EVENT RENTAL
GUIDELINES
Brinton Studios
meetings • retreats • reunions • weddings
holiday parties • anniversaries
10th & York Street
REGULATIONS
THANK YOU
Thank you for considering Denver Botanic Gardens for your upcoming event; we look forward to working with you to make it a
success. Below are our current regulations and some tips for a great event. Regulations are updated periodically and if a new
version of this document is released during the planning process, the event representative will send client (“you”) the new copy
for review and signature.
ALCOHOL POLICY
Client must arrange audio/visual needs directly with PSI, but
Client assumes all responsibility and all liability and must follow
will receive an invoice from the Gardens after the event. For
Colorado liquor laws. Denver Botanic Gardens does not have
any audio/visual questions or possible alternative options,
a liquor license. However, client may bring or have delivered
please contact your event representative. For receptions inside
purchased alcohol on site during the rental time. The sale of
Mitchell Hall, Gates Hall and Marnie’s Pavilion only, a stand
alcohol is not permitted (no cash bars). For events with over
alone/self-contained DJ set-up is permitted.
10 attendees, one of our four approved caterers or our one
approved beverage caterer is required to serve the alcohol.
Alcoholic beverages may only be consumed during the hours
of the rental, but cannot exceed six hours; food must be served
with alcoholic beverages. A soft closing must be conducted at
least 30 minutes prior to the end of the event. At the end of the
serving time alcohol must be boxed up and placed in a secure
location with a sober, responsible adult. All alcohol must be
removed from the Gardens by that responsible adult at the end
of the event. No overnight storage is permitted. Beer, wine
and mixed drinks are permitted, but shots are not allowed. No
minors under the age of 21 may be served any alcohol.
BRIDAL TOUCH-UP ROOM
For wedding rentals, a complimentary bridal touch-up room
is set aside upon booking. If client does not need/want this
room, please let the event representative know. There is a
limited amount of time per rental, including use of the bridal
touch-up room. The room must be cleaned up after use. A
room is not set aside for the groom. There are limited amenities
in the bridal touch-up room. Denver Botanic Gardens is not
responsible for any lost or stolen items.
CANCELLATIONS
If client needs to move or cancel event, deposit will not
AUDIO/VISUAL EQUIPMENT
be refunded. An additional fee of $350 will apply for
The Gardens’ exclusive audio/visual equipment provider,
rescheduling an event.
Production Services International (PSI) can be reached
through James Cutler at jcutler@psiiusa.com. Audio/visual
arrangements must be made at least one month prior to event.
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REGULATIONS
CATERING
DAMAGE DEPOSITS
Denver Botanic Gardens maintains a list of four preferred
Client will be notified 30 days post event as to whether or not
caterers and one beverage caterer. Client and caterer must
damage deposit will be refunded in full, partial or not at all.
arrange to have a final walkthrough meeting with assigned
If some or all of the damage deposit is to be refunded, it will
event representative three to four weeks prior to the event.
be refunded within six weeks of the event.
If client chooses to use an “outside” caterer i.e. not one of
the Gardens’ four approved/preferred, there is a buy-out fee.
DECORATIONS
This fee is a flat $200 fee plus $10/head. All non-approved
Decorations must be approved by the Gardens’ event
caterers must provide a certificate of insurance prior to this
representative. All decorations, including boxes, must be
meeting. Food and beverage service must be compliant with
removed at the end of the event or a disposal fee will be
all state of Colorado laws.
assessed. Candles are permitted but must be contained in a
glass container an inch and a half taller than the top of the
Caterers are subject to the same terms and conditions of this
flame. No items that are difficult to pick up may be used at
contract as the client who hires them, and they are required to
the Gardens (such as rice, glitter, beads, birdseed, confetti,
remove all materials and dispose of all refuse when they leave
flower petals etc.). If a décor company or rental company is
the premises. Client is responsible for handling all interactions
hired, their set-up time and clean up time must fit within client’s
with caterers. Food and beverage service must be compliant
pre-booked timeframe. This includes client set-up and tear-
with all state of Colorado laws.
down time as well. It is up to the client to let the décor/rental
company know the pre-booked times. If the company needs
If alcohol is being delivered to the Gardens, the caterer must
extra time, please contact the Gardens’ event representative.
be on site to accept the delivery; the Gardens will not accept
The event representative can check to see if extra time is
any alcohol deliveries. It is also the caterer’s responsibility to
available and if so, they will charge a fee for this extra time.
open, pour and serve alcohol.
Please refer to the overtime fee section for associated fees.
CHILDREN
DELIVERIES
It is imperative children are under constant supervision during
Deliveries and pickups by vendors or caterers must be within
the event. Children are not permitted to pick flowers or touch
client’s rented time (listed on contract as “Client Arrival Time”.)
art and are not allowed on or in the water features.
