Property Use Guidelines

Transcription

1 Property Use Guidelines as of January 4, 2017 The Filoli Property Use Guidelines are intended to be an overarching document to define property use and access for all parties Staff, Volunteers, Visitors and Vendors. These guidelines are designed to ensure the safety of all parties, create an outstanding visitor experience, and protect the Filoli property. This document will be updated from time to time to address the ongoing changes at Filoli. This document supersedes all other policies and standards relating to property use. Hours of Operation Visitor Gate Hours of Operation: Tuesday - Saturday 8:00 am - 6:00 pm Sunday 9:30 am - 6:00 pm Closed Monday Visitation Hours: Garden House Garden Shop Nature Preserve Café 10:00 am - 5:00 pm Tuesday - Sunday 10:00 am - 5:00 pm Tuesday - Sunday 10:00 am - 5:30 pm Tuesday - Sunday 10:00 am - 4:30 pm Tuesday - Sunday 9:30 am - 4:30 pm Tuesday - Sunday Property Access Hours: Visitors 9:30 am - 5:30 pm Tuesday - Sunday for daily visitation Education Program Participants 8:30 am - 5:30 pm Tuesday - Saturday (entrance to House ½ hour before class time) 9:30 am - 5:30 pm Sunday Extended hours for some programs (artist access, sunset hikes, etc.) Volunteers 8:00 am - 5:30 pm Monday - Saturday for volunteers with a scheduled duty. 9:30 am - 5:30 pm Sunday for volunteers with scheduled duty. Extended hours for special events. Volunteers without a scheduled shift, training, or meeting must use the Main Gate and check in at Visitor and Education Center (VEC) as a visitor during the standard Visitor hours (9:30 am - 5:30 pm). Staff 7:00 am - 6:00 pm Monday - Sunday (extended hours for events) Page 1

2 Daily Visitor Guidelines All visitors and members must enter the entrance gate during regular hours. Visitors proceed to the Visitor and Education Center to check in and gather information. Visitors will receive wristbands to indicate they have paid. Member wristbands will be green daily. Other colors will be used to delineate Tours and other special access. Group tours gather at Gallery Terrace or at the top of the path on the way to the House, out of the way of Visitors (Note: we are no longer gathering at the Landing because it is in the way of visitor flow). Once oriented, visitors exit the Visitor and Education Center through the front door or side gallery door and proceed to the Main Drive where they are directed to the house or garden. No food is allowed beyond the Visitor and Education Center. Visitors who bring food may use the designated picnic area. Visitors with food may not use cafe seating unless they purchase food from cafe. Visitors are asked to stay in designated areas and remain on paths whenever possible. Drinks are allowed in the Garden. Only bottled water is allowed in the House. No smoking or open flame of any kind is allowed on the property. Leashed service dogs are welcome, but no pets are allowed. Accessing the Property Property Entrance : Speed limit on ALL Filoli Roadways is 15 mph. Visitor Entrance (North Gate) : All visitors are required to access the property via the Visitor Entrance (North Gate). The gate is monitored by a gate guard from the hours of 8:00 am - 6:00 pm Tuesday through Saturday and Sunday 9:30 am - 6:00 pm. The gate is closed on Mondays and any time the property is closed. Individuals coming to Filoli for business appointments will use the Visitor Entrance Gate. Staff will meet their guests in the VEC lobby. Inform the Visitor Services staff of your guest s arrival. On Mondays, the staff contact will instruct their visitor to use the Delivery Entrance (South Gate) and park in the staff/volunteer parking lot. Requests for after-hours use of the Visitor Entrance Gate must be submitted to the Visitor Services Manager for approval and scheduling of Gate Guard. Service Entrance (South Gate) : The service gate is used by staff, volunteers, residents, deliveries, and other service related activities. No daily visitors are allowed access through the gate even if accompanied by a staff or volunteer (unless arriving to be dropped off or picked up from a scheduled shift). Visitors MUST use the Visitor Entrance and be checked in at the Visitor Center. The gate functions with a keypad code and call-in system for entrance and an automatic vehicle sensor for exit. Staff and volunteers receive a unique code for access. The codes are active for specific hours of operation. Generally, staff codes function 24/7 and volunteer codes function 8 am - 5 pm. Special codes are utilized for events, rentals, outside contractors, and other special functions. The codes are Page 2

