Events at the Garden. Facility Rental Policies + Procedures

Transcription

1 Events at the Garden Facility Rental Policies + Procedures Our Mission is to inspire understanding, appreciation and conservation of plants in gardens and natural areas, and to advance a sustainable relationship between people and nature. Decisions regarding the use of our facilities are made with these principles in mind. Our policy requires GREEN practices to reduce the environmental impact of your event. APPLICATION PROCEDURE Inquiries for facility rentals of the North Carolina Botanical Garden s (NCBG) Allen Education Center and surrounding grounds can be made to Lauren Deal, Event Manager, at or laurende@unc.edu. Confirmation of the rental space will be made by the Event Manager upon the approval of date and space and the return of the signed agreement and deposit. HOURS OF AVAILABILITY Event scheduling is dependent upon availability of space and NCBG staff coverage. Events that require excessive parking (ex receptions) and outdoor events (ex wedding ceremonies) are restricted to closed hours. See Rental Rates sheet for specific timing. PAYMENT A non-refundable 25% deposit is required to confirm rental use and hold the event date and space. Full payment plus a refundable $500 Damage Deposit is due no later than 30 days prior to the scheduled event. If full payment is not received 30 days prior to scheduled event, your reservation may be cancelled with no refund of the deposit. Acceptable methods of payment include: check, cash, MasterCard, and Visa. Checks should be made payable to the North Carolina Botanical Garden. In the event of a returned check, the check value plus a returned check fee of $30 must be redeemed within 48 hours of notification to hold the scheduled date. 1

2 CANCELLATION POLICY No cancellations will be accepted from anyone other than the person identified as the Representative of User Group. Cancellations must be in writing. The rental fee, less the 25% deposit, will be refunded if the event is properly cancelled at least 30 days preceding the scheduled event. If a cancellation is made less than 30 days of scheduled event, the full rental fee will be forfeited. Full refunds will be made in the event that NCBG cancels a function and an alternative date cannot be scheduled. ADDITIONAL RENTALS The NCBG provides some tables and chairs for indoor rental spaces at no additional cost. The Facility User is responsible for any rental delivery, pickup and setup from an outside vendor. Rentals from outside vendors must be delivered on the day of the event, and picked up no later than 24 hours after the event ends. Alternate delivery/pickup times must be approved by the Event Manager. FOOD, BEVERAGE AND OTHER DISPOSABLES All groups must adhere to our Green Events at the Garden policy (Page 4). We require the use of GREEN products and sustainable practices. All disposable products must be recyclable or compostable. We do not allow individually-sized plastic bottles. See Page 4 for more details. CATERERS Catering is the responsibility of the Facility User. All caterers must clean and leave the space(s) used as it was found. A list of approved caterers is listed on our website (ncbg.unc.edu/facility-rental). Only these vendors may caterer events at the NCBG. These caterers are familiar with our facilities and green event best practices and have agreed to provide food and beverage service in accordance with the Memorandum of Agreement between the caterer and the NCBG. Every effort must be made by the Facility User and caterer to reduce, reuse, recycle and/or compost waste. ALCOHOLIC BEVERAGES Unauthorized alcohol use is not permitted at any time at the Garden. Violations of the Alcohol Guidelines and Agreement (Page 5) will result in the immediate termination of the event without refund and forfeiture of customer s entire security deposit. SALE OF MATERIALS Only materials pre-approved by NCBG that are related to the event being conducted may be sold. NCBG will not provide sellers. EXHIBITORS Exhibitors who are part of an event are subject to approval by the University of North Carolina at Chapel Hill and NCBG. NCBG retains the right to enforce guidelines regarding factors such as exhibit size and function. FLORAL ARRANGEMENTS The Facility User is responsible for hiring a florist or providing flower arrangements, containers and/or decorations. Flowers and plants must have a liner tray to prevent water damage to furniture or floors. All floral decorations must be removed from the building at the end of the event. The NCBG encourages the use of southeastern native plants and live plants as arrangements. We do not allow the use of the exotic invasive plants in arrangements, as the discarding of them can harm the environment. For a list of invasive plants, please see: DECORATIVE MATERIALS If you need to hang or otherwise display materials, please discuss appropriate display methods with the Event Manager. No NCBG fixtures, including plants, containers or other equipment or adornments may be removed from outdoor spaces. If items must be moved, the Event Manager will approve and conduct the removal. AUDIOVISUAL The facility use fee includes LCD projector and screen equipment set up and instructions, only. Audiovisual is available in all indoor spaces except for the Growing Classroom (C110). Audiovisual technical support is the responsibility of the Facility User. MUSIC AND ENTERTAINMENT The Facility User is responsible for hiring musical entertainment if needed. A designated place will be determined for the location of the entertainment. Equipment such as speakers, instruments, stereos, etc. is furnished by the Facility User or the entertainment. All entertainment and associated setup must be approved at least 30 days in advance. 2