Rental deliveries can be dropped off one hour prior to set-up
time. Please coordinate through your caterer and inform your
CLIENT REPRESENTATIVE
events venue representative. It is the client’s responsibility to
The Gardens strongly encourages the hiring or appointing
communicate to all of vendors, rental companies, caterers,
of a representative (i.e. wedding or meeting planner, trusted
etc. what the booked start time is. If any of these parties show
friend or family member) to manage details during the event.
up in advance, outside of the booked time, the delivery may
Please have this representative attend the walk through. On
be turned away and asked to come back during the booked
the day of the event, this appointed representative will work
time frame. The Gardens is not responsible for deliveries that
with the Gardens’ event staff to ensure vendors and guests are
have been turned away. A fine of $500 will be assessed for
following timelines and Denver Botanic Gardens’ regulations.
deliveries made outside of client’s booked time frame. Under
This person should also be able to help with day-of activities,
no circumstances will the Gardens sign for alcohol deliveries.
such as pinning boutonnieres, queuing bridal party down the
aisle, etc.
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REGULATIONS
ELECTRICITY
let the event representative know immediately. The Gardens,
The Gardens has limited electrical power, therefore any
per city regulations, requires all fundraising events held on
electrical needs must be communicated in advance.
Denver Botanic Gardens property to pull a special event
liquor license if the event will have alcohol. In order to pull a
ENVIRONMENTAL PROTECTION
liquor license, the organization needs to be designated with
Due to the sensitive nature of the Gardens’ grounds and
nonprofit status. No cash bars or drink tickets are allowed.
horticulture, the use of sparklers and/or fireworks, the
For more information, see the “Alcohol Policy” section. Denver
releasing of balloons, and the throwing or placing of non-
Botanic Gardens only rents space to a set amount of nonprofit
biodegradable items is strictly prohibited. Pets that are
fundraising events per year. For-profit companies may not host
specifically trained as service animals, properly identified as
fundraisers at the Gardens.
such and accompanied at all times by the individual who
is responsible for them, are permitted. Taping, tacking or
FLOOR PLAN
puncturing are not permitted on any Gardens structure or plant
To assure that set-up needs are met in a timely manner,
material. No potted plants, trees, shrubs, etc. are allowed
booked packages come with a standard set-up. For a unique
inside the Gardens. No releasing of butterflies, birds, doves
or specialized set-up, there will be a $125 fee assessed
or any other animals is allowed.
and this must be coordinated at least one month prior with
the Gardens’ event representative. Client is responsible for
EVENTS REPRESENTATIVE AND OUR ROLE
cleaning the area at the end of the event.
There will be a qualified member of the Gardens’ events team
dedicated to the event rental. The event representative will be
FLOWERS, PLANTS, WATER FEATURES AND EXHIBITS
responsible for closing the garden/site that has been rented
Denver Botanic Gardens is a living museum full of rare, exotic
the day of the event at the designated time, setting up the
and endangered species. Picking of flowers and plants is not
tables and chairs included in the rental (this does not include
permitted. In addition, it is the client’s responsibility to keep
any additional tables, chairs, décor rented by the client from
guests and vendors out of garden areas, water features and
outside vendors.)
special exhibits.
The event representative will supervise the event’s set-up and
Denver Botanic Gardens reserves the right to keep some or all
direct any maintenance or security needs. Only this designated
of the damage deposit as well as charging an additional fee
event representative may give direction to Gardens staff
if client fails to follow these rules.
during the event. Please note staff will be present during the
event to help with any facility related needs. As mentioned
above in the “Client Representative” section, it is strongly
encouraged that an individual is appointed to help with dayof event related needs, i.e. queuing the wedding party down
the aisle, taking away alcohol at the end of the night, placing
decorations, etc.
FUNDRAISING EVENTS
If an organization wants to host a “fundraising event” at
Denver Botanic Gardens, there are certain requirements that
need to be met. The Gardens defines fundraising events
as any event that is open to the public, i.e. does not have
an invite list, and for which tickets must be purchased for
admission to the event. If this applies to client’s event, please
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REGULATIONS
FURNITURE
rental may be added for an additional expense. The event
There is a limited amount of furniture available with each
rental space will be in clean condition upon client’s arrival.
rental. Some areas include chairs and tables. Check with the
Cleanup of foodstuffs, ice and other event-related refuse is the
Gardens’ event representative or refer to the Gardens’ Rental
responsibility of the caterer and/or the client. Client will be
Overview regarding what is included and what is available
held responsible for vendors’ messes.
for an additional fee. Additional items may be rented, and
is the client’s responsibility. Please remember, if décor or
additional tables and chairs are rented, these deliveries must
MUSIC
Amplification (microphones and 1 hr. MP3 music)* is allowed
occur during your booked time.
outside in specific gardens and until 9 p.m. All other locations
GARDEN APPEARANCE AND EXHIBITS
instruments that are not permitted.) Client must abide by local
Due to seasonal horticultural changes and the revolving nature
noise ordinance and Denver Botanic Gardens sound policy.
are allowed acoustic music (please note there are some acoustic
of exhibitions, Denver Botanic Gardens cannot guarantee that
the rented space will have the same appearance as when
See “Sound Policy” section for complete details. The Gardens
originally viewed.
reserves the right to ask that music be turned down or off due
to failure to comply with the noise ordinance.