3 managed by the Maintenance Superintendent. Requests for special event codes must be submitted to the Maintenance Superintendent. Parking : Visitor Parking Lot - All visitors park in the visitor parking lot s main section or the lower section often referred to as the overflow parking lot. The parking lot has a capacity of 330 vehicles including 9 handicap spaces and 3 bus parking spaces. Staff and Volunteer Parking Lot - All staff and volunteers are expected to park in the Staff/Vol Parking Lot. All staff/volunteers entering the Service Gate are required to park in the Staff/Vol Parking Lot. Staff/Volunteers are not allowed to enter through the Service Gate and proceed along the front of the house to access the Visitor Parking Lot. (Note: Current capacity is 75 cars and will be expanded to 155 in 2017). Overflow parking - Event days and busy season weekends require overflow parking. The overflow parking area is the field North of the House along the North access road. Overflow parking requires staff to direct traffic and is managed by the Garden Supervisor. Preparation in the form of mowing, grading, etc. is managed by the Garden Dept. A standard area is mowed annually with the capacity of approximately 300 cars. More space may be available with improved grading. Use of the overflow parking area is limited in wet Winter and Spring weather due to muddy conditions. Service Roadway Access: Main Drive The main drive runs from the visitor gate to the delivery gate. This road is the primary access point for staff, volunteers, and visitors to access parking lots, facilities, and work areas. The section in front of the House is closed to vehicular traffic and can only be used by service staff when closed to the public. The main drive is Filoli s primary emergency access road for fire department and paramedic personnel. Willow Rd to Red s Barn Willow road (gravel road off of Main Drive) is used by residents, volunteers, staff, instructors, education class participants, and SFPUC staff. A gate is used to control access. The gate is typically left open. On weekends with no programs at Red s Barn, the gate is closed to keep guests in cars and on bikes from exploring the backcountry. Orchard Rd. Orchard Rd. is a dirt road connecting the staff/volunteer parking area to the East side of the main parking lot. Orchard Rd. is important for staff service vehicles to access the facilities without having to drive along the front of the House during open hours. It also serves as another emergency access route during busy visitation periods. The road is narrow, steep, and often times impassable during wet periods, so caution must be used when utilizing Orchard Rd. Garden Perimeter Rd to Tennis Court The Garden Perimeter Rd. is an important connection to the tennis court, compost area, housing, Red s Barn, and access to the backcountry. Tennis court events, caterers, performers, staff, and volunteers use this road. Parking is limited to a few spaces near the compost area. No parking is allowed along the narrow Garden Perimeter Rd. as it is an emergency response road. Page 3

4 Old Canada Rd. Old Canada Rd. is a gravel road and the primary North-South access road running the length of the property. The road is used by staff, nature volunteers, residents, hikers, SFPUC staff, and emergency response personnel. Old Canada Rd. is an important thoroughfare for SFPUC staff to access lands surrounding Filoli. Gates at the North and South ends are locked by SFPUC to restrict access. Spring Creek Rd. Spring Creek Rd is the primary access road to access the Western portion of the property. Staff, residents, Nature Educ. hikers, SFPUC staff, and emergency personnel use the road for access to the cemetery, water tanks, reservoir, picnic grounds, and beyond. Cemetery Rd. Cemetery Rd. is a gravel road leading to the bachelor s quarters, redwood water tanks, and the cemetery. Due to its proximity to the bachelor s quarters residence, a section of the road is restricted to residents and staff. Cemetery Rd is an important emergency access road for fire protection in the backcountry. Red s Barn Rd. Red s Barn Rd. is a short connector to Red s barn from Old Canada Rd. The road is utilized by residents, staff, Nature Ed. hikers, Nature Ed. volunteers and emergency personnel. The road runs parallel to Old Canada Rd. and is an important emergency access road. Page 4

5 Use of Nature Preserve Trails and Facilities A system of over seven miles of hiking trails allows access to the nature preserve and facilities for a variety of education and enrichment programs. A regular schedule of maintenance of the trail system is carried out by the trail maintenance volunteers and garden staff under the supervision of the Filoli garden staff. Daily Use of Trails and Facilities: Hours open for daily use: 10:00 am - 4:30 pm Tuesday - Sunday. Nature Preserve is closed to Nature Education Docents and trainees when Filoli is closed to visitors except for scheduled training sessions and refresher hikes. Only Staff, trained Nature Education Docents and trainees accompanied by a Docent can access the trails. At no time can docents be on trails alone. At least two people must be scheduled for a training or refresher hike. Visitor access to preserve trails is only available through docent led nature hikes (Visitors may not come with docents or volunteers for trainings refresher hikes or on private hikes). Docents or staff either leading visitors or during training sessions and refresher hikes, must check in with Visitor Services and obtain a radio before accessing trails. Trail access is limited to those trails and roads within the designated borders as defined on the trail map. Observe all no-access points on the trail map or sign postings. Remain on the trails and roads at all times with the following exceptions: Creek access only when clearly marked on the trail map. Redwood grove access only when clearly marked on the trail map. No climbing trees, walking off-trail (unless indicated above), touching wildlife, picking plants, or collecting. Light trail snacks and bottled water allowed on the trails. All trail maintenance must be scheduled and under the supervision of the Volunteer trail foreman and/or Garden Supervisor. Trail maintenance needs are reported to the Vol. trail foreman or Garden Supervisor for evaluation and scheduling. Staff may access the trails but must to residents@filoli.org to receive approval from at least one resident staff prior to coming onto the property. Sally McBride Nature Center Museum : The Sally McBride Nature Center Museum is used by our education and volunteer programs, but is a key part of our school tour hike programs. The displays within the museum are natural history in nature and made up of nearly 100 animal specimens and mounted skins of the creatures and animals that live at Filoli. The display is meant to be viewed by entering the building on the western side and exiting through the eastern door. Access to the museum is controlled by keys and by a combination lock box outside of the museum. Staff and volunteers have access to the combination and key within. The collection is managed by the Head Curator & Collections Manager. The Education Department works closely with the Head Curator & Collections Manager to ensure protection of the collection. In addition, all Filoli events must adhere to Filoli s Integrated Pest Management (IPM) for Collections Page 5

