Guidelines for Renting Facilities at Garden in the Woods
New England Wild Flower Society, a non-profit conservation and education organization,encourages public enjoyment of the Garden in the Woods. When planning your event, we encourage you to take advantage of the Garden, the largest landscaped collection of wildflowers in the northeast.
Note that the Garden is open to the public and any events you have scheduled during hours of operation may be affected.
The renter agrees to cooperate with the event coordinator and to abide by any of his/her requests.
The renter may not tack, staple, or tape anything to the walls, ceilings, or any other fixtures of the Education Center without express consent of the event coordinator.
Renters shall not connect any electrical device or appliance without verifying its suitability with the event coordinator.
All exits shall remain free from obstruction at all times.
Smoking is strictly prohibited on the premises of the Garden and in its buildings.
No confetti, glitter, bird-seed, or rice can be thrown during weddings. No butterfly releases are allowed. No confetti, glitter, incense, or pinatas are allowed inside the Education Building or on the Pavilion.
Any filming for commercial or professional use must be cleared with the Society prior to the event.
The Garden is located in a residential area and participants in the event are required to conform to the local laws and statutes of the Town of Framingham.
Deposit and Payment
The renter agrees to pay the deposit as specified in the Rental Agreement. This deposit holds the date and may be applied to the total rental fee providing there is no damage or extra cleaning of the facility required. A $250 security deposit is required for wedding receptions and any functions serving alcohol.
The deposit will not be returned for a cancelled date.
Final payment is due one week before a wedding ceremony and/or reception. For other events, payment is due no later than the day of the rental unless previous arrangements have been made.
Set-Up and Clean-Up
The Society can provide up to 100 chairs, 21 rectangular, and 7 round tables. Any other tables and chairs must be obtained from another source. (We have 10 tables that are 6’ x 2 1/2’, 11 tables that are 6’ x 2’, and 7 round tables that are 4 feet in diameter.)
The renter agrees to clean and restore tables and chairