 |
 |
|
Room Rental Guidelines The Olbrich Botanical Center is made available for use by all groups through the support of the City of Madison's Parks Division in partnership with the Olbrich Botanical Society. Reasonable rules and guidelines have been established to assure the maximum enjoyment of this facility. Your consideration of these policies will be greatly appreciated. If you need an interpreter, materials in alternative formats or other accommodations to access this service, activity or program, please contact: (608)246-4550 or TDD (608) 267-4980 Table of Contents
Rules Re: use of Olbrich Images and Name for Your Rental Event The Olbrich Botanical Center was built and funded to promote the art, science and knowledge of the plant world. Therefore, garden clubs and plant societies engaged in horticultural activities are given reservation preference. Meetings, parties and other social or cultural activities are permitted on an availability basis. Individuals or groups utilizing the Olbrich Botanical Center for room rental must comply with these Facility Rental Guidelines and all other applicable rules and policies. Failure to comply with these rules will result in the loss of utilization privileges. Individuals or groups utilizing the Olbrich Botanical Center for a wedding ceremony should refer to the Wedding Ceremony information piece for all applicable rules and policies related to use of the Gardens for a wedding ceremony. Any group who uses the Olbrich Botanical Center is responsible for ensuring compliance with the Americans with Disabilities Act of 1990 and all other applicable federal, state and local laws. Rental rates per room(s) vary according to the classification of the "Group." Groups are defined as either horticultural, public, civic or social organizations or private groups. Group I - Garden clubs or plant societies engaged in horticultural activities. Group II - Non-profit public, civic or social organizations (conducting official business) which are not charging a fee, soliciting donations, selling tickets or admission. Group III - Organizations or parties engaged in activities in which funds are raised, admission is charged, donations solicited, tickets are sold or products sold prior to or during the activity. All groups or individuals are responsible for the behavior of their guests and invitees. Groups or individuals specifically shall take responsibility for alcohol consumption of guests and any behaviors which may be harmful to any of the facilities, including the plant life, building, grounds, landscaping or other property of Olbrich Gardens. A. Commercial use of the Olbrich Botanical Center is prohibited.
The Olbrich Botanical Center offers the Atrium, Evjue Commons, and Upstairs Meeting Room for rental Tuesday through Saturday. Olbrich sets up and provides for all tables and chairs needed to support your event, excluding wedding ceremonies. A range of audio-visual and presentation equipment is available. Atrium The Atrium is on the lower level of the original building. This open and airy room features glass walls and a vaulted glass ceiling with plants and will accommodate the following:
The Conservatory is a 10,000 sq. ft. glass area that houses a
tropical plant collection. The Conservatory is available after
public hours for private rental. Food or drink are not allowed
in the Conservatory. A minimum fee is charged for after hours private
use.
Evjue Commons The Commons Kitchen. Limited kitchen facilities are available for the users of the Evjue Commons. User Groups II and III will be charged a kitchen fee if they choose to bring in their own food (possible with less than 50 guests - see Pot Luck in section VIII - D). This fee is used to cover the use of coffee pots, refrigerator and stove. The kitchen is solely a warming kitchen and cannot be used for major meal preparation. There is no kitchen fee if you use an Approved Caterer. Dishes of any kind, serving ware, cups, towels and the like are not available in this kitchen. The Rennebohm Foyer is a public access area. Food service, bar service, photography sessions, registration tables, meeting break-out areas or the like cannot be set-up in this area. The Evjue Commons and the Rennebohm Foyer are public art exhibit sites. All art work on all walls must remain hanging during a private event. Upstairs Meeting Room The carpeted Upstairs Meeting Room is on the upper level of the original building. It features long windowed walls and beautiful views of the Gardens. All windows are fitted with mini-blinds for room darkening capability. The Upstairs Meeting Room is accessible by stairs or elevator. A deck overlooking the gardens is included in this rental space. The Upstairs Meeting Room will accommodate the following number of guests per setup:
