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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 Garden Club of Georgia Terrace 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 $500 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 $250.00 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 processing. Renters will be assessed for clean up and damages exceeding $500.00. 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. Only folding, white 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 Terrace 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 Terrace Room. Butterflies, birds, and other living organisms may not be released inside in the Terrace 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 Terrace 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 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 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 Terrace 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 Terrace 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 Terrace 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 catering kitchen is available for use in the Terrace Room. It is the responsibility of the renter to contract for food and beverage service if required. For events catered in the Terrace Room, a 15% 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 No red punch or red wine may be served in the Terrace Room. 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 Terrace Room. However, a dance floor is required if there will be dancing at your event. A dance floor and a piano can be rented through the Rental Office at an additional cost. A


projector and podium with mic 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 CHECKLIST FOR TERRACE ROOM Caterers/Clean-up person(s): (Please check yes or no by each item. After completing the form please return it to the Event Staff person on duty. The Event Staff person will initial each section if everything is satisfactory. Remember failure to clean-up will result in the forfeiture of the security deposit.) ENTRANCE FOYER: Yes

No

___ ___ ___ ___ ___ ___ ___

___ ___ ___ ___ ___ ___ ___

Piano and tables have been checked for condensation from drinks. Rug has been vacuumed and checked for damages. Antique clock, lamps and other furnishings are present and undamaged. Stairs have been swept (as necessary). Trash has been removed from foyer and front sidewalks. Foyer furniture is in place. Elevator has been checked and cleaned (as necessary). EVENT STAFF INITIALS:

Additional comments? ___

RECEPTION HALL/REST ROOMS/PASSAGEWAYS: Yes

No

___

___

___

___

___

___

___ ___

___ ___

___

___

___

___

Rental equipment such as kneeling bench, candelabras, floral stands, sound equipment, etc., have been removed from premises. Remove garment bags, hangers, etc., from restrooms and coat closet and remove any items left by guests, florist, photographer, etc. All decorations including floral arrangements, bows, candles, etc. must be removed from premises. Rug has been vacuumed and checked for damages. GCG tables and chairs have been stacked neatly on carts and returned to designated areas in the storage room. Trash receptacles have been emptied and trash bags haven been replaced including restrooms. Trash has been removed from premises. EVENT STAFF INITIALS:

Additional comments? ___

KITCHEN: Yes

No

___ ___ ___ ___

___ ___ ___ ___

___

___

___

___

Catering equipment and/or rental items used for event have been removed. Sinks, counter tops, and any spills in oven, microwave, warmer, etc., have been cleaned. Floor has been swept and mopped. Supplies, food, beverages (including items in refrigerator, freezer, warmer, etc.) have been removed. Appliances have been turned off and the dishwasher drain trap has been cleaned. Water has been completely drained from the dishwasher. Trash* has been removed from premises. EVENT STAFF INITIALS:

Additional comments? ___


OUTDOOR PATIO/ENTRANCE: Yes No ___ ___ ___

___ ___ ___

Trash* from outdoor areas used has been removed. Signage, bows, etc., from grounds has been removed. Any decorations (toilet tissue, crepe paper, cans, silly string, etc.) that dropped from departure vehicles in the parking lots and exit drive from building to main highway has been removed. EVENT STAFF INITIALS:

Additional comments? ___

Miscellaneous:  All equipment (chairs, tables, tents, etc.) leased from an outside vendor must be removed immediately after event. No overnight storage allowed. *Trash must be deposited in dumpster located in a fenced enclosure on the right-hand side of the Chapel drive exit or taken off site by caterer, cleanup crew, or rental client.

Event Staff’s Signature:

Date:

Rental Client’s Signature:

Date:

ADDITIONAL COMMENTS:

Sample Terrace 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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