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Update2018 Policy (Louisiana State University)

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LSU AgCenter Botanic Gardens at Burden
Facility Use Policy
2018 Rentals
Venue Options:
1. Ione E. Burden Conference Center
2. Steele Burden Memorial Orangerie
3. The Pavilion
4. Garden Area Rental
Scheduling and Reservations:
1.
Scheduling Burden facilities is on a first-come, first-served basis. “Tentative” reservations
are not permitted. Reservations made more than 12 months in advance may be subject to a
rate change.
2.
A $500 (per venue) refundable security deposit plus 50% of the rental fee is required at the
time of booking to secure the reservation for the venue. Reservations should not be
considered confirmed until the Director or Assistant Director at the Botanic Gardens has
acknowledged receipt and approval of the required deposit and paperwork. If the deposit and
forms are submitted by mail, an email will be sent to the sponsoring group/individual
confirming the reservation once the deposit is received.
3.
The total amount due for the rental must be paid 4 weeks prior to the event.
4.
Immediately after the event, the client is responsible for making sure the facility and
surrounding area are undamaged. If the facility is left in the same condition as when it was
rented, the security deposit will be refunded. Processing of the refund can take up to 30 days.
Cancellation and Refunds:
Refunds will be granted up to 30 days prior to the event with a 25% cancellation fee (based on total
rental price). Refunds will not be issued for cancellations less than 30 days prior to event. A $25.00
processing fee will be charged if an event is rescheduled to another date.
Use of Multiple Buildings
Rental rates for the Pavilion and Conference Center are discounted when rented with the Orangerie.
Burden Related Organizations
Horticulture-based organizations such as Friends of the LSU AgCenter Botanic Gardens, Camellia
Society, American Herb Society – Baton Rouge Unit, Master Gardeners, Baton Rouge Orchid Society,
Capital Area Beekeepers, and Bonsai Society are charged a special rate. There is a two hour minimum
for these events. General Public and University events may take precedence for booking.
Garden Area Rentals
Outside events in the Rose Garden, Barton Arboretum or on the general grounds are $200.00 per
event (2 hours) and are limited to parties of less than 40 people. No tables, chairs or garbage cans are
provided. All trash must be removed and the area left as you found it. NOTE: These areas may have
limited or no restroom availability.
1
Weekday Events:
These are events occurring Monday through Friday from 8:00 a.m. until 5:00 p.m. You may rent a
facility for a half day (8:00 a.m. – noon or 1:00 p.m. – 5:00 p.m.) or for a full day (8:00 a.m. – 5:00
p.m.). Events must end by 5:00 p.m., unless other arrangements are made in advance. If you need set-
up time before your event starts, you will need to make a request in advance; additional hour charges
will apply. If events are permitted to extend past 5:00 p.m., an additional fee will be charged on an
hourly basis. Weddings and private parties cannot exceed 75 guests. Parties exceeding 75 guests will
automatically be bumped to Evening and Weekend Rates.
Evening and Weekend Events
These are events occurring after 5:00 p.m. on weekdays and all day on Saturdays and Sundays.
There are 3 options to choose from.
Option 1: 4 hour maximum: 1-hour set-up, 2-hour event, and 1 hour take down.
Option 2: 6 hour maximum: 2-hour set-up, 3-hour event, and 1 hour take down.
Option 3: 8 hour minimum (with the option of adding extra hours at $200/hr/facility): 3-hour set-up,
4-hour event, and 1 hour take down.
All activities must end and take down must begin by 11:00 p.m. You must allot at least 1 hour for take
down and clean-up. Everyone must be off the property by 12:00 midnight. In the event that your time
extends past midnight or past your agreed upon rental time, you will be billed $400 for each
additional 30 minutes.
Included in the rental:
Set-up of our equipment, tables, and chairs
Garbage cans, double lined
Public restrooms in Visitor Information Lobby
Staff person on duty
Mosquito abatement
(when necessary)
Security officer (Evening and Weekends only)
Take down of our equipment, tables, and chairs
Disposal of garbage that is in our garbage cans once the event is complete *excludes Catering garbage
Complimentary photography session ($75 value) that can be used separately from your event. Please
schedule with Katie Guitreau at kguitreau@agcenter.lsu.edu.
