Our onsite caterer is Donderos Kitchen but the renter may choose another caterer from our vendor list. A list of caterers who have furnished documentation as to proper licenses and certificates is attached. BEVERAGES Alcoholic beverages must be served strictly in compliance with University of Georgia Alcohol Beverage Policy (attached). No kegs are permitted. All other University guidelines and restrictions apply. I have read and understand all of the guidelines and restrictions of the University of Georgia Alcohol Beverage Policy. __________ (please initial)


ENTERTAINMENT Musical entertainment and dancing are allowed in the Gardenside Room. A projector and/or podium with microphone can be added to the rental through the Rental Office. 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 http://uga.edu/tobacco-free/. 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. 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. 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____________________________________________

(<<CusName>>)

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


Additional Options/Fees If you have questions or to add any of these to your rental, please contact the Facility Rental Coordinator (706.542.6467) or the Director of Facilities and Visitor Services (706.542.8717). Administration Additional Options: Podium with Microphone (Auditorium)

complimentary+

Projector with Screen (Conference Room)

complimentary+

Catering Surcharge

10% of catering fee

Chapel Additional Options: Catering Surcharge

15% of catering fee

Chapel Piano

$50.00

Mini Sound System

$50.00

Dance Floor*

$200.00 (9x12)

Terrace Room Additional Options: Podium with Microphone

complimentary+

Projector with Screen

complimentary+

Catering Surcharge

15% of catering fee

Terrace Room Piano

$50.00

Dance Floor*

$200.00 (9x12) $250.00 (12x12) $300.00 (15x15)

Visitor Center/Conservatory Additional Options: Podium with Microphone

complimentary+

Catering Surcharge

10% of catering fee

PA System

$100.00

Catering Kitchen Delivery/Storage

$175.00 (Full day) $100.00 (half day)

Gardenside Room

$300.00 (Mon-Thurs) $400.00 (Fri/Sun) $500.00 (Sat)

Gardenside Room Additional Options: Podium with Microphone

complimentary+

Projector with Screen

complimentary+

Catering Surcharge

10% of catering fee

* required for any dancing at the event + requires 2-weeksâ&#x20AC;&#x2122; notice/must be tested before the event


ALCOHOL BEVERAGE POLICY The following guidelines have been adopted to govern events where alcoholic beverages are served or provided on University of Georgia property. These guidelines apply to all events at The State Botanical Garden of Georgia regardless of whether the event is sponsored by a University unit, external entity, or private individual. Strict observance to these guidelines is required. 1. Check Identification. Alcoholic beverages must not be provided or served to persons below the legal drinking age. Therefore, the sponsoring University unit or University official, agent, or employee must check for proper identification before serving any alcoholic beverage and must reject any questionable forms of identification. 2. Refuse to Serve Intoxicated Guests. If a participant or guest appears intoxicated, the sponsoring University unit or University official, agent, or employee must not serve any additional alcohol to that person. Furthermore, a reasonable effort should be made to arrange a safe trip home. 3. Provide Non-Alcoholic Beverages. The sponsoring University unit or University official, agents, or employee should provide plenty of non-alcoholic beverages so as to avoid the problem of â&#x20AC;&#x153;forcingâ&#x20AC;? guests to drink alcoholic beverages because there is nothing else to drink. There needs to be parity between the quantity and variety of nonalcoholic beverages. 4. Serve Food. When alcohol is served or provided at a lunch, dinner, or reception, there needs to be plenty of food available. 5. Do Not Permit Self-Service of Alcoholic Beverages. The sponsoring University unit or University official, agent, or employee should use staff members or hired bartenders to serve alcoholic beverages in order to limit the size and number of drinks being served and to spot those who may be intoxicated. Where the function involves a sit-down meal at which alcohol is served, waiters and waitresses should be instructed to ask before automatically refilling wine or liquor glasses. 6. Restrict Alcoholic Beverages to a Controlled Area. The sponsoring University unit or University official, agent, or employee must take adequate steps to ensure that alcoholic beverages are not allowed outside the predetermined boundaries for the event. All alcoholic beverages should be consumed or disposed of by all guests or participants before they leave the premises. 7. Limit or Eliminate References to Alcoholic Beverages in Advertisements. Advertisements or invitations to University events where alcoholic beverages are being served should emphasize the nature of the event, and not the alcoholic beverages. Keep references to the type and quantity of alcoholic beverages to be served out of promotional materials. 8. Addendum to the UGA policy for the Day Chapel at The State Botanical Garden of Georgia: Only champagne, champagne punch, white wine, and non-alcoholic beverages may be served or consumed in the reception hall and on the garden terrace. No beer bottles, cans, kegs or open-bars are permitted. Absolutely no food or drink is permitted on the sanctuary level. All other University guidelines and restrictions apply. 9. Addendum to the UGA policy for the Callaway Building: No red wine or grape juice may be served in this facility. No food or drink is permitted in the auditorium. All other University guidelines and restrictions apply. 10. Addendum to the UGA policy for The Garden Club of Georgia, Inc: No red wine or grape juice can be served in this facility. Kegs are NOT permitted. Absolutely no food or beverages on the front entrance level. All other University guidelines and restrictions apply.


CLEAN UP AND DAMAGES Administration

Gardenside

Other

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

No

___ ___ ___ ___

___ ___ ___ ___

___ ___ ___ ___ ___ ___

___ ___ ___ ___ ___ ___

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:

Date:

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

Date:

ADDITIONAL COMMENTS:

Sample Gardenside Room Contract  

This is a sample contract. An official contract may only be presented to a renter directly from the State Botanical Garden of Georgia Rental...

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