Huntsville
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Rental Terms and Conditions

Smoking is not permitted in any of the buildings under any circumstances.

Please note that all outdoor venues, except for the Pavilion, require rental of an indoor facility to provide guests with shelter in the event of inclement weather.

Booking Reservations

An event may be booked in person or by phone or email. Events are booked only when the Facility Rental office receives both:

1. A rental contract signed by the person responsible for payment and
2. The non-refundable rental deposit (50% of the rental fee).
Please make checks payable to Huntsville Botanical Garden or HBG.
Rental clients are required to make an appointment to view the facilities in person.

Final Payment

The final payment includes the rental balance and any other costs incurred by the event that may include, but is not limited to, additional time purchase, security fee, bartender fee, etc. This final payment is due 30 days prior to the event.

Cancellations

If a reservation is cancelled prior to 30 days before the event, the Garden withholds the rental deposit. If a reservation is cancelled within 30 days of the event, the Garden withholds the entire rental fee. A date transfer (from one date to another) is considered a cancellation and all policies listed above apply. The new date selected would be considered a new contract and full rental fees would apply.

Flip Fee

An additional fee is charged in the event a client would like to have a wedding ceremony and reception in the same space, requiring Garden staff to change ceremony/theater style seating to reception tables and seating. The amount of the flip fee is dependent on the venue.

Damage Retainer

A damage retainer is required (separate check or credit card number) at the time of the final payment. The damage retainer will be returned, destroyed, or not charged, provided all venues are clean and damage free. Damage includes, but not limited to, any damage to garden property, facilities, equipment or grounds. This also includes the removal of any decorations or items left behind. The amount of the retainer is dependent on the venue(s) rented.

Outdoor Venues

All outdoor venues (except for the Pavilion) require rental of an indoor facility to provide guests with restroom access and shelter in the event of inclement weather.

Outdoor Furniture and Rental Equipment

The Garden does not supply outdoor furniture. Rental furniture is permitted in designated areas. All rental furniture/equipment must be delivered on the day of the event. Rental furniture must be picked up immediately following the event unless other arrangements are made in advance through the Facility Rental office. The Garden is not responsible for the setup or breakdown of rental items, and the Garden reserves the right to determine appropriate setup and breakdown times for rental items. The Garden reserves the right to charge an additional day rental fee for unscheduled early deliveries or late pick-ups.

Schedule

Rentals are typically for six to ten hours and include set-up, clean-up and the actual event. If additional set-up time is needed, it must be scheduled in advance, subject to staff and facility availability. Extra hours may be purchased. The fee for extra hours is dependent on venue. Actual event time must end no later than 11:00 p.m. (leaving until 12:00 a.m. for clean-up). Exceptions to the ending time of an event may be made on a case-by-case basis and must be approved in advance by Facility Rental. A fee of $500 per hour is charge for rentals after midnight. Additional security charges will also apply. All bars must close 30-minutes prior to the end of an event.

Clean-up and Trash

Remove all decorations and supplies. Clear all tables of food, tablecloths, supplies, decorations, etc., and place in trash containers. Please do not overfill. Extra trash bags are provided. HBG staff will remove trash bags. Any remaining items in event space(s) or not in trash containers may result in the loss of the damage deposit.

Security

A security officer must be present for all events after Garden hours and for all events with alcohol service. There is a $200 fee for a four-hour security officer; $50 per additional hour.

Catering

The Garden does not provide catering services. The Garden requires the use of a licensed caterer. Any deviation from this policy must be discussed and approved by the Facility Rental office. A Catering Checklist will be provided and applies to anyone using our kitchens.

Catering Kitchens

The following equipment is standard in our catering kitchens: icemaker, refrigerator/freezer, prep table(s), microwave, warming oven(s), storage racks, and triple sinks. Trash bags and paper towels are provided by the Garden. Please note: the Garden does not provide utensils (cooking and otherwise), ingredients, tablecloths or other linens, towels, potholders, coffee pots, or dishwashing cleaning supplies.

Appliances

Caterers are responsible for the safe care of all appliances. Please report any malfunctions to the Facility Rental staff. Please do not use any harsh abrasives on stainless steel surfaces.

Decorations

Absolutely no nails, staples, or push pins are allowed. Gaffers tape is the only tape permitted to secure cords, paper, linens, etc. to floors. Existing furniture, artwork, and fixtures, indoor and outdoor, must remain in place, no exceptions. Bubbles, lavender, real flower petals, or glow sticks may be used in outdoor venues. No rice, seeds, or silk flower petals may be used. Any decorations left behind shall result in forfeit of damage deposit.

Signage

All signage must be approved in advance by Facility Rental.

Wedding Rehearsals

A one-hour rehearsal may be arranged on a day before the wedding. The rehearsal must take place during Garden hours and is subject to availability.

Guests

Rental of a Garden facility, with the exception of the Pavilion and the Amphitheater, includes admission for all guests invited to the event. However, after the Garden closes, guests must remain in the rented area only. Please supervise children for their safety, especially around pond areas.

Photography for Facility Wedding Events

The Garden is available for photo opportunities, at no charge, with facility rental. Photography sessions prior to your wedding must be scheduled with the Facility Rental office. Shuttle service is available for photography on the day of your event for a fee of $100. Shuttle service for photos taken on a day other than the event day must be scheduled through the Facility Rental office and will be charged at a fee of $50 per hour.

Photography for Non-Facility Events

If you would like to have professional photographs made in the Garden without a facility rental, please see the Photography Application for more information. Fees for Professional Photography in the Garden are listed on the Photography Application.

Emergencies

Locate the fire extinguisher and emergency exits. Please notify the Facility Rental staff or Security Officer in case of an emergency.

Vendor Parking

Arbor: Vendors may load and unload on the patio behind the Arbor. All vehicles must then be moved to the main parking lot.
Murray Hall: Vendors may load and unload at the flagpole next to Murray Hall and move to the guest parking lot across from Murray Hall and the Visitor Center afterward.

Cleaning and Trash Disposal

Dispose of all food, trash, decorations, etc., in trash bags and secure the bags. Leave the closed trash bags in the kitchen for pick up. Caterers are responsible for leaving the catering kitchen exactly as found; this includes sweeping/mopping, wiping down surfaces, and removing all food and preparatory items. The Garden staff member will provide a checklist for the caterer which must be completed and signed before departure.




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