One year membership to Friends of the Botanic Gardens at Burden newsletter and a personalized
brick in the Memory Garden
Additonal Cost:
• Stage (8ft x 16ft)
• Catering prep kitchen
• Live greenery, trees and shrubs
• Early morning set-up (available for Option 2 and Option 3
only)
• Extra hours (available for Option 3 only)
250 RULE: Events of 250+ guests
1. Must rent both the Orangerie and the Pavilion.
2. Must cover the cost of a 2nd security officer at the rate of $50/hour
3. Must provide additional restrooms by renting a restroom trailer or portable toilets
2
Facility Policies and Guidelines
The following are PROHIBITED in all buildings:
Smoking inside any buildings and surrounding areas. Although we have ashtrays at front
entrances, we are a smoke-free campus.
Party confetti and glitter.
Wish lanterns.
Tape on any surface, including tablecloths.
Candles - Only flameless candles are allowed in buildings.
Candles in the fireplace – only dripless candles in appropriate holders or flameless.
Boiled crawfish - no boiled crawfish may be brought inside the buildings or left in the trash
cans. Crawfish are permitted outside of buildings, provided proper cleanup is done after the
event. You or your caterer must remove all crawfish trash at the end of your event. No boilers
or dumping hot water on the grounds
Set-up Guidelines:
• Only structural setup can occur outside of your paid rental time if this set-up does not disrupt
another paid rental and only if you have gotten pre-approval from the Botanic Gardens.
Structural setup includes tents, structural lighting, tables and chairs.
• Detailed setup cannot occur until your paid time begins. Detailed setup includes decorations,
candles, linens, flowers, catering, DJ or band, photography and other items.
• Extra setup time can be added to your event. Early morning setup is available for $500 and
includes 2 consecutive hours of time that can be used between 8:00am and 12:00 noon on the
day of your event. Early morning setup cannot attach to your rental time. Should you wish to
have the extra hours link directly with your rental time, the price is $200/hr/facility.
Takedown Guidelines:
• Only structural takedown can occur outside of your paid rental time if the takedown does not
disrupt another event and only if you have gotten pre-approval from the Botanic Gardens.
When approved, next-day cleanup of structural items must be complete by 10:00am the
following morning. Structural takedown includes tents, structural lighting, tables and chairs.
• Detailed takedown must occur during your paid time. Detailed takedown includes decorations,
candles, linens, flowers, catering, DJ or band, photography and other items that do not belong
to the Botanic Gardens.
Lighting:
• There are pathway lights along the main walkways from the parking lot to the Pavilion and the
crapemyrtle trees are equipped with up-lighting. The Event Coordinator at the Botanic Gardens
can turn on these lights upon request.
• The interstate lights provide light for the grass parking lot.
• Additional lighting can be installed by a professional rental company to the Orangerie, Pavilion
or the grounds in the form of café/festoon lighting, chandeliers, spotlights or lamps.
• Candles: Only dripless candles that are inside containers are allowed outside of the buildings
and in the fireplace. Spilled wax inside the fireplace or on the facility grounds will result in a
deduction from the security deposit to cover cleaning and repair.
3
Electricity:
Power station: located under the trees between the Orangerie and Pavilion. This includes one
110 volt outlet on a 20 amp breaker and a 220 volt outlet on two 30 amp breakers. There is a
pigtail that can be used on the 220 volt outlet to convert to 2- 110 volt outlets.
Landscape electricity: There are 3 outlets located in the gardens in front of the Orangerie to use
for low voltage landscape lights
Pavilion lighting: each brick pillar is equipped with outlets.
Fire:
The pavilion rental includes the use of the fireplace and the fire pit. You must provide your own
wood and a responsible adult must tend to the fire at all times. The fire(s) must be extinguished
immediately following the end of the event before cleanup begins to ensure there are no
burning embers left over. A hose is provided at the pavilion for this purpose.
