Facility Rental at
The North Carolina Arboretum

FACILITY USE POLICY FOR
THE NORTH CAROLINA ARBORETUM
(Revised January 22, 2008)

The mission of The North Carolina Arboretum is to cultivate connections between people and plants, education, economic development, research, conservation and garden demonstration.  The North Carolina Arboretum is committed to the use of its facilities and grounds to further the Arboretum's missions, and for the general benefit of North Carolina citizens within  the context of the Arboretum mission.  In order to ensure appropriate, equitable, and efficient use of all Arboretum facilities, all requests must adhere to the procedures and guidelines below.

Application Procedures

Applications for use of the Education Center, Baker Exhibit Center or other grounds and facilities for conferences, receptions and meetings may be made in person by appointment, by phone with the Special Events Coordinator (SEC) or e-mail at cblankenship@ncarboretum.org .  If the SEC determines that the request clearly falls within the parameters of the Facility Use Policy outlined below, the event can be scheduled.  If the SEC cannot make this determination, the Director of Public Programs, in consultation with the Executive Director, will make the decision regarding the facility use.  Confirmation of the event or program will be made only with a signed Facility Use Agreement.

It must be noted that the Education Center, Baker Exhibit Center and Greenhouses are public facilities, and are open to the public during stated hours of operation.  Any organization wishing to use these facilities must recognize that they will not have exclusive use of the building or property, and that visitors will be sharing the use of the facilities during operating hours.

Guidelines

Facilities may be used for conferences, meetings, receptions or events under the following guidelines:

1) Arboretum-sponsored events and programs will take scheduling precedence at all times.  Although we will typically try to accommodate functions when a Facility Use Agreement is on file at the Arboretum, occasions may arise when Arboretum, University or State functions will dictate a change or cancellation in scheduling.  All fees will be refunded in the event this occurs.

2) Organizations, both for- and non-profit, government agencies, and universities and colleges wishing to use the Arboretum's facilities may do so as long as they are compatible with the Arboretum's stated missions of Education, Economic Development, Display, Conservation and Research within the horticulture, landscape design, botany, and ecology fields.

3) Requests will be addressed on a first come, first served basis, but generally not less than 30 days nor more than 18 months (for major functions) prior to the scheduled function, unless approved by the Director of Public Programs.

4) No permanent or regularly scheduled meeting arrangements will be made, with the exception of meetings sponsored by The North Carolina Arboretum Society.

5) The facility renter agrees with all of the conditions as outlined in this Facility Use Policy and has a signed Facility Use Agreement on file with the SEC.

6) It is the policy of the North Carolina Arboretum Board of Directors that no weddings, wedding receptions or bridal showers will be held on Arboretum property.

7) The North Carolina Arboretum's facilities, including the Education Center, are not a "public forum," and The North Carolina Arboretum reserves the right to approve or reject at its sole discretion, for any reason, any and all requests to schedule events in the facility.

8)  Fund Raising Events

Functions with the purpose of fund raising will be scheduled at the Arboretum's discretion.  The event must be co-sponsored with the Arboretum, and the Arboretum must receive an equal sharing of the benefits.

9) Political Meetings

The North Carolina Arboretum encourages informed political debate with respect to issues relevant to the stated missions of the Arboretum.  Efforts will be made to accommodate meetings to this end.  To ensure that the Arboretum remains neutral with respect to political candidates and political parties, meetings sponsored by any political party or a group with a public stated particular party affiliation will not be accommodated.

10) Religious/Spiritual Groups

Arboretum space and resources may not be used for formal denominational worship services.  Religious groups are encouraged to visit the Arboretum but no religious meetings or ceremonies will be accommodated.

11)  No formal picnicking allowed.

