Atrium
Workshop
setup 40
guests
Theater setup
120 guests
Dining setup
64
guests
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
I. Facility Uses
II. User Classifications
III. Activity Limitations
IV. Description of Facility
V. Scheduling Policy
VI. Fees, Deposits and Forfeitures
VII. Cancellation
VIII. General Rules and Regulations
IX. General Information
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.
1.
An activity or function constitutes a commercial use if:
a. Persons other than
the sponsoring organization’s current employees or members are invited; and
b. The activity or
function involves directly or indirectly promoting or soliciting the sale or purchase
of any product, object or service.
2.
The term commercial does not include incidental sales at a meeting or
gathering otherwise authorized by
the Olbrich Botanical Center.
a. Vendor permits are
required if incidental sales are to occur. Application for selling or
concession privileges shall be made to the Superintendent of Parks on forms supplied at
Olbrich Gardens. Olbrich Staff must have copies of all permits one month prior to an event.
Vendor is responsible for obtaining all necessary permits
b. The Park
Superintendent or his/her designee may require the vendor to give notice to all
purchasers
that the City of Madison in no way warrants or guarantees any product or service
being offered for sale at the Olbrich Botanical Center.
c. No vendor selling
Gift Shop related items shall be permitted except as individually approved by
the
Park Commission with the advice and consent Olbrich Botanical Gardens’
Director and the Olbrich
Botanical Society.
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:
Workshop
setup 40
guests
|
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.
| The
Evjue Commons is a large meeting room featuring a
vaulted ceiling skylights and a full glass wall that features beautiful
views of the gardens. Doors in the Evjue Commons lead directly to a
terrace with garden furniture and the gardens beyond. The Evjue Commons
can accommodate the following:
Workshop setup
100 guests |
|
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:
Conference setup 25 guests |
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.
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:
1.
All tables and chairs must be wiped off and clean.
2.
Put all disposables in heavy duty garbage bags supplied by user
and set them near the south door of the Headhouse for staff to take to the
dumpster.
3. Recyclables must be placed in recyclable containers only.
4.
All cardboard boxes must be broken down, bundled and placed in the
Headhouse recycling area.
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
3330 Atwood Avenue
Madison,
WI 53704
For information, please call (608)246-4733
Tuesday through Saturday
8:00 a.m. - 4:00 p.m.
Fax: (608)246-4719