Parking:
There at 3 parking areas provided for you and your guests to utilize.
a. Main concrete/gravel lot (40 spots) – located between the Orangerie and Visitor’s
Center
b. Grass lot (125 spots)- Located behind the Visitor’s Center with a pathway leading to the
venues
c. Gravel lot (100 spots)- Located behind the rose garden with a pathway through the rose
garden leading to the main road next to the Pavilion
Installing, hanging and fastening:
Prohibited: Staples, nails, screws, and tape
Allowed: Rope, string, fishing line, and Command pull-tab hangers
Rehearsal:
• Wedding rentals are allowed to hold a 1-hour rehearsal at the facility prior to the event.
Rehearsals can only be booked during a time that does not interfere with another paying event.
Rehearsals that need access to the venue and restrooms should be held before our facility closes
at 5:00pm each day.
Rain Plan:
• It is always a good idea to have a back-up rain plan in case of poor weather.
• The LSU AgCenter Botanic Gardens will work with you and your vendors should you decide to
add tents and additional supplies during the final week of your wedding.
• The plan must be in place by the Wednesday before your event in order to make it on the
schedule for the weekend. No changes are allowed after this time.
Visiting the Botanic Gardens after Booking:
When you need to make a payment or discuss your event, please call or email Katie Guitreau
ahead of time to book a meeting.
4
LSU AgCenter Facility Policy: Facilities are available on a non-discriminatory basis, without regard to
socioeconomic level, race, color, sex, religion, disability, or national origin and may not be used by
any individual or organization that discriminates in membership or in practice against any of the above
mentioned. The LSU Agricultural Center is a statewide campus of the LSU System and provides equal
opportunities in programs and employment.
Alcohol Use Policy
The serving, possessing, and consuming of alcoholic beverages at the Botanic Gardens is allowed only
in accordance with the provisions of state and local laws and ordinances and within the context of LSU
AgCenter regulations and procedures. This policy is specifically designed to govern the use of alcohol
on the Botanic Gardens property and is in compliance with Policy Statement 12 of the LSU
Agricultural Center. When alcohol is to be consumed at an event, the Botanic Gardens reserves the
right to have a representative on the premises with authority to contact appropriate authorities as to
misuse of this policy.
Security Policy
All events must have an LSU Police Officer or other approved security officer on the grounds during
the contracted length of the event. One security officer is required for parties under 250 guests and two
security officers are required for parties of over 250 guests. The LSU AgCenter Botanic Gardens will
secure the necessary security officer(s) for the length of the event and will cover the cost of the first
officer. The cost of the second security officer must be paid by the renter 4
weeks before the event.
Security Deposit
A $500 (per venue) refundable security/damage deposit is due at the time of booking. This deposit
covers small damages incurred during the event (including setup and cleanup) such as, but not limited
to, dings in the wall, tape/string left on the rafters or ceilings, sparklers on the ground, or the need for
excess janitorial duties. If damages occur in excess of the security deposit, you will be required to
reimburse the LSU AgCenter Botanic Gardens for those damages.
After your event, your security deposit will be refunded less any charges for damages. It will be mailed
from LSU Accounting Services to the address listed on your reservation form 3
0-45 days after your
event.
General Liability Insurance
The USER of the facility who employs anyone, directly or indirectly, for their services to the user is to
provide the LSU AgCenter Botanic Gardens with a Certificate of Insurance from the employed entity’s
insurance agent or agents indicating the coverage outlined as follows at least ten business days (10)
before the scheduled event.
The General Liability Insurance must be in the amount of not less than $1,000,000 combined single
limit per occurrence for bodily injury, personal injury, and property damage.
5
Indemnification Policy
Individual, agrees to protect, defend, indemnify, save and hold harmless Louisiana State University
and A&M College, the State of Louisiana, all State Departments, Agencies, Boards and
Commissions, its officers, agents, servants, and employees, including volunteers, from and against
any and all claims, demands, expense and liability arising out of injury or death to any person or the
damage, loss, or destruction of any property which may occur or in any way grow out of any act or
omission of Individual, its agents, servants, and employees, or any and all costs, expense and/or
attorney fees incurred by Individual as a result of any claim, demands, and/or causes of action except
those claims, demands, and/or causes of action arising out of the negligence of Louisiana State
University and A&M College, the State of Louisiana, all State representatives, and/or employees.