FEES

Use of the facilities and grounds will be in compliance with all applicable federal, state, and local laws and ordinances.  Of particular note is the Umstead Act (G.S. 66-58) which requires that a state facility may not be in competition with other, similar private facilities, and must therefore charge comparable fees for their use.  Therefore, the Arboretum has adopted a fee structure that is deemed appropriate for the facility.  Fees may be adjusted, but will not be changed after a sponsor has signed a Facility Use Agreement.

The fee schedule is as follows:

Fees include the use of all chairs and tables. The Arboretum views the quality of all equipment and furnishings used in a function as an important component of the visitor experience.  Consequently, if additional furniture or equipment is required, the Renter will procure the necessary items needed.

Fees for Outdoor Spaces

The Arboretum will, upon request, consider the use of the outdoor spaces for meetings, etc.  A fee will be charged depending upon the size of the area, staff time required, and availability.  The use of outdoor properties is solely at the discretion of the SEC in consultation with other staff.

Parking

Groups renting the Arboretum facilities will have the parking fee waived.  Parking is in the main parking area adjacent to the Core Garden Area.  Handicapped parking is available at the Visitor Education Center.   You may drop off people or materials in our Entrance Plaza circle.  If materials are being brought into the  Education Center, the Arboretum will provide a cart for you.  Move your vehicle to the main parking area after you have all materials in.   There is a 10-minute parking limit in the circle.  There is no overnight parking allowed.

Refunds / Cancellations

Full refunds will be made in the event the Arboretum cancels a function and an alternative date cannot be scheduled.  Full refunds will also be made if the sponsor cancels the function at least two weeks in advance of the scheduled date.  If cancellations are made less than 2 weeks before event and a 50% deposit was made, renter forfeits full deposit.

Audio/Visual Equipment:

Other Rental Fees / Services:

Payment

Larger groups / events will require a 50% deposit one month before the event along with the completed Facility Use Agreement.  The remainder of the balance will be invoiced at the end of event month. Checks should be made payable to The North Carolina Arboretum Society.  Method of payment: checks, cash, MasterCard and Visa.

POLICIES

Alcohol

The North Carolina Arboretum reserves the right to approve or reject at its sole discretion, the serving of alcohol at scheduled events.  Beer and wine served only.   Policy available upon request.

Disabilities

The Arboretum operates with funds from state government and therefore is required to comply with the Americans with Disabilities Act Title II. Obligations under this Act require government facilities to enable persons with disabilities to participate fully in all aspects of programming.  Any provisions for accessibility, such as alternate means of communication for the hearing impaired, alternate format materials for the visually impaired, or physical access for the mobility impaired are the responsibility of the organization using the Arboretum facilities and not the responsibility of The North Carolina Arboretum.

Inclement Weather Policy

In the case of inclement weather such as snow and ice, the Arboretum will delay opening or close the property on a day-to-day basis.  This is for the safety of our visitors, staff and volunteers.  When a weather advisory or warning has been issued by the National Weather Service, please call the Arboretum for the updated opening or closing schedule.  A recorded phone message will be posted Monday-Saturday after 6:00 a.m. and 7:30 a.m. on Sundays.

It is the responsibility of the facility rental group to make prior arrangements for optional meeting places if inclement weather is predicted. 

Photography

Photography / videography for private, non-commercial uses is encouraged on property. Wedding and family portraits are permitted, with prior arrangement, without charge. Photographers / videography and their equipment are restricted from garden beds and may not block or interfere with pedestrian or vehicular traffic.  Please call the SEC for site suggestions. Arrangements for all commercial photography / videography or filming of any kind must be made in advance with the Director of Public Programs.

Property Damage

Any damage to the buildings, equipment, gardens and grounds must be reimbursed by the group renting the facilities.

Protestors

Individuals or groups interested in using the Arboretum property as a site for dissent or protest must remain within the cutout area along the sidewalk leading from the parking lot to the VEC, below the Core Area Gardens. The SEC and Public Safety will help make clear the space in which dissent is allowed.