6 under the direction of the Head Curator & Collections Manager. No food or beverages (excluding bottled water) are permitted within the Museum. Red s Barn: Capacity: 14 classroom / 30 lecture Red s barn is used for education programs and volunteer meetings. Reserve Red s barn using the room reservation form on the Filoli Staff Intranet. Filoli Education Classes Using Red s Barn : Available Rooms Red s Barn (14 classroom / 30 lecture hall) Environment Please be aware there is extremely limited heating and no air conditioning in these buildings. Room heaters and fans are available if needed. Setups: See rental section for classroom set-up information. Lecture Hall with podium Classroom style seating (linear or u-shaped work tables around an instructor table) Conference and Meeting Tables A/V equipment available upon request (laptop, screen, projector, flat screen television, DVD player, speakers, microphone, etc.) Food Service Red s Barn contains a small sink and kitchenette area that may be used for food and drink preparations. Education classes generally supply coffee, tea, and water, as well as small bites that their students may enjoy throughout their program. Available equipment includes: microwave, coffee makers, and hot pot. A small refrigerator is also available for temporary food storage. Beverages, including Coffee and Tea, may be permitted in the classroom depending on the class or program. (Ex. History of Botanical Art Class restricts all beverages due to the display of collection pieces in the classroom). Trash and recycling must be emptied at the end of each day. Access for students, instructors, equipment, furniture, etc. Primary access is by car via Willow Road, off of the main driveway, from the north gate. Instructor and volunteer access is 60 minutes before and 30 minutes after a class time. Student access is 30 minutes before and 30 minutes after a class time. Restroom Access There is a restroom available on the outside north end of the building. Page 6

7 Exhibitions Filoli has an annual schedule of exhibitions that may take place in the VEC, Gardens, House, and Property. Placement and installation of exhibitions must be approved and overseen by staff responsible for those areas: Head of Curation and Collections - House Head of Horticulture - Garden Visitor Services Manager - VEC Director of Property Operations - Other Property Exhibitions must be interpreted for all visitors. Exhibitions and related interpretation and signage will not be moved for rentals, classes, or programs. Visitor and Education Center (VEC) Daily Use of Visitor Center: Visitor Check In: Upon arrival, visitors park in visitor lot and proceed to Visitor and Education Center lobby. Two registers are staffed for daily admissions and one register is staffed for member check in. Visitors receive a wristband indicating that they have paid admission and are allowed to tour the House and Gardens. Visitors are allowed to explore the VEC and Cafe to gather Filoli information and to eat in the cafe without paying admission. Café: Capacity of 60 indoor seating, 40 outdoor seating, 150 standing The Cafe is operated by Crystal Springs Catering (CSC). CSC is responsible for daily food service to visitors. In addition, CSC provides catering outside of the cafe for group box lunches, event catering, and staff meetings. CSC is listed as Filoli s preferred caterer; however, outside rentals are not required to use CSC. Filoli and CSC enter into a contract annually outlining responsibilities. Cafe hours are 9:30 am - 4:30 pm Tuesday - Sunday. Cafe is available for rental outside of regular visitation hours. Lecture Hall (Rooms A, B, C): Capacity: 150 seated, 200 theater, and 240 standing Page 7

8 The lecture hall functions as the primary room for large business and educational meetings. The room is equipped with audio/visual equipment required by most business meetings, including screen, projector, sound, microphone, and Windows based laptop. The lecture hall also functions as a primary dining location for rentals and Filoli events. The room may be utilized as a single large space or separated into Room A, B, C by using slide out wall system. Each room must be reserved using the room reservation procedure on the Filoli Staff Intranet. The lecture hall is available for rental during regular visitation hours and evening hours. Room D: Room D (Prep Room) is a multipurpose room with refrigeration, washing stations, storage cabinets, and tile flooring. Room D must be reserved using the room reservation procedure on the Filoli Staff Intranet. When Rooms A-C are rented for a catered event, room D is included in rental. Room D is used for: Education classes Herb and Vinegar Production Catering for rentals Hospitality for Filoli meetings.. Internal/Volunteer Use of Visitor Center: Staff and Volunteers have access to use the VEC classrooms and spaces through the Room Reservation Process with the following considerations: Existing set-up should be used whenever possible; linens or additional set-up will not be available for internal meetings (exceptions can be made for special events). Rental events take priority but if a meeting is scheduled, staff will coordinate with the Chairs to identify alternative locations on the property. Internal meetings should be restricted to one hour or no more than 90 minutes. The Cafe is available for meetings in the morning and is recommended so that staff and volunteers can take advantage of coffee service beginning at 9:30 am. Special exceptions for more formal events may be considered by the Visitor Services Manager or Event Manager. Rental Use of Visitor and Education Center: Allowable Rentals Include Private Lunches and Dinners Business meetings Educational Seminars Receptions General Guidelines for All Visitor and Education Center rentals: Three primary areas are available for food preparation: Room D, Cafe Kitchen, and Service Parking Area outside Room D. Catering tents may be set up in outdoor service areas. Food Service Page 8

