Last updated 22-Feb-2014
Wedding Guidelines
Wedding Ceremony/Reception Information Congratulations and thank you for your interest in considering Arizona’s oldest botanical garden and arboretum as a possible venue for your wedding ceremony/reception. Boyce Thompson Arboretum is a stunning showcase of desert landscapes from around the world and is a picturesque location for outdoor wedding ceremonies. Should you choose Boyce Thompson Arboretum for your wedding ceremony/reception, we require that you be or become a member of the Arboretum at or above the Contributor level. Membership support allows the Arboretum to continue its mission to provide educational programming, protection of Arizona’s natural habitats, and continued development of its world‐class garden collections. As a Contributor member you will have unlimited free admission for up to three adults, plus children and grandchildren under the age of 18, for a full year. Other benefits include our quarterly newsletter, six guest passes for your friends, invitations to member‐only events, and our weekly eNewsletter if you would like more frequent Arboretum updates. Wedding receptions at Boyce Thompson are only available to couples whose wedding ceremony is held at the Arboretum. Arboretum grounds are not available for any other wedding receptions. Wedding Ceremony/Reception Reservations Ceremony/reception dates, times and locations are offered year‐round, subject to availability. Requests should be made as early as possible to secure your preferred date, time and garden location. To make a reservation, call the Arboretum (520.689.2723) and ask to speak with our Wedding Coordinator. Appointments are scheduled during regular business hours on Fridays, Saturdays and Sundays. The Wedding Coordinator will review options with you and submit a wedding ceremony/reception reservation request to Arboretum management for approval. If your wedding ceremony/reception request is approved, both a nonrefundable deposit of $200 and purchase or verification of Arboretum membership at the Contributor level or above ($100 membership) are due in order to reserve the date, time and garden location. Remaining fees must be paid in full at least two weeks prior to the wedding ceremony. Fees will be considered paid when received in the Arboretum Gift Shop. You will be given a cash register receipt as proof of payment at that time. 520.689.2723 37615 E US Highway 60, Superior, AZ 85173 Page 1 of 6 Last updated 22-Feb-2014
Wedding Guidelines
Wedding Ceremony Fees 1‐25 attendees* . . . . . . . . . . . . . . . . . . . . . . . . . . $ 400.00 + Contributor membership 26‐50 attendees* . . . . . . . . . . . . . . . . . . . . . . . . . $ 800.00 + Contributor membership 51‐75 attendees* . . . . . . . . . . . . . . . . . . . . . . . . .$1,400.00 + Contributor membership 76‐100 attendees* . . . . . . . . . . . . . . . . . . . . . . . .$1,900.00 + Contributor membership * Attendees include all adults and children over the age of two. The bride, groom, minister, other members of the wedding party, family, and friends, are all counted as attendees. These fees include admission into the Arboretum for your guests. Wedding Ceremony Additions Available for a Fee Tablecloth (ask about available options) . . . . . . . $ 10.00 each Extra table (6’ x 3’) (maximum 2 available) . . . . . $ 10.00 each Outdoor area heater (3 available) . . . . . . . . . . . . $ 50.00 each Dressing room (1 available) . . . . . . . . . . . . . . . . . $100.00 each Lecture room (1 available) . . . . . . . . . . . . . . . . . . $300.00 each Wedding Ceremony Garden Locations* Australian Pavilion . . . . . . . . . . . . . . . . . . . . . . . . 1‐25 attendees Perennial Garden . . . . . . . . . . . . . . . . . . . . . . . . . 1‐50 attendees Desert Legume Garden . . . . . . . . . . . . . . . . . . . . 1‐75 attendees Historic Smith Building Patio . . . . . . . . . . . . . . . 1‐100 attendees (only available after 4 p.m.) Picnic Area . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1‐100 attendees Pistachio Grove . . . . . . . . . . . . . . . . . . . . . . . . . . 1‐100 attendees Woodland Garden . . . . . . . . . . . . . . . . . . . . . . . 1‐100 attendees * All wedding ceremony locations are outdoors. No alternative space is available in the event of adverse weather conditions. 520.689.2723 37615 E US Highway 60, Superior, AZ 85173 Page 2 of 6 Last updated 22-Feb-2014
Wedding Guidelines
Wedding Ceremony Inclusions Reserved garden location Access to Arboretum gardens for pre‐wedding photos Ceremony rehearsal VIP cart will be available to transport bride Guest chairs Garden accent lighting, if applicable Gift/Guest book table (6’ x 3’) Guests’ admission to Arboretum during normal hours of operation on day of ceremony Setup and take down Wedding Reception Fees 1‐25 attendees* . . . . . . . . . . . . . . . . . . . . . . . . . . $ 400.00 26‐50 attendees* . . . . . . . . . . . . . . . . . . . . . . . . . $ 800.00 51‐75 attendees* . . . . . . . . . . . . . . . . . . . . . . . . .$1,400.00 76‐100 attendees* . . . . . . . . . . . . . . . . . . . . . . . .$1,900.00 * Attendees include all adults and children over the age of two. The bride, groom, minister, other members of the wedding party, family, and friends, are all counted as attendees. Wedding Reception Additions Available for a Fee Tablecloth (ask about available options) . . . . . . . $ 10.00 each Extra table (6’ x 3’) (maximum 2 available) . . . . . $ 10.00 each Outdoor area heater (3 available) . . . . . . . . . . . . $ 50.00 each Lecture room (1 available) . . . . . . . . . . . . . . . . . . $300.00 each Wedding Reception Garden Location* Historic Smith Building Patio . . . . . . . . . . . . . . . 1‐100 attendees (only available after 4 p.m.) * The wedding reception location is outdoors. No alternative space is available in the event of adverse weather conditions. 520.689.2723 37615 E US Highway 60, Superior, AZ 85173 Page 3 of 6 Last updated 22-Feb-2014