Signage / Publications

The SEC must approve all materials distributed or posted by anyone.  No materials will be attached to walls, doors, windows, etc., without prior approval.  No signs of any kind will be posted on Arboretum property.  The SEC has the right/ responsibility to remove any inappropriate material. The SEC will be happy to provide directional signage for large functions, with advance notice, without additional charge.  Any publications utilizing the Arboretum’s name or logo must be approved prior to printing by the Arboretum’s Director  of Public Programs and the Associate Director of Design.

Smoking

The North Carolina Arboretum buildings are smoke-free environments.  Smoking is not permitted in the  Education Center or the Greenhouse.  Smoking in designated areas on veranda only.  Please dispose of cigarettes and cigars properly in containers throughout gardens and on veranda.

SERVICES

Catering

The Arboretum views the quality of food service, regardless of source, as an important component of the visitor experience.  Consequently, the Arboretum reserves the right to determine the source of food.  All fees for catering are the responsibility of the group renting the facility.  Clean up immediately following a meal is the responsibility of the rental group or the caterer hired for that event.  There will be a $25 service charge for areas not cleaned immediately after meals.  If leftover food is to be disposed of, the Arboretum staff will make arrangements for removal of food only.  Arrangements need to be made with your caterer to have platters, baskets and dishes removed immediately after the meal.  No food or beverages will be allowed unless the Arboretum is notified in advance.  The Arboretum’s recommended caterer’s list is available upon request.

Caterers may deliver food through the front doors of the Education Center.  The Arboretum will provide a cart if needed.  If the caterer is staying to serve food, they may park in one of the marked “reserved” parking spaces adjacent to the Education Center, after 5:00 p.m. or on weekends only.  Limit 2 vehicles to this area, all others park in the main parking area.

Coffee Service

The Arboretum will provide coffee and/or hot water service upon request. The cost for coffee is $1.75 per person; hot water service is $1.50 per person and coffee & hot water service is $3.00 per person. Cups, napkins, sugar, cream packs, and stir sticks are included.  A variety of teas are available upon request.

Break Foods / Pastries

The Arboretum can furnish pastries for morning events or light refreshments and sodas for break food.  Contact SEC for a price quote.

Tablecloths

The Arboretum will provide tablecloths for your tables at a cost of $8.00 each.  Color available: white.

Use of Copy Machine

The Arboretum's copy machine may be used in the event that unexpected needs arise for members of the group using the Arboretum's facilities.  The cost is .10 cents per copy.

GROUP PROGRAMS

Guided Garden Tours:  One hour guided tour of the Arboretum’s core garden areas.  Offered from April – October, Tuesdays though Sundays.  The cost is $25 per guide for up to 20 people.  Usual parking fees apply.  Please contact Emily Riddle – eriddle@ncarboretum.org

School Groups: No charge for school tours for students in degree-granting programs, or for activities sponsored by Boy or Girl Scouts, or other similar organizations if scheduled in advance with Youth Education Coordinator.   Please contact our Youth Education Assistant Jonathan Marchal at jmarchal@ncarboretum.org

Youth Programs: No charge for school groups or other organized youth programs if scheduled in advance with Youth Education Assistant and participating in educational activities.   Please contact our Youth Education Assistant Jonathan Marchal at jmarchal@ncarboretum.org

Public Safety / Special Police

The Public Safety Department provides law enforcement services to The North Carolina Arboretum.

This includes those that work at or visit The North Carolina Arboretum and/or its’ business entities.

The value they provide is that of asset and personnel protection, loss prevention and law enforcement in a proactive and reactive environment.  These services are provided to our staff and guests in the most professional manner possible.  The Public Safety office can be reached at 828-779-8622 or refer to an Arboretum staff member.  In a life-threatening situation always call 9-911 within the Arboretum Education Center or other facilities.

The Executive Director will make necessary adjustments in fees and scheduling procedures as needed.  This Facility Use Policy will remain in effect until rescinded or significantly amended by The North Carolina Arboretum Board of Directors.

This page was last edited:  January 23, 2008

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