9 Food service, passed or plated, is allowed in all areas of the VEC. Red wine, coffee, tea, beer, cocktails, and other colored drinks are allowed. Pouring stations/bars can be located throughout VEC. If red wine, beer, coffee, tea, cocktails, or other colored drinks are served and guests also enter the House as part of the event, door monitors must be stationed in entrances to prevent colored beverages from entering the House. All garbage must be disposed of in appropriate containers. Garbage must be placed out of reach of animals, either indoors or transported to dumpsters at event end. No floral arrangements, indoor plant displays, educational displays, or art displays may be moved without the permission of the Head of Horticulture and/or the Head of Education. Collections objects requiring special protection include: Swan Marble Table in lobby, and temporary exhibits. In open air venues (cafe terrace), candles and propane heating units may be used. All decorations, including event lighting, must be approved in advance by Event Manager. Depending on the scope of event, permits may be required Service Vehicle Access: Cafe rentals - use Visitor Entrance Gate to main parking lot to access the service drive to cafe. Lecture Hall - use Service Gate to service parking area outside Room D. Smoking is prohibited on Filoli property. The organization or individual renting Filoli must agree, in writing, to hold Filoli Center and the National Trust for Historic Preservation harmless against any claims or expenses that result from their work at Filoli. In addition, they must agree to assume financial responsibility for any damage to the Filoli property caused by them or their agents. Prior to their visit, the organization must submit a certificate of insurance. Other documents may be required depending on the scope of the rental. Page 9

10 Use of the House Daily Visitor Use: The House is open for visitation during the hours of 10:00 am 5:00 pm, Tuesday thru Sunday (Clearing the House will begin at 4:45 pm). Visitors must pay admission at the Visitor and Education Center prior to entering the House. Visitors are encouraged to enter and exit the House through the front door. Exits from the House are the Front Door, Service Wing Door, and Holding Room Door near the Ballroom. Disabled Visitors enter the House utilizing ramps through the Service Wing Door and may exit using the Service Wing Door or Holding Room Door. Visitors are asked to remain in designated tour areas and respect the areas cordoned off for the protection of the collection. All collection pieces (wallcoverings, draperies, furniture, artwork, decorative objects, cabinets, etc) are not to be touched, opened, or moved. Collection furniture is not available for sitting.. Drinks are allowed in the Garden. Only bottled water allowed in the House. No smoking or open flame of any kind is allowed on the property. Leashed service dogs are welcome, but no pets are allowed. Photography is allowed in the House (smart phones, point and shoot cameras, ipads, and SLR cameras with regular short lenses and integrated flash units). We do not allow separate/detachable flash units, videotaping, tripods, monopods, large photographic accessories, or selfie sticks. Photography of collection or loaned items may be prohibited at the discretion of the Head Curator & Collections Manager. Strollers are generally permitted in the House and may enter and leave the house via the ramps at the Service Wing and Holding Room Doors. However, during special events and periods of heavy visitation strollers may be prohibited. When prohibited, designated stroller parking areas will be clearly defined. Event Rentals in House: Portions of the House are available for special event rentals. Allowable rentals include; Receptions Plated sit-down dinners in the Ballroom Indoor/Outdoor receptions and dinners Photography/Filming Presentations/Meetings House rentals are only available outside of Filoli s regular visitation hours. Use guidelines vary depending on the location of rental. General Guidelines for All Areas in the House: All food and drink will be prepared in designated areas outside of the House. Standard designated areas for catering are: Visitor Center Prep Room D, Main Courtyard, North Terrace, and Service Courtyard. Tents for food prep may be utilized in the outdoor garden areas. Menus must be approved in advance by Filoli representative. Greasy, strong smelling, and highly colored foods should be avoided and may be denied. Page 10

11 No collections items will be moved for event rentals. Special requests may be submitted to the Head Curator & Collections Manager for consideration. All occasional tables, chairs, decorations, etc. must be positioned a minimal distance equal to their height away from historic objects and walls so as to not cause damage if knocked over. All tables, chairs, etc., must have rubber tipped feet or a similar non-scratch treatment. No smoking or open flame of any kind is allowed in the House. All decorations must comply with the integrated pest management guidelines for the collections established by the Head Curator & Collections Manager. High intensity lighting must be evaluated for heat and emissions and be placed accordingly to avoid damage to collection objects. Additional protective measures may be required at the direction of the Head Curator & Collections Manager. Depending on the scope of event, permits may be required. The organization or individual renting Filoli must agree, in writing, to hold Filoli Center and the National Trust for Historic Preservation harmless against any claims or expenses that result from their work at Filoli. In addition, they must agree to assume financial responsibility for any damage to the Filoli property caused by them or their agents. Prior to their visit, the organization must submit a certificate of insurance. Other documents may be required depending on the scope of the rental. First Floor Excluding Ballroom - Maximum occupancy 450 Acceptable Rental Uses Receptions utilizing established public areas with guests experiencing the first floor exhibit areas of the House independently or part of a tour group Indoor/Outdoor events with guests experiencing the public areas of the first floor exhibit areas of the House along with a garden component Commercial Filming/Photography (see guidelines specific to this use) Food Service No food, passed or otherwise, is allowed in the public exhibit areas of the House. White wine, Champagne, and water (both still and sparkling) are allowed within exhibit areas of the House. Coffee, Tea, Beer, and other colored drinks are not allowed in the House. Pouring stations/bars must be located outside in designated areas. Music/Entertainment Live musical entertainment is allowed at the discretion of Filoli staff. String quartets, acoustic performers, and instrumentals are generally accepted. All musical ensemble setups are subject to the same collections protection rules stated above, and equipment requirements must be disclosed to Filoli staff before the event. Non-musical performers are allowed at the discretion of Filoli staff. Ballroom - Maximum occupancy 200 Banquet Rounds (seated) = 80 Banquet Rectangles (seated) = 100 Theater Seating = 120 Standing Reception = 200 Page 11

