Room Rental Guidelines
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
Description of Facility
Fees, Deposits and Forfeitures
General Rules and Regulations
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.
Commercial use of the Olbrich Botanical Center is prohibited.
An activity or function constitutes a commercial use if:
- Persons other than the sponsoring organization's current employees or members are invited; and
- The activity or function involves directly or indirectly promoting or soliciting the sale or purchase of any product, object or service.
The term commercial does not include incidental sales at a meeting or gathering otherwise authorized by the Olbrich Botanical Center.
- 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
- 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.
- 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.
DESCRIPTION OF FACILITY
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.
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
- Theater setup 120 guests
- Dining setup 64 guests
The Conservatory is a 10,000 sq. ft. glass area that houses a tropical plant collection. The Conservatory may be available after public hours to add to a private rental. Food and/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 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, although the outdoor space is not part of your rental. The Evjue Commons can
accommodate the following:
- Workshop setup 100 guests
- Theater setup 225 guests
- Dining and Dancing 150 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 water, make coffee, minimal snacks or the like. Any carry-in items must be approved by the Rental Coordinator before the event. This rental fee is used to cover the use of coffee pots, refrigerator, ice
and storage. 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.
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. The Upstairs Meeting Room will accommodate the following number of guests per setup:
- Conference setup 25 guests
- Workshop setup 35 guests
- Theater setup 65 guests
- Dining setup 40 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 water, make coffee, minimal snacks or the like. Any carry-in items must be approved by the Rental Coordinator before the event. This rental fee is used to cover the use of coffee pots, refrigerator, and storage.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 the first Sunday in March. (example, 2012 reservations started on Sunday, March 6, 2011)
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.
GENERAL RULES AND REGULATIONS
The following rules must be adhered to: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.
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. The current provider will be shown on the Approved Catering List.
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 and non-alcoholic beverage bill directly to Olbrich Gardens to help support the costs unique to a catered event. The12% is due on any food brought to Olbrich Gardens, whether delivered by the caterer or picked up by individuals.
Pot Luck is not allowed due to Public Health Food & Safety regulations. Groups may bring in water, make coffee or provide minimal snacks with prior approval by the Rental Coordinator. Groups not utilizing a caterer 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:
- All tables and chairs must be wiped off and clean.
- 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.
- Recyclables must be placed in recyclable containers only.
- All cardboard boxes must be broken down, bundled and placed in the Headhouse recycling area.
Private caterers share in the responsibility for the use of the premises. Caterer shall be governed by the "Caterer's Guidelines."
All evening events must conclude in time for everyone to be out of the space by 10:00 p.m. Tuesday - Thursday, 11:00 p.m. Friday and Saturday.
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.
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.
Candles are allowed only if the flames are enclosed in a glass rose bowl, hurricane lamp or the like.
Glitter, rice, bird seed, confetti and the like cannot be used as table top decorations or for throwing.
Olbrich has free, on-site parking for up to 250 cars.
Table cloths are not available through the Gardens.
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.