Individual agrees to investigate, handle, respond to, provide defense for and defend any such claim,
demands, or suits as its sole expense and agrees to bear all other costs and expenses related thereto,
even if it (claims, etc.) is groundless, false or fraudulent.
Individual agrees to investigate, handle, respond to, provide defense for and defend any such claims,
demands or suits at its sole expense and agrees to bear all other costs and expenses related thereto,
even if the claim, demand or suit is groundless, false or fraudulent. The State of Louisiana may, but is
not required to, consult with the Individual in the defense of claims, but this shall not affect the
Individual’s responsibility for the handling of and expenses for all claims.
Facility Rental Rates
Weekday:
Monday-Friday 8:00am-5:00pm
Full Day Rental
(8 hours)
Additional
hours
Conference Center
$825
$100/hr
Orangerie
$800
$100/hr
Orangerie Conference Room
$200
$25/hr
Pavilion
$600
$100/hr
Evening and Weekend:
Monday-Friday 5:00pm-11:00pm
All day Saturday and Sunday
Option 2
6 hour max
Option 3
8 hour (+)
Orangerie
$2,500
$3,000
Pavilion
$2,200
$2,800
Orangerie + Pavilion
$4,000
$4,900
Conference Center
$1,800
$2,200
Additional hours:
NA
$200/hr/facility
250 RULE: Events of 250+ guests
1. Must rent both the Orangerie and the Pavilion.
2. Must cover the cost of a 2nd security officer at the rate of $50/hour
3. Must provide additional restrooms by renting a restroom trailer or portable toilets
Add-Ons
Price
Information
Morning Set-up
(option 2 & 3 only)
$500
2 hour time block to be used on the day of your event
anytime between 8:00am-12:00pm. Must be arranged
ahead of time. Cannot be attached to the event time.
Catering Prep.
Kitchen
$200
Rental lasts for the length of your base rental period
(4hrs, 6hrs, or 8hrs). Anyone who rents the kitchen
must have it completely clean by the end of the rental
time and all garbage removed.
Plant Material
Varies
The LSU AgCenter offers a variety of trees and other
plants to decorate your event. Ask about availability.
Stage
$250
8’x16’x1’ Black stage. Ask about availability.
A/V Equipment
$100
Includes a table, projector, screen and attachment
cords. Speakers, laptop, and microphones are not
provided.
6
LSU AgCenter Botanic Gardens at Burden
Event Reservation Form
For more information contact Katie Guitreau
kguitreau@agcenter.lsu.edu
Phone (225) 763-3990 Ext.2 Fax (225) 763-3993
LSU AgCenter Botanic Gardens, 4560 Essen Lane, Baton Rouge, LA 70809
$
$
$
$
$
$
$
$
Rental Fee Charges
Security Deposit
Deposit Total
5% Credit Card Fee
Add-ons
Early Morning Set-up 2 ½ hours
Additional Hours
Kitchen Rental
Additional Rentals
5% Credit Card Fee
50% of Base Rental Fee
$500.00/facility
I, the undersigned, have read and understand the provisions of the Botanic Gardens Facilities Usage Policy and
will comply with these provisions. I understand that non-compliance with the said provisions may exclude me
from present or future use of the Botanic Gardens facilities and/or forfeiture of the security deposit.
Signed: Date:
First Last
(
)
-
(
)
-
Month
Day
Year
Yes
No
Pavilion
Orangerie and Pavilion
$
$
Base Rental Fee
Deposit for Reservation
$500.00
$200.00/hr/facility
$200.00
Yes
No
Orangerie
Name
Organization
Address
City/State/Zip
Email
Primary Phone
Secondary Phone
Type of Event
Open to Public?
Will alcohol be served?