12 Acceptable Rental Uses Seated Dinners Receptions utilizing established public areas with guests experiencing the exhibit areas on the first floor of the House independently or part of a tour group Indoor/Outdoor events with guests experiencing the exhibit areas on the first floor of the House along with a garden component Commercial Filming/Photography (see guidelines specific to this use) Food Service Food service, passed or plated, is allowed following the general guidelines above Protective measures must be taken to protect floors, wall coverings, murals, paintings, objects, and draperies from spillage. All food preparation must take place in an outside tented area, in one of the service locations. White wine, Champagne, Clear Cocktails, and water (both still and sparkling) are allowed in the ballroom. Coffee, Tea, Beer, and other colored drinks are not allowed in the House. Pouring stations/bars must be located outside in designated areas. Music/Entertainment Live musical entertainment is allowed at the discretion of Filoli staff. In addition to string quartets, acoustic performers, and instrumentals, amplified music is allowed in the ballroom utilizing the stage. All musical ensemble setups are subject to the same collections protection rules stated above, and equipment requirements must be disclosed to Filoli staff before the event. Non-musical performers are allowed at the discretion of Filoli staff. Access for suppliers, equipment, furniture, etc. The 2 primary access points are the main courtyard entrance on south side of ballroom and holding room entrance on north side of ballroom. Items requiring a ramp must use the holding room entrance. Larger items may have to use front door entrance due to narrow access points at primary entrances. Ballroom Specific Protective Measures Floor protection may be required at the discretion of Head Curator & Collections Manager. Second Floor of House The second floor is not available independently for external events, but may be used as an add-on space for rentals and will need to be used for internal events. Available Rooms Sterling Library (max 25 persons) Roth Room (18 classroom / 30 lecture hall / 40 banquet rectangles) Bourn Room (12 classroom / 20 lecture hall / 24 banquet rectangles) Second Floor Kitchenette Mrs. Roth s Dressing Room (max 10) Acceptable Rental Uses Business meetings Page 12

13 Rooms for apparel changes, hair and makeup, storage, or general purpose in relation to a larger event A/V equipment available upon request (laptop, screen, projector, flat screen television, DVD player, speakers, microphone, etc.) Commercial Filming/Photography (see guidelines specific to this use) Food Service The Second Floor Kitchenette and dumbwaiter may be used for food and beverage preparations but no cooking or warming can take place in the House. Passed food and food buffets are allowed exclusively in the Roth and Bourn rooms. White wine, Champagne, and water (both still and sparkling) are allowed within designated areas. Coffee, Tea, Beer, and other colored drinks will be allowed exclusively in the Roth and Bourn rooms. Pouring stations/bars must be located within the Roth and Bourn rooms in designated areas as determined by Filoli staff. Access for suppliers, equipment, furniture, etc. Primary access is through the service courtyard entrance and up the service wing stairs. Larger items may use main staircase due to narrow access points along service stairs. The dumbwaiter is available to help get smaller items upstairs; access to the dumbwaiter is available in the first floor Butler s Pantry and the Second Floor Kitchenette. Restroom Access There are two primary restrooms available on the Second floor of the House, each connected to the Bourn and Roth rooms respectively. Filoli Events Using the House : All Filoli events are subject to the same guidelines outlined above for House Rentals. In addition, all Filoli events must adhere to Filoli s Integrated Pest Management (IPM) for Collections under the direction of the Head Curator & Collections Manager. The Event Chairs, Event Manager, and Event staff liaisons must work closely with the Head Curator & Collections Manager in the planning process to ensure protection of the collection. Filoli Education Classes Using the House : All Filoli educational classes are subject to the same guidelines outlined above for House Rentals. In addition, all Filoli education programs must adhere to Filoli s IPM for Collections under the direction of the Head Curator & Collections Manager. The Education Department must work closely with the Head Curator & Collections Manager in the planning process to ensure protection of the collection. Available Rooms Roth Room (18 classroom / 30 lecture hall) Bourn Room (12 classroom / 20 lecture hall) Mrs. Roth s Dressing Room (max 10) Second Floor Kitchenette Environment Please be aware there is extremely limited heating and no air conditioning on the Second Floor of the House. Classes should refrain from opening the patio doors and windows due to the delicate historic hardware and ongoing collections environmental Page 13