3 PROHIBITED EQUIPMENT The use of tents, tiki torches, luminaries, and other sources of combustion are not permitted. Candles are allowed, but should be in an enclosed vessel, such as a votive. Carpet or aisle runners may be used on hard surfaces only. The throwing of rice, birdseed, confetti, or party string is not permitted. SET-UP AND CLEAN-UP All groups must arrive fully prepared to conduct their business. The NCBG staff cannot provide office supplies, access to photocopying or fax machines, computer access, or similar equipment to any group or individual, including University-based departments. The NCBG will clean the floors and restrooms, but groups are otherwise responsible for leaving spaces as they found them. The NCBG will provide compost, recycling and trash bins, but groups must make arrangements to properly dispose of all food, trash and recyclables at the end of the event. All event equipment, supplies, and materials must be removed from the facility within the scheduled time of your event, unless previous arrangements have been made with the Event Manager. The $500 damage deposit will not be refunded if the space is not left as it was originally found within the scheduled timeframe. LIABILITY NCBG disclaims any responsibility for any personal property or equipment of user group that is lost or damaged during the event. Any damage to the NCBG facilities, equipment, gardens, and/or grounds that exceeds the $500 damage deposit must be reimbursed by the Facility User. Charges for damage or loss to any building or grounds may include the replacement cost if the item is damaged beyond repair or is lost, the cost of labor to repair the item, cleaning costs and a damaged item service fee to be determined. In addition, the $500 damage deposit will not be refunded. SMOKING As part of The University of North Carolina at Chapel Hill, the NCBG is a non-smoking facility. Smoking is therefore not permitted in anywhere on the property, including indoor rooms and outdoor spaces. OUTDOOR RENTALS AND INCLEMENT WEATHER Reservations for outdoor spaces do not include back-up indoor space for inclement weather. If you wish to rent additional space as a backup, this must be done at least 48 hours in advance and is dependent on availability of space. This rental fee is non-refundable. In the event of adverse weather conditions that pose danger, outdoor facilities at the NCBG are closed as a matter of policy. In the event that outdoor facilities are closed due to weather, the Event Manager will work with you to come up with an alternative space at the NCBG or find another available date. If Facility User should decide to cancel and not re-book the event on another date, a 50% refund will be provided, as the NCBG cannot be held responsible for inclement weather. RATES The Event Manager can provide the most current list of rates upon request. MATTERS NOT HEREIN PROVIDED All matters not expressly herein provided for shall be in the discretion of NCBG. 3