Number of Guests
Email
Date of Event
Set up Time
Times of Event
Clean-Up Time
Total Time
$
Remainder of Base Rental Fee
Balance (Add-ons plus Remainder of Base Rental Fee) *Due one month prior to event
Total
$
$
Bride and Groom Contact
Names
Emails
Address
City, State, Zip
Security Deposit Refund
*
Can take up to one month
for processing
Name
Address
,
City
, State, Zip
7
LCD Projector and Screen
Laptop
Podium/Microphone
(
)
-
(
)
-
Month
Day
Year
Yes
No
Yes
No
Name
Organization
Table Configuration
Address
City/State/Zip
Email
Primary Phone
Secondary Phone
Type of Event
Open to Public?
Will alcohol be served?
Number of Guests
Date of Event
Set up Time
Times of Event
Clean-Up Time
Total Time
$
$
$
$
$
$
$
Rental Fee Charges
Security Deposit
Deposit Total
5% Credit Card Fee
Add-ons
Early Morning Set-up 2 ½ hours
Additional Hours
Additional Rentals
5% Credit Card Fee
50% of Base Rental Fee
$500.00/facility
I, the undersigned, have read and understand the provisions of the Botanic Gardens Facilities Usage Policy and
will comply with these provisions. I understand that non-compliance with the said provisions may exclude me
from present or future use of the Botanic Gardens facilities.
Signed: Date:
$
$
Base Rental Fee
Deposit for Reservation
$500.00
$200.00/hr/facility
Security Deposit Refund *Can take up to one month for processing
Name
Address, City, State, Zip
Email
$
Remainder of Base Rental Fee
Balance (Add-ons plus Remainder of Base Rental Fee) *Due one month prior to event
Total
$
$
(Revised 11/10/2017)
LSU AgCenter Botanic Gardens at Burden
Event Reservation Form
For more information contact Katie Guitreau
kguitreau@agcenter.lsu.edu
Phone (225) 763-3990 Ext.2 Fax (225) 763-3993
LSU AgCenter Botanic Gardens, 4560 Essen Lane, Baton Rouge, LA 70809
Presentation U-shape Block Classroom Other
Please indicate if you will require any of the following equipment:
Conference Center
First Last
8
Vendor Contact Information
Event Coordinator: Phone:
E-mail:
Photographer: Phone:
E-mail:
Tent Company: Phone:
Contact Name:
E-mail:
Caterer: Phone:
Contact Name:
E-mail:
Rental Company: Phone:
Contact Name:
E-mail:
Main Point of Contact (before, during and after event):
Phone: E-mail:
I understand that I am responsible for the actions of my hired vendors and will cover the cost of cleaning
and/or repairs if needed. A representative from my wedding party will stay until the end of my clean-up time
to ensure the facility is cleaned to the correct specifications. See Clean-up Checklist for more information.
Signature: Date:
9
Important points:
• After the event, the client is responsible for making sure that the facility and surrounding
area are undamaged. If extraordinary cleaning services are required or the property is
damaged, the cost of those services/repairs will be deducted from the security deposit.
• TRASH and TRASH CONTAINERS should not be left outside the building at the end of
your event. A Botanic Gardens staff member will give you directions to the dumpsters
which are available for your use and located in a well-lit area.
• Clean-up must begin at least 1 hour before the end of your contract time, no later than
11:00 p.m. and be completed by midnight. All event activities must conclude by 11:00
p.m. Exceeding your contract time will result in a deduction of $400 for each 30
minutes.
• You are ultimately responsible for the actions of your vendors. Please communicate with
them so they understand the policies of the Botanic Gardens.
• As per the rental contract with the Botanic Gardens, our Event Coordinator will arrive at
the appropriate time to open the building. If you or your vendors enter the building or
begin setup before your contract time or remain after your contract time, you will be
charged accordingly. Please do not request any other Botanic Gardens staff to open the
buildings as they are not in a position to do so or familiar with your contract.
• The kitchen rental is available during your scheduled event time. This does not apply to
early morning set-up times of the Orangerie or the Pavilion.
I have read and understand the Botanic Gardens policies.
Signature______________________________________ Date _________________
10
11
12
Equipment Provided
Dimensions
Quantity
Picture
Rectangular tables
72” L x 30”W 30
Round table
72” 20
White chairs
250
Grey padded chairs
80
13
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Completed 18 July 2020

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