Wedding Guidelines
Wedding Reception Inclusions Reserved garden location Dining tables (ask about options) Guest dining chairs Historic Smith building patio and interpretive foyer Three buffet tables (6’ x 3’ each) Garden accent lighting, if applicable Wedding cake table (6’ x 3’) Recycle and garbage bins Gift/Guest book table (6’ x 3’) Setup and take down Wedding Ceremony/Reception Restrictions Wedding ceremonies/receptions occurring from September 1 through April 30 may be scheduled for any time between 8:00 a.m. and 7 p.m. Ceremonies/receptions occurring from May 1 through August 31 may be scheduled for any time between 6 a.m. and 8 p.m. All attendees must be out of the Arboretum by 7 p.m. from September through April and by 8 p.m. from May through August. Smoking is NOT permitted in the Arboretum. No open flames, such as candles, are allowed. Alcohol is permitted, in moderation, in the Arboretum. Glass containers are restricted. Hard liquor MUST BE served by a licensed bartender, no exceptions. Ceremony/reception music is limited to soft unamplified sounds during Arboretum normal hours of operation (September‐April 8 a.m.‐5.p.m., May‐August 6 a.m.‐3.p.m.). Amplified music is allowed after the Arboretum is closed. Access to electricity is limited. Any needs for electricity must be discussed with the Arboretum’s Wedding Coordinator at least three weeks prior to the ceremony/reception date to confirm what can be supported and what alternatives might be allowed. If you plan to use a caterer, be sure to talk with them about these limitations. If you plan to use a caterer and/or bartender, the caterer/bartender must provide proof of liability insurance to the Arboretum at least one week prior to the wedding. A professional caterer is not required, but if food is being prepared at the Arboretum at least one member of your kitchen personnel must hold a current Pinal County Food Handlers Card. Ceremony/reception decorations shall not involve the piercing, taping, or attachment of objects to any plants, trees, buildings, or other structures. Throwing of rice, bird seed, confetti, flower petals, or other material is not permitted. Wedding ceremony/reception attendees are restricted to the reserved area after Arboretum normal hours of operation (September‐April 8 a.m.‐5.p.m., May‐August 6 a.m.‐3 p.m.). During Arboretum normal hours of operation attendees are free to wander and enjoy the gardens. 520.689.2723 37615 E US Highway 60, Superior, AZ 85173 Page 4 of 6 Date Received: _______ Posted to Calendar: _______ Updated 22-Feb-2014
Event Contract Agreement
NAME: ARBORETUM MEMBERSHIP: PHONE: MAIN EVENT FEES: eMAIL: RELATED EVENT FEES: ADDRESS: TOTAL FEES: DEPOSIT PAID: 2nd NAME: BALANCE DUE: 2nd PHONE: DUE DATE: 2 eMAIL: DATE FINAL PYMT RECEIVED: (Attach copy of this form to daily sales report when pymt is received.)
MAIN EVENT: RELATED EVENT: DATE: DATE: ESTIMATED ATTENDEES: ESTIMATED ATTENDEES: START TIME: START TIME: END TIME: END TIME: OPTIONS ADDED: OPTIONS ADDED: FEE SUBTOTAL: FEE SUBTOTAL: LOCATION: LOCATION: MUSIC: MUSIC: CATERER: CATERER: BAR: BAR: OTHER: OTHER: NOTES: POS TRANSACTION NUMBERS: nd
Arboretum Approval 520.689.2723 Arboretum Approval (2nd required for exceptions to policy) 37615 E US Highway 60, Superior, AZ 85173 Page 5 of 6 Updated 22-Feb-2014
Event Contract Agreement
• We received a copy of Boyce Thompson Arboretum’s Wedding Guidelines and agree to comply with the procedures, rules, and restrictions outlined in that document. • We acknowledge and agree to pay fees for our event according to the amounts and schedule of payment outlined in Boyce Thompson Arboretum’s Wedding Guidelines document. Deposits are non‐refundable. No refunds of other fees will be given after the 7th day prior to our scheduled event date. • Any hired professional(s) providing services for our event will provide to the Arboretum proof of at least $1 million in liability insurance no later than one week prior to the event. • No open flames will be used (e.g., candles). • No smoking will be permitted, except in the paved parking lot by the Arboretum’s main exit gate. • We take responsibility for the behavior of all attending guests and agree that excessive alcohol will not be supplied or consumed during this function. Hard liquor must only be served by a licensed bartender. • During normal Arboretum operating hours, we will not in any way hinder enjoyment of the Arboretum by visitors who are not attendees at our event. • We will be responsible for post‐event cleanup of the area used. Before leaving we will return it to the condition it was in prior to our event. • We will ensure that all attendees and service providers at our event know and observe Arboretum rules and restrictions. We will be responsible for the safe and proper use of Arboretum grounds, facilities, and property. • We will reimburse the Arboretum for any damage to Arboretum property above and beyond normal wear and tear that a reasonable person would expect from use for this event. • We will be responsible for ensuring that all attendees and service providers depart Boyce Thompson Arboretum grounds prior to the designated End Time, if the event is ending after normal operating hours. Bride/Partner’s Signature Groom/Partner’s Signature 520.689.2723 37615 E US Highway 60, Superior, AZ 85173 Page 6 of 6