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Thank you for your interest in hosting your event at the Chicago Botanic Garden. The Garden setting, with its wonderful vistas and year-round beauty, offers a departure from city alternatives, while remaining easily accessible to all of Chicago land. We look forward to making your event a success with our variety of unique settings available for groups of all sizes.


Included in Rental Fee

• Use of specific Garden area(s).
• Parking for all guest vehicles. Valet parking may be arranged for an additional charge.
• Security for set-up, event and breakdown.
• Staff electrician for the event.
• Custodial staff for set-up, event and breakdown. This staff will not be available to move your props, musical equipment, etc. Includes hourly check of restroom facilities.
• Assistance of our Rental Coordinator. The coordinator will work closely with the client to ensure that the event proceeds smoothly and efficiently. The coordinator will be present on the day of the event to help manage the set-up and activities.

Additional Rental Fees for Wedding Ceremonies and Cocktail Spaces

• Ceremony site rental fees are in addition to the rental fees for reception spaces. There will be a $2,000 rental fee for a ceremony site. An additional cocktail space may also be rented for $2,000.
• If the ceremony and the reception site are the same, the total rental fee will be the published rate for the reception site plus an additional $1,500.

Scheduling of Events

• The Chicago Botanic Garden is open to the public from 8:00 am until sunset every day except December 25.
• Evening events may begin at 6:30 PM.
• All events must end by midnight.
• Requests for time extensions may be submitted to the Facility Rental office in writing no less than 48 hours prior to your event date. If approved, an additional rental fee of $500 will be charged.
• Set-up for events can begin no more than two hours before the event start time. If extensive or unusual set-up is required, it must be arranged with the Facility Rental office and may be subject to additional fees. Set-up should not interfere with regular Garden activities.

Reservations, Deposits and Payments

• A two-week courtesy hold may be placed for a date without a deposit. If the Garden receives another request for the same date at the end of the courtesy hold period, you will be notified and asked to formally secure or release the date within 24 hours.
• Only one date may be placed on hold at one time.
• No date is considered confirmed until the Chicago Botanic Garden has received a signed contract and a deposit of fifty percent (50%) of the room rental fees.
• A signed contract and fifty percent (50%) deposit must be returned to the Facility Rental Office within fifteen (15) days of the mailed date of your contract or your date will return to open status.
• Payment of the estimated balance must be paid thirty (30) days prior to your event. Any expenses incurred during the event for table, chair, and equipment rental or for Tram use, AV needs, or insurance coverage, will be billed after your event.

Cancellations

• The fifty percent (50%) deposit made with the contract is nonrefundable and nontransferable.
• If the event is cancelled within thirty (30)-days of the event, the entire estimated balance will be due.

Conduct of Event

• Events must be in conformance with established Garden regulations for the use of the facilities, as stated in the Facility Rental Contract. Such use must not be in conflict with, or interfere with, any existing Garden functions.
• You assume full responsibility for the conduct of all persons attending the event and for any damage done to any part of the Garden, its collections, exhibit spaces or buildings during any time the rented premises are occupied by your guests, agents, invitees, employees or independent contractors.

Types of Events

• Certain types of events are not permitted at the Chicago Botanic Garden: religious meetings, and any form of gambling or related activity.
• Any organization seeking to use the Garden’s facilities for an event involving an admission charge or fund-raising must be qualified as a not-for-profit, tax-exempt organization under section 501 (c)(3) or other sections of the Internal Revenue Code. A copy of the IRS determination letter must be provided to the Chicago Botanic Garden prior to executing the contract.

Catering

To ensure the success of your event, we have selected an exclusive catering team at the Chicago Botanic Garden. Your Rental Coordinator will help to make all arrangements with the caterer.


Additional Services/Suppliers/Vendors

The following equipment and services are provided through the Chicago Botanic Garden for an additional charge:

• Tables, Chairs and Equipment
• Heaters and Fans
• Audio-Visual Equipment and Personnel
• Tours/Trams
• Valet Parking
• Special Lighting

For the following services, the Garden can recommend suppliers and vendors who are versed in the unique requirements of servicing events at the Chicago Botanic Garden:

• Florists
• Entertainment
• Theme Props
• Overnight Accommodations
  
  

• You may employ your own vendors for services other than those provided by the Chicago Botanic Garden. Names and phone numbers of all vendors you employ must be submitted and approved by the Garden at least thirty (30) days in advance of your event.
• The Garden is not responsible for the set-up and removal of props, decorations and signage.
• The Garden does not provide storage facilities for events. All items used in conjunction with an event must be brought to the Garden the day of the event and immediately removed after the event.

Facility Rental Event Checklist

The Garden’s mission as a cultural and educational institution guides its operating procedures. Any event held at the Chicago Botanic Garden must adhere to certain guidelines. We provide this checklist to ensure that your event goes as smoothly as possible. The Garden’s Rental Coordinator will work closely with you to provide any assistance you many need.

• All clients who are renting space at the Garden are required to submit a certificate of liability insurance in the amount of $1,000,000 naming the Chicago Horticultural Society, the Forest Preserve District of Cook County, their officers, employees and volunteers as additional insured’s. The Garden can provide this coverage for you for a small fee.
• All promotional copy, guest invitations and printed materials relating to your event at the Chicago Botanic Garden must be submitted to the Garden for review and approval before being printed. Please allow sufficient time for this approval. A formal copy of the mailed invitation is required for our files.
• Unless specific arrangements are made prior to your event, all event materials, decorations, etc. must be removed from the Garden immediately after your event. The Garden does not provide staff to assist with the installation or removal of these materials.
• Uncovered candles, helium balloons, confetti, rose petals and glitter are not allowed at the Garden.
• No decorations or other items may be hung in any Garden areas, unless special written approval is obtained from the Chicago Botanic Garden.
• All deliveries to the Garden must be pre-arranged with the Garden at least seven (7) days in advance of your event.
• At least two weeks prior to your event, we request a walk-through with you, your florist, your musicians, and other involved parties to discuss your event set-up. Additionally, please provide us with the phone numbers of all involved parties.
• A guest list for your event must be provided at least one week prior to your event.

The Chicago Botanic Garden is a non-profit horticultural museum operated exclusively for educational and scientific purposes. Thank you for helping to make our services to the community possible.