14 controls. Window and patio door opening and closing is to be done by staff ONLY. Room heaters and fans are available if needed. Acceptable Class Uses In general, the classes that take place on the Second floor of the House are attended by adult students and include: botanical art, drawing and painting, photography, needlework, history, and garden design. Messier classes and children s classes are generally held in the Visitor and Education Center or at Red s Barn. Class assistants, instructors, and students should be aware that other department offices are also located on the Second floor and should monitor their noise levels. Setups: See rental section for classroom set-up information. Food Service Lecture Hall with podium Classroom style seating (linear or u-shaped work tables around an instructor table) Conference and Meeting Tables A/V equipment available upon request (laptop, screen, projector, flat screen television, DVD player, speakers, microphone, etc.) The Second Floor Kitchenette may be used for food and drink preparations. Education classes generally supply coffee, tea, and water, as well as small bites that their students may enjoy throughout their program. Available equipment includes: microwave, coffee makers, and hot pot. A medium sized refrigerator is also available for temporary food storage. Mrs. Roth s Dressing Room is available as a lunchroom when classes are in session, and is conveniently located next door to the Second Floor Kitchenette. Beverages, including Coffee and Tea, may be permitted in the Roth and Bourn classrooms depending on the class or program. (Ex. History of Botanical Art Class restricts all beverages due to the display of collection pieces in the classroom). Trash and recycling must be emptied at the end of each day. Bags should be brought to the Service Courtyard porch bins. Access for students, instructors, equipment, furniture, etc. Primary access is through the service courtyard entrance and up the service wing stairs Instructor and volunteer access is 60 minutes before and 30 minutes after a class time. Student access is 30 minutes before and 30 minutes after a class time. The dumbwaiter is available to help get smaller items upstairs; access to the dumbwaiter is available in the first floor Butler s Pantry and the Second Floor Kitchenette. Restroom Access There are two primary restrooms available on the Second floor of the House, each connected to the Bourn and Roth rooms respectively. The restroom located off of the conservation workroom may or may not be available depending on the ongoing project. This restroom is connected to the Education Office and use is not preferred; however, if the work room is accessible it can be used. Other restrooms connected to staff offices are generally not available for student use. Page 14

15 Use of the Garden Daily Visitor Use: The garden is open for visitation during the hours of 10:00 am - 5:00 pm, Tuesday thru Sunday. Visitors must pay admission at the Visitor and Education Center prior to entering the garden. Visitors are encouraged to enter the garden through the Bourn Door in the Service Courtyard. Disabled visitors may enter the garden utilizing the garden entrance behind the garden shop or the ramp from the Holding Room Door when exiting the House. Visitors are asked to remain in designated tour areas and respect the areas cordoned off for the protection of the gardens and collection objects. Visitors are asked to remain on pathways and off lawn areas whenever possible (this, however, will not be as strictly enforced as in the past). All collection pieces (marble tables, decorative objects, etc) are not to be used, moved, or otherwise handled by visitors. Food is not allowed in the Garden, but is allowed in designated picnic areas. Visitors are asked not to pick or cut plant material, including fruit from the trees or the ground. Drinks are allowed in the Garden. Only bottled water allowed in the House. No smoking or open flame of any kind is allowed on the property. Leashed service dogs are welcome, but no pets are allowed. Photography is allowed in the Garden (smart phones, point and shoot cameras, ipads, and SLR cameras with integrated flash units). We do not allow separate/detachable flash units, videotaping, tripods, large photographic accessories, or selfie sticks. Portrait photography sessions are available upon request. Strollers are permitted in Garden; however, many paths are narrow (the best path will be indicated in the new visitor map). Event Rentals in the Garden : Allowable rentals include: Receptions Seated lunches and dinner Indoor/Outdoor receptions Photography/Filming Presentations/Meetings General Guidelines for All Areas in the Garden: All food will be prepared in designated areas. Standard designated areas for catering are: Visitor Center Prep Room, Main Courtyard, North Terrace, Service Courtyard, Tennis Court, and behind the Garden Shop. Tents for food prep may be utilized in the outdoor garden areas. Food preparation areas must protect brick, asphalt, and gravel areas from grease spills by providing a protective surface in heavy food prep areas. Plywood and rubber mats are examples of protective surfaces. Menus must be approved in advance by Filoli representative. Avoid greasy, strong smelling, and highly colored foods. Page 15

16 If red wine, beer, coffee, tea, cocktails, or other colored drinks are served and guests also enter the House as part of the event, door monitors must be stationed in entrances to prevent colored beverages from entering the House. All garbage must be disposed of in appropriate containers. Food and drink leftovers, including ice, are not to be dumped in the garden or natural areas. All garbage must be placed out of reach of animals either indoors or transported to dumpsters at event end. No display pots, collections objects, or plant material will be moved for event rentals. Special requests will be submitted to the Head of Horticulture for consideration. Collections objects requiring special protection include: Dining Room Terrace marble table set, Garden House floor, Garden House furniture and statuary, garden statues and ornaments. All occasional tables, chairs, decorations, etc. must be positioned a minimal distance equal to their height away from historic objects and walls so as to not cause damage if knocked over. This is particularly important in the Garden House. In open air venues, candles and propane heating units may be used. No open flames allowed in tented areas. All decorations must comply with integrated pest management guidelines for the plant collections established by the Head of Horticulture. Depending on the scope of event, permits may be required. Specialty event lighting is allowed with prior approval from Filoli Staff. Filoli structures and plant materials are not to be used for lighting support. Exceptions must be approved in advance by the Head of Horticulture. High intensity lighting must be evaluated for heat emission and be placed accordingly to avoid damage to plant material. Tents are allowed in all venues at the discretion of the Director of Property Operations. Plans must be submitted to Filoli staff for approval. Water barrels are preferred in most cases, but stakes may be allowed depending on tent size and location. Tents and other temporary structures on lawn areas are allowed for a maximum duration of 3 days. Lawn damage resulting from activities are the responsibility of the rental party. Truck access - Filoli has overhead truck clearance of 14 in primary access roads. Access roads can be narrow with tight turns. Box trucks should be in the 14 range in order to ensure adequate turning radius and clearances. The organization or individual renting Filoli must agree, in writing, to hold Filoli Center and the National Trust for Historic Preservation harmless against any claims or expenses that result from their work at Filoli. In addition, they must agree to assume financial responsibility for any damage to the Filoli property caused by them or their agents. Prior to their visit, the organization must submit a certificate of insurance. Other documents may be required depending on the scope of the rental Tennis Court: Maximum Seating Capacity of 600 (probably too tight for full sit down dinners) Acceptable Rental Uses Seated Dinners Receptions Business Ceremonies Luncheons Entertainment space available for live entertainment Tenting for evening or rainy season events Page 16

