A UNIQUE and GREEN VENUE FOR YOUR WEDDING OR SPECIAL EVENT FACILITY RENTAL GUIDELINES

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1 A UNIQUE and GREEN VENUE FOR YOUR WEDDING OR SPECIAL EVENT FACILITY RENTAL GUIDELINES Bartram s Garden is the birthplace of American botany. The not-for-profit John Bartram Association operates the Garden in cooperation with the City of Philadelphia s Fairmount Park Commission. The 45-acre site includes the historic botanic garden and the National Historic Landmark Bartram House, the oldest barn in Philadelphia County, a 15-acre wildflower meadow with spectacular views of Center City, a river trail, water garden, tidal wetland, and a boat dock on the Schuylkill River; located just 15 minutes from Center City and less than 10 minutes from Philadelphia International Airport. Our historic setting is the perfect venue for wedding ceremonies and receptions, cocktail parties, corporate events, meetings and staff retreats. From small gatherings of 20 or up to 250 guests, we can accommodate you in our lovely garden, meadow, historic buildings, and grounds. The Coach House with catering kitchen, Barn, and Common Flower Garden are available for rental events subject to the general guidelines below. For available dates, additional questions or to schedule a site visit, please call Andrea Taylor at ext. 100 or ataylor@bartramsgarden.org GENERAL RENTAL GUIDELINES SITE RENTAL FEES EFFECTIVE UNTIL DECEMBER 31, 2015 (subject to change without notice) Wedding ceremonies and receptions, cocktail parties, and other corporate and non-profit events; six-hour maximum, 4pm -10pm (includes Barn, Meadow, and Common Flower Garden). May, June, Sept. & Oct. $3,300, additional hour-$400 Ceremony & pictures only, no catering (three hour max, must be off site before 2pm) $1,500 July, August, and November through April $3,100, additional hour-$350 Ceremony & pictures only, no catering (three hour max, must be off site before 2pm) $1,000

2 Smaller catered events, parties, 40-person maximum, two-hour minimum, four-hour maximum, $550/hour for Coach House. Meetings & Staff Retreats (9am-4pm, Mon-Fri) 40-person maximum, two-hour minimum, $400/hour for Coach House or Barn. The Bartram House is not for rent; however, it may be opened for one hour during your event for guests to tour with a Bartram guide for an additional fee of $100 for up to 100 guests and $150 for more than 100 guests. RESERVATION & CANCELLATION A security deposit ($500 or one-hour rental fee) is required to hold a date. Bartram s Garden will not guarantee or be responsible for tentative holds on available dates. Only a signed rental agreement in addition to the required security deposit removes your date from the open calendar. The client must return a signed copy of the rental agreement with the security deposit within seven days of booking or the date is released. The rental agreement will stipulate when the full rental fee is due (usually 90 days before the event). The security deposit is non-refundable prior to the event or in the case of cancellation. The security deposit will be refunded seven days following the event provided the client has adhered to all terms of the rental agreement. The John Bartram Association reserves the right to cancel an event if: Climatic conditions exist which, in the sole determination of the Association, may cause the site to be unsafe; or the client has not provided the required payments, and/or signed agreement by the dates stipulated. CATERING - Clients must contract with a caterer chosen from the approved list. See list on last page. REHEARSALS & DELIVERIES Wedding rehearsals and deliveries for weekend events must be prearranged with Bartram staff. Client may begin after 1pm and all activities must be concluded by 4pm (when all buildings including restrooms are locked and alarmed) on the day preceding the event, providing the site is not rented to another client on that date. An additional fee of $100 an hour will be charged after 4pm. Other arrangements can be made on request. SET-UP & CLEAN-UP - The facilities and grounds must be left in the same condition as when client arrived. Client/caterer must set up and break down tables and chairs and leave them in a designated location for pickup by rental company. All decorations must be removed. Client/caterer must bring trash bags and remove all trash generated by event. Sweeping/mopping/vacuuming by client/caterer is mandatory, including kitchen, Coach House, Barn and restrooms. Client/caterer should bring appropriate equipment or make advance arrangements with Bartram staff to use limited site equipment. DAMAGE Client/caterer must use premises in a safe, orderly, and careful manner as befits a museum and historic landmark. Client is responsible for supervising participants to prevent damage to premises. The John Bartram Association reserves the right to retain the security deposit and bill client for damage caused by client and/or guests, patrons, agents, employees, contractors, suppliers of materials and services, and volunteers.