The Upstairs Kitchen. Limited kitchen facilities on the second floor of the original building are available for the users of the Meeting Room and the Atrium. User Groups II and III will be charged a kitchen fee if they choose to bring in their own food (possible with less than 50 guests - see Pot Luck in section VIII - D). This fee is used to cover the use of coffee pots, refrigerator and stove. The kitchen is solely a warming kitchen and cannot be used for major meal preparation. There is no kitchen fee if you use an Approved Caterer. Dishes of any kind, serving ware, cups, towels and the like are not available in this kitchen. Reservations are required for all groups wishing to rent the Olbrich Botanical Center. The Gardens are open as a public gardens 7 days a week. As a rental facility, the Gardens' rooms are available for rental on any Tuesday through Saturday. All room rental reservations are made by calling the Olbrich Facility Rental Office at 246-4733, Tuesday through Saturday from 8:00 - 4:00. Group I is given priority scheduling where possible. Groups II & III may reserve the facility for the following year after March 1. VI. FEES, DEPOSITS AND FORFEITURES All fees are billed immediately after the reservation is made. Fees are payable by cash, check, MasterCard or Visa. There is no down-payment process. Full payment is due within two (2) weeks after the invoice date. Fees are subject to change. All fees quoted to prospective users will be honored for the duration of the calendar year. Users leaving facilities in a manner that requires more than customary cleaning will be billed $25.00 per hour to cover added costs. Failure to pay will result in loss of use privileges. Cancellations made at least six (6) months prior to the reservation date will be assessed a 20% administrative fee. Otherwise, fees are forfeit unless the room can be rented to another individual or group for the same time period, at which time an 80% refund will be issued. There are No Refunds for the cancellation of a wedding ceremony at Olbrich Gardens unless the reserved space is rented to another individual or group for the same time period in which case an 80% refund will be accorded. Please refer to the Wedding Ceremonies brochure for all applicable rules and guidelines related to ceremonies held at Olbrich Botanical Gardens. VIII. GENERAL RULES AND REGULATIONS The following rules must be adhered to: A. Smoking is not permitted in any part of the Botanical Center at any time. Sand ash bins are placed outside the main entrance front doors and Commons terrace. B. Bar service is available on request. State regulation dictates that Olbrich have only one liquor service provider. All alcoholic beverages must be sold and served through this vendor only. You contract directly with this vendor for your alcoholic beverage service needs. This vendor will tailor their services to meet your needs. C. All professionally prepared food must be catered by one of a group of approved caterers that are contracted to provide services at Olbrich Gardens. You contract directly with the caterer of your choice from a list we will provide. All caterers pay a fee of 12% of the total food bill directly to Olbrich Gardens to help support the costs unique to a catered event. The12% is due on any food brought to Olbrich Gardens, whether delivered by the caterer or picked up by individuals. D. Pot Luck is a food service option for groups of 50 or less. A Pot Luck is defined as food that is prepared at home and NOT prepared by a professional individual, restaurant, grocery store or the like. Groups having a Pot Luck or having drop-off food service from an Approved Caterer will be responsible for cleaning of the kitchen and all areas utilized, removal of table cloths, personal equipment and assuring that the premises are in the same good condition as when the group took responsibility for the premises. This includes but is not limited to the following:
E. Private caterers share in the responsibility for the use of the premises. Caterer shall be governed by the "Caterer's Guidelines." F. All evening events must conclude at 10:00 p.m. Tuesday - Thursday, 11:00 p.m. Friday and Saturday. G. The storage of any equipment or other accessory items belonging to the users is not permitted. Olbrich Gardens is not responsible for any equipment or other accessory items left at Olbrich Botanical Center at any time. H. The use of nails, screws, tape, tacks or the like to fasten decorations or other materials to walls, doors or from the ceiling is strictly prohibited. I. Candles are allowed only if the flames are enclosed in a glass rose bowl, hurricane lamp or the like. J. Glitter, rice, bird seed, confetti and the like cannot be used as table top decorations or for throwing. K. Olbrich has free, on-site parking for up to 250 cars. L. Table cloths are not available through the gardens. M. Guests are welcome to walk and enjoy the outdoor gardens as part of any evening rental. Payment is by CASH, CHECK, MASTERCARD or VISA. Please make checks for reservation fees payable to: Olbrich Botanical Gardens Mail to: Olbrich Botanical Gardens For information, please call (608)246-4733
|
Olbrich Botanical Gardens is owned and operated by the City of Madison Parks Division in partnership with the non-profit Olbrich Botanical Society. |