GUEST FEES
Guests of rental clients are not required to pay admission into
*If using amplification, PSI must be hired.
Denver Botanic Gardens during the event.
NETWORK ACCESS TECHNOLOGY
INCLEMENT WEATHER PLAN
Denver Botanic Gardens has limited network access available
Rain backups are not guaranteed for events scheduled in
for use and it can be sporadic or weak in certain areas of the
outdoor event spaces. However, client may rent a rain backup
Gardens. If you are looking to connect ticketing equipment
space in advance based on availability and for an additional
or any other equipment to the Gardens’ network, we need
fee. Please ask the Gardens venue representative about rain
a comprehensive list of this equipment at least one month
backup options and associated fees.
prior to your event for review. Testing before the event date
is highly recommended. Note: The Gardens does reserve the
The Gardens reserves the right to cancel or move the event if
right to turn down the use of certain equipment due to our
a safety issue arises due to weather.
security protocols.
INVITATIONS
OVERTIME FEE
A signed contract with the Gardens with deposit paid is
Additional set-up and clean-up time can be purchased with the
required before any notice—including invitations to potential
venue representative, depending on availability, for $100 per
guests—is sent out. If a notice is sent out prior to client
30 minute increment. Additional time cannot be purchased
receiving confirmation from the Gardens (signed contract
after midnight (12 a.m.). If client does not purchase additional
and deposit paid), the Gardens is not responsible for any
time, an overtime fee of $200 per 30 minute increment will
cancellation fees associated.
be charged for client/vendors arriving early, events starting
GARDENS MAINTENANCE
Gardens operations staff will maintain the restrooms and
other Gardens facilities during normal Gardens operating
hours. Janitorial staff to maintain bathrooms during the event
in the rental space before or client/vendors/guests remaining
in the rental space after the contracted rental period. If client
or vendor stays onsite after midnight (12 a.m.), this fee will
increase to $200 per 15 minute increment.
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REGULATIONS
PARKING
Parking is allowed in the Gardens’ three-story parking garage
and is complimentary year round. During certain times of the
year, the streets surrounding the Gardens are permit parking
only per the city of Denver. Please abide by these regulations
and advise guests. The Gardens encourages reading all
street parking signage and is not responsible for any tickets
that may be assessed by city parking officials. Parking is first
come, first served and therefore not guaranteed. Valet parking
on Gardens property is not permitted.
PAYMENTS
We accept cash, checks made payable to “Denver Botanic
Gardens”, and all major credit cards.
SET UP AND CLEAN UP TIME
Set up and clean up time must take place within client’s paid
contracted time. Clean-up procedures will be reviewed at final
walk through. It is customary to allow one hour for clean-up. If
clean-up takes longer, a significant fine may be assessed. See
overtime fee section.
SITE VISITS
Site visits must be scheduled in advance so as not to conflict
with other scheduled events. Complimentary admission is
given to the client on the initial visit, meetings with the Gardens
event representative, and final walkthrough. When making a
visit during other times, client must notify event representative.
time block that you scheduled with the venue representative.
If no prior arrangements are made, client will be responsible
If you need additional time, but the site is being used directly
for admission.
after you, you may move to a different, unused garden.
WEDDING REHEARSALS
USAGE
Clients are offered a complimentary one-hour rehearsal if
Denver Botanic Gardens only guarantees usage of the
desired with wedding rental. This will be booked on the final
contracted area. Guests are welcome to stroll through the
walk through. Gardens staff will try to accommodate your
grounds that are open to the public, being respectful of events
date and time as best as possible; however, the Gardens
at other locations.
hosts many public and private events, which your rehearsal
will be scheduled around. Neither the venue representative
nor Denver Botanic Gardens event staff will be onsite to assist
with your rehearsal. You may go directly to your wedding site
VALUABLES
Denver Botanic Gardens cannot be held responsible for any
damaged, lost or stolen items, or items brought in or left on-site.
for your rehearsal once your group has arrived. Your wedding
site will still be open to the public, so please work around our
public guests. You are expected to stay within your one-hour
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PREFERRED CATERERS
CATERING BY DESIGN / DENVER PICNIC COMPANY
303-781-5335 | www.cateringBD.com
APPROVED CATERERS
FOOTERS CATERING
303-762-1410 | www.footerscatering.com
OCCASIONS CATERING
303-789-1867 | info@occasionsdenver.com | www.occasionsdenver.com
TONY ROSACCI’S CATERING
303-662-9353 | www.tonyrosaccicatering.com
BEVERAGE CATERER
PEAK BEVERAGE
720-722-1140 | info@peakbev.com | www.peakbev.com
7
10th & York Street
Denver, CO 80206
720-865-3551
private.events@botanicgardens.org