3 PARKING - No parking is permitted on the walkways, driveways, service roads and grassy areas. All vehicles must park in the main parking lot adjacent to the Barn and meadow of Bartram s Garden, which will accommodate up to 70 cars and three buses. Special permission can be granted for additional parking in other areas of the site for a limited number of cars, if arranged prior to the event with Bartram staff. There are designated areas for unloading and loading. These areas are not to be used for other than setup and removal. SECURITY - Bartram s Garden is situated in a public park. Security is the responsibility of client. The Bartram staff person on site at the time of the function is not responsible for security. Clients hosting weddings and catered events have an option to hire security, at client s discretion, to patrol the parking lot during their event. RESTROOMS - Men s and ladies restrooms are located in the Courtyard adjacent to the Barn. STAFFING - A Bartram staff person will be on site and on call during the event. SMOKING - Bartram s Garden has a no-smoking policy for all buildings, including restrooms, and garden areas. Smoking is permitted only in the designated outside area and cigarette butts must be disposed of in containers supplied by client/caterer. COACH HOUSE, BARN & MEADOW GUIDELINES The charming Coach House has an open-beamed ceiling, red brick floor, white-washed walls, a serving bar, full catering kitchen, and is air conditioned. It opens into a walled brick courtyard. The Coach House is available year-round on a space-available basis. Seated meal in Coach House: Up to 60 guests. Standing reception in Coach House: Up to 80 guests. Seated meal in meadow: Up to 250 guests. A tent is required in the Meadow, at the client s expense. The Bartram Barn, the oldest in Philadelphia County, was completely renovated by the John Bartram Association in 1999 and is air-conditioned. It was built in 1775 by John Bartram, Jr. and is available year-round on a space-available basis. The Barn may not be used for seated meals; food service limited to cocktail receptions and light hors d oeuvres. Seated reception: 40 guests. Standing reception: 60 guests. HOURS Rentals are for up to 6 hours in length. This includes one hour of setup and one hour of cleanup on the day of the event. Function must be concluded by 10pm. If function extends beyond six hours, the client will be charged for additional hours.

4 MUSIC & DANCING Music may be played in the Meadow or Barn, provided noise levels are inoffensive to the surrounding community. Dancing is permitted. TABLES & CHAIRS The facility has (10) 30 x 60 rectangular tables and 60 chairs, which may be used at no charge. All setup, preparation, and breakdown are performed by client/caterer. Nothing may be stacked or placed against the interior walls of the Coach House. Chairs are for use in Coach House or Barn, but not in the garden, grass, or gravel. FOOD PREPARATION Caterers are required to use the Coach House kitchen for food preparation. The kitchen is equipped with a stove, microwave, freezer, refrigerator, and sink. The caterer must supply all dishes, tableware, platters, glasses, pitchers, utensils, etc. Food preparation is prohibited in or adjacent to the Barn or Courtyard. DECORATIONS Due to the historic nature of the buildings, trees and grounds, nothing can be attached to any tree or building. Decorations that would adversely impact the historic fabric of the buildings and grounds are not permitted. Bartram staff must approve decoration plans in advance. Flowers and vines may be hung or draped over beams and freestanding plants may be brought in. No tape, tacks, or nails may be used on any wall, door, or window or beam. No burning candles or any type of flame may be used inside of any building. All decorations must be removed from site at time of cleanup. Sparklers are absolutely prohibited. COMMON FLOWER GARDEN GUIDELINES The Common Flower Garden, first planted by John Bartram in 1731, is available for use with a Coach House rental for wedding ceremonies, cocktails, or small receptions. The porch of the Bartram House is included in the Common Flower Garden rental area. Ceremonies may take place ONLY in the Common Flower Garden and are prohibited elsewhere on the property. CAPACITY There is no specific limitation on the number of guests permitted in this area with the understanding that the garden plantings may not be adversely impacted or damaged. MUSIC Musical accompaniment for ceremonies is permitted in the Common Flower Garden. Music sound levels must be of minimal amplification from 12-4 pm when the historic site is open for tours. TABLES & CHAIRS All requests for tables and chairs in the Common Flower Garden must be cleared with Bartram staff and are limited to the minimum required for serving, for ceremonies, and to accommodate elderly or infirm guests. They may not intrude upon or adversely impact the plantings. All setup, preparation, and removal are performed by the client/caterer.

5 PICKING FLOWERS Absolutely prohibited. SMOKING Smoking is prohibited in Common Flower Garden and all areas of historic botanic garden. YELLOWWOOD TREE The Yellowwood tree, located in the area of the Common Flower Garden, is one of the oldest trees at Bartram s Garden. For its protection, caterers/clients are prohibited from setting up chairs, tables, serving stations or any other type of equipment in the area of the Yellowwood.

6 APPROVED CATERERS Preferred caterers provide a portion of their fee to Bartram s Garden for facilities maintenance and preservation of our National Historic Landmark House and Garden. J. Cabot Catering 12 th Street Catering 21 E. Glenside Avenue 2338 Ridge Avenue Glenside, PA Philadelphia, PA Contact: Gina Burke Contact: Lisa Marie Benigni Day-By-Day Catering Diverse Catering 21 st and Sansom Streets 3499 Street Road Philadelphia, PA Bensalem, PA Contact: Ken Correll Contact: Stephen Dyke Contact: Mike Schmidt Jeffery Miller Catering Catering by Design 1530 Locust Street 18 W. Hortter Street Philadelphia, PA Philadelphia, PA ext Contact: Toni Vitello Contact: Dan Love APPROVED TENT RENTAL COMPANY Ocean Tents and Party Rentals 1647 Route 38 Mt. Holly, NJ Contact: Joseph Peregman, Jr or CLIENTS/CATERERS MAY ONLY USE THIS APPROVED RENTAL COMPANY. ALL TENT & EQUIPMENT LAYOUT/SETUP MUST BE APPROVED IN ADVANCE.

7 CHECK OUT THESE LINKS TO WEDDINGS AT BARTRAM S GARDEN