17 Food Service Food service, passed or plated, is allowed on the tennis court with few exceptions. Red wine, coffee, tea, beer, cocktails and other colored drinks are allowed. Pouring stations/bars can be located on the tennis court or in the kitchenette service area. Music/Entertainment Live musical entertainment is allowed at the discretion of Filoli staff. In addition to string quartets, acoustic performers, and instrumentals, amplified music is allowed on the stage and on the tennis court. All musical ensemble setups with power requirements must be submitted to Filoli staff in advance for approval. Non-musical entertainment is allowed at the discretion of Filoli staff. Access for suppliers, equipment, furniture, etc. The primary access points to the tennis court is via the tennis court service access road. Caterers, rental deliveries, musicians, and entertainers will use the access road for equipment delivery and pick up. Main House Courtyard : Maximum capacity of 200 seated or 300 standing Acceptable Rental Uses Seated Dinners Receptions Business Ceremonies Luncheons Live entertainment Tenting for evening or rainy season events Food Service Food service, passed or plated, is allowed in the main courtyard with few exceptions. Catering may set up tents for food service. Red wine, coffee, tea, beer, cocktails, and other colored drinks are allowed. Pouring stations/bars can be located in the main courtyard. Music/Entertainment Live musical entertainment is allowed at the discretion of Filoli staff. In addition to string quartets, acoustic performers, and instrumentals, amplified music is allowed with approval. All musical ensemble setups with power requirements must be submitted Filoli staff in advance for approval. Non-musical entertainment is allowed at the discretion of Filoli staff. Access for suppliers, equipment, furniture, etc. The primary access points to the main courtyard are via the main drive along the front of the House. Access to the main drive is restricted during regular visitation hours of 10am-5pm for event preparation. Caterers, rental deliveries, musicians, and entertainers will use the main drive for equipment delivery and pick up. Vehicles must be relocated to the main parking lot after loading/unloading. Page 17

18 North Lawn and Blue Atlas Cedar Area: Maximum capacity of 400 seated or 750 standing Acceptable Rental Uses Seated Dinners Receptions Business Ceremonies Luncheons Live entertainment Tenting for evening or rainy season events. This area is available for large tent setups upwards of 50 x 160. Food Service Food service, passed or plated, is allowed with few exceptions. Catering may set up tents for food service. Red wine, coffee, tea, beer, cocktails, and other colored drinks are allowed. Pouring stations/bars can be located in the main courtyard. Music/Entertainment Live musical entertainment is allowed at the discretion of Filoli staff. In addition to string quartets, acoustic performers, and instrumentals, amplified music is allowed with approval. All musical ensemble setups with power requirements must be submitted to Filoli staff in advance for approval. Non-musical entertainment is allowed at the discretion of Filoli staff. Access for suppliers, equipment, furniture, etc. The primary access points to the north lawn area are via the main drive along the front of the House. Access to the main drive is restricted during regular visitation hours of 10 am - 5 pm for event preparation. Caterers, rental deliveries, musicians, and entertainers will use the main drive for equipment delivery and pick up. Vehicles must be relocated to the main parking lot after loading/unloading. Garden House and Garden House Lawn Area: Maximum capacity of 24 seated or 60 standing Acceptable Rental Uses Seated Dinners Receptions Tenting for evening or rainy season events. The lawn area for tenting is appropriate for smaller events. Food Service Food service, passed or plated, is allowed with few exceptions. Catering may set up tents for food service in area behind the Garden Shop. Red wine, coffee, tea, beer, cocktails, and other colored drinks are allowed. Pouring stations/bars can be located outdoors or in the Garden House with proper floor protection. Filoli staff may require special protection from food and beverage spills for the marble floor, marble table, display items, and other collection objects. Music/Entertainment Page 18