4 Green Events at the Garden We ask you our program leaders and participants, users and visitors to please help us to pursue our mission and honor our LEED Platinum Certified Education Center. In an effort to conserve natural resources, we request that you hold sustainable, trash-free events when you rent our facility. We strongly encourage the following practices some are required while others are suggestions while preparing for your event. REQUIRED GUIDELINES The NCBG prohibits the use of any individually-sized plastic bottles or containers. For example, you may not provide your guests with bottles of water, but you may provide water in pitchers or bulk coolers. You can also encourage your guests to bring their own water bottle that they can refill in the water fountain! Any disposable tableware that you use MUST be compostable from plates to utensils and tablecloths to coffer stirrers! The Event Manager will be happy to provide suggestions of where to buy these items in bulk. Please check the additional green event practices you plan to implement at your event! Provide beverages in pitchers or bulk coolers Recycle! However, ensure that your plastic or other items can be locally recycled. Although many plastic products have a recycling logo, many cannot be locally recycled. Aluminum and steel can be recycled if they are clean of any food residue. Paper, newsprint and paperboard are all standard recycling items. Compost all food and disposable dishes. The NCBG will provide the compost bin! Most soiled paper products can be composted, but try to avoid those with waxed or foil layers. Use seasonal and locally grown food where possible or request that your caterer do so. Reduce paper. Provide handouts or other documents electronically free wireless access is included with your facility rental! Use biodegradable tableware. Or even better, provide reusable tableware! The Event Manager would be glad to put you in touch with a rental company that can provide these items. Avoid overly packaged products, and instead use reusable containers or request that your caterer do so. Photos by Rebecca Ames 4

5 Alcohol Guidelines + Agreement If alcohol is served, the Facility User will be responsible for the procedures listed below. The NCBG follows the Guidelines for Serving Alcohol as described by the University of North Carolina at Chapel Hill ( edu/files/2013/03/alcohol.pdf): The serving of alcohol is limited to beer and wine with a 14% or less alcohol by volume content. Except for University holidays, no alcohol may be served on a weekday until after 5:00 p.m. Only the UNC-Chapel Hill Chancellor or his designate may authorize an exception to this provision. No alcohol may be served on a Saturday or Sunday until the NCBG has closed without prior approval. Access to the event must be limited to invitees and controlled throughout the event. The event may not be open to the public. For outdoor events, special steps must be taken to control access and delineate the area for the event. A sufficient amount of alternative, nonalcoholic beverages must be available. A sufficient amount of substantial, wholesome food (heavy hors d oeuvres or dinner) must be served. There must be a professional bartender. No self-service of alcohol is permitted. A reception with alcoholic beverages that is followed by a full meal may last no longer than one hour. A reception with alcoholic beverages that is not followed by a full meal may last no longer than two hours. Contract with an NCBG Approved Caterer who is licensed by the State of North Carolina to serve alcohol, and provide a copy of the license. Ensure that the caterer buys and serves any alcohol available during the event. It is a violation of North Carolina state law to serve alcohol to anyone under 21 years of age. It is the user s responsibility to be certain that individuals under the age of 21 are not served or provided any alcohol. If individuals under age 21 will be attending the function, the User hosting the event must take precautions to be sure that no one under 21 is served alcohol. Ensure that alcohol consumption does not interfere with the safety of self, others or the law. If, at any point during the event, a Garden staff member determines that the amount of alcohol being consumed is unsafe, serving will cease. Photo by Kelly Martin Photo by Rebecca Ames Photo by Donn Young 5

6 Facility Rental Application Upon completion, please return this application along with the signed/initialed pages to the Event Manager. Upon approval, the Event Manager will confirm the reservation and will send an invoice for the deposit or full rental fee via . DATE OF APPLICATION REPRESENTATIVE OF USER GROUP ORGANIZATION/FACILITY USER PURPOSE OF FACILITY USE ADDRESS PHONE EXPECTED HEADCOUNT REQUESTED DATE + TIME DATE(S) SETUP/ARRIVAL TIME to EVENT TIME to CLEANUP/DEPARTURE TIME to FOOD + BEVERAGE WILL THERE BE FOOD/BEVERAGE AT THIS EVENT? WILL BEER/WINE BE SERVED AT THIS EVENT? WHICH NCBG APPROVED CATERER WILL CATER? RENTAL SPACE Please check the appropriate box(es). See Rental Rates sheet for more details. Joslin Classroom I (C106) Joslin Classroom II (C107) Joslin Combined Classroom (C106 + C107) Growing Classroom (C110) Bell Seminar Room (A115) Reeves Auditorium North Reeves Auditorium South Reeves Auditorium (A102) Garden Space (subject to approval) AMENITIES Please check the appropriate box(es) for the amenities you will need. Amenities are available in all rooms unless otherwise indicated. If an item is not available, NCBG will notify you as soon as possible. LCD Projector + Screen (all rooms except Growing Classroom; computer not provided by NCBG) Flipchart Stand (2 available; paper and markers are not provided by NCBG) Whiteboard (available in Joslin Classrooms only; markers provided) Microphone (handheld or lapel; available in Reeves only) Podium 6