19 Live musical entertainment is allowed at the discretion of Filoli staff. In addition to string quartets, acoustic performers, and instrumentals, amplified music is allowed with approval. All musical ensemble setups with power requirements must be submitted to Filoli staff in advance for approval. Non-musical entertainment is allowed at the discretion of Filoli staff. Access for suppliers, equipment, furniture, etc. The primary access points to the Garden House area are via the main drive from the service gate to the back of the Garden Shop. The main drive along the front of the House may also be used. Access to the main drive is restricted during regular visitation hours of 10 am - 5 pm for event preparation. Caterers, rental deliveries, musicians, and entertainers will use the service gate entrance for equipment delivery and pick up. Vehicles must be relocated to the main parking lot or staff parking lot after loading/unloading. Dining Room Terrace: Maximum capacity of 70 seated or 120 standing Acceptable Rental Uses Seated Dinners Receptions Tenting for evening or rainy season events Food Service Food service, passed or plated, is allowed with few exceptions. Catering may set up tents for food service in the area behind the Service Courtyard or behind the Garden Shop. Events with smaller catering may set up on the dining room terrace at the discretion of the Director of Property Operations. Red wine, coffee, tea, beer, cocktails, and other colored drinks are allowed. Pouring stations/bars can be located outdoors on the dining room terrace area with proper protection. Music/Entertainment Live musical entertainment is allowed at the discretion of Filoli staff. In addition to string quartets, acoustic performers, and instrumentals, amplified music is allowed with approval. All musical ensemble setups with power requirements must be submitted to Filoli staff in advance for approval. Non-musical entertainment is allowed at the discretion of Filoli staff. Access for suppliers, equipment, furniture, etc. The primary access points to the Dining Room Terrace are via the main drive from the service gate to the back of the Garden Shop or Service Courtyard. The drive to the service courtyard may not be used for box trucks over 10. The main drive along the front of the House may also be used. Access to the main drive is restricted during regular visitation hours of 10 am - 5 pm for event preparation. Caterers, rental deliveries, musicians, and entertainers will use the service gate entrance for equipment delivery and pick up. Vehicles must be relocated to the main parking lot or staff parking lot after loading/unloading. Swimming Pool: Page 19

20 Maximum capacity of 30 seated or 50 standing Acceptable Rental Uses Seated Dinners Receptions Pool Parties Tenting for evening or rainy season events. The lawn area for tenting is appropriate for smaller events. Food Service Food service, passed or plated, is allowed with few exceptions. Catering location is outside of gate behind swimming pool. Red wine, coffee, tea, beer, cocktails, and other colored drinks are allowed. Pouring stations/bars can be located by the Camperdown Elm terrace and Pool Pavilion area with proper protection. Filoli staff may require special protection from food and beverage spills on brick areas. Music/Entertainment Live musical entertainment is allowed at the discretion of Filoli staff. In addition to string quartets, acoustic performers, and instrumentals, amplified music is allowed with approval. All musical ensemble setups with power requirements must be submitted to Filoli staff in advance for approval. Non-musical entertainment is allowed at the discretion of Filoli staff. Access for suppliers, equipment, furniture, etc. The primary access points to the swimming pool are via the main drive from the service gate to the back gate of swimming pool. Caterers, rental deliveries, musicians, and entertainers will use the service gate entrance for equipment delivery and pick up. Vehicles may remain in the dirt parking areas behind the swimming pool. Staff should refer to staff benefits summary for Pool access. Use of Property for Film and Commercial Photography Shoots General Policy: It is the policy of Filoli to assure protection of the estate s cultural, historic, and natural resources. Any activity that has the potential to mitigate this policy will not be allowed. All filming and photographic activities must not unduly conflict with or disrupt the visiting public s normal use and enjoyment of the estate and its facilities. Requests from filmmakers and photographers for temporary, brief closures of visitor use areas will be considered on a case-by-case basis. The harassment of wildlife is prohibited. Filming of wildlife is permitted if there is no disturbance/manipulation of resident or free-roaming animals. The complete Film and Commercial Photography Policy is available separately. Page 20

21 Addendum: House & Collections Integrated Pest Management Overview Integrated pest management (IPM) refers to actions that are taken to prevent museum pest infestations, and conditions conducive to pests, as well as helping to ensure the health and safety of staff, volunteers, and visitors. Routine inspections and monitoring for pests and effective museum housekeeping are crucial to preventing infestations. Regular environmental monitoring, as well as evaluation of IPM practices and thorough documentation support these activities. The following Guidelines are included here to help ensure exhibitors and events understanding of Filoli s obligation to protect and preserve the Historic House, Garden and Collections. Questions about these policies should be addressed to the Head Curator & Collection Manager. Pests: Museum pests are biological agents that damage museum collections and historic structures. These include, but are not limited to, insects, mold, mice, rats, birds and bats. Pests damage objects through feeding, gnawing, defecating, nesting behavior, and by attracting other types of pests. Museum pests are generally grouped as follows: Fabric pests Wood pests Stored product pests Moisture pests Rodents Other vertebrates, including bats and birds General pests Museum pests Perimeter invaders Housekeeping: Prohibiting food, drink, and smoking in areas housing or exhibiting collections. Staff and volunteers should only eat and drink in areas designated for that purpose, far from collections storage and exhibit areas. Keep all food sealed in containers with lids. Properly disposing of trash in sealed containers and removing from House daily, including trash from staff offices and break rooms. Prohibiting decorative live and dried plants within areas collections storage areas, offices, etc. Live plants and floral arrangements displayed in the first floor display areas are carefully monitored by both the Horticulture and Collections departments. Properly removing and disposing of plant materials and cuttings on a daily basis from the House Flower Arranging Room. Focused and routine inspections to find sources of dampness and potential entry points in the House and especially attics and basements. Isolating moldy objects. Vacuuming with only HEPA or Hospital Grade filters. Page 21