7 Release + Hold Harmless Agreement I have read, and I understand and accept the terms of the NC Botanical Garden: FACILITY RENTAL POLICIES + PROCEDURES (page 1-3) GREEN EVENTS AT THE GARDEN (page 4) ALCOHOL GUIDELINES + AGREEMENT (page 5) As part of the consideration for holding my meeting/event at the North Carolina Botanical Garden (NCBG), I, on behalf of my user group, hereby release, hold harmless, and forever discharge The University of North Carolina at Chapel Hill, and its employees and agents acting within the course and scope and of their official responsibilities from any and all liability, claims, demands, actions, and causes of action whatsoever arising out of or related to any loss, property damage, or personal injury, including death, that may be sustained while using/renting the facilities of the North Carolina Botanical Garden, except for damages caused by the negligence of the University, its agents and employees. I am fully aware of the risks and hazards associated with this event. I agree that this is binding on me, our heirs, assigns, and personal representatives. I hereby certify that I have the authority to enter into this agreement, including the release and hold harmless portions, on behalf of my user group. I further certify that I am 18 years of age or older. Printed Name of Representative of User Group (Must be 18 years of age or older) Signature of Representative of User Group Date Accepted on Behalf of the North Carolina Botanical Garden NCBG Office Use Only: Event Type Total Rental Fee Invoice # 25% Deposit Date Deposit Received Fee Less Deposit Date Full Payment Received 7

8 Facility Rental Rates Rates for facility rentals at the North Carolina Botanical Garden are listed below. These rates apply to events that are booked July June 30, The NCBG rentals have a 4 hour minimum. Setup and cleanup should take place within your rental time. HOURS OF AVAILABILITY The following are the hours that facilities at the NCBG are available for rental. Facilities are not available on University holidays. DAY OF WEEK OPEN HOURS CLOSED HOURS Monday 8:00 AM - 5:00 PM 5:00-10:00 PM Tuesday 8:00 AM - 5:00 PM 5:00-10:00 PM Wednesday 8:00 AM - 5:00 PM 5:00-10:00 PM Thursday 8:00 AM - 5:00 PM 5:00-10:00 PM Friday 8:00 AM - 5:00 PM 5:00 PM - 12:00 AM Saturday 9:00 AM - 5:00 PM September - May 5:00 PM - 12:00 AM September - May 9:00 AM - 5:00 PM June - August 6:00 PM - 12:00 AM June - August Sunday 1:00-5:00 PM September - May 9:00 AM - 1:00 PM & 5:00-10:00 PM September - May 1:00-6:00 PM June - August 9:00 AM - 1:00 PM & 5:00-10:00 PM June - August RENTAL SPACE The following are the hours that facilities at the NCBG are available for rental. Note that setup and clean should take place within your rental time. The NCBG Event Manager can provide a quote for a specific event upon request. SPACE Joslin Classroom I (C106) Joslin Classroom II (C107) Joslin Combined Classroom (C106 + C107) Growing Classroom (C110) Bell Seminar Room (A115) Reeves Auditorium North Reeves Auditorium South Reeves Auditorium (A102) Garden Space RENTAL RATE $300 / 4 hours $75 / additional hour $300 / 4 hours $75 / additional hour $400 / 4 hours $100 / additional hour $400 / 4 hours $100 / additional hour $300 / 4 hours $75 / additional hour $600 / 4 hours $150 / additional hour $600 / 4 hours $150 / additional hour $1,000 / 4 hours $250 / additional hour $600 / 4 hours $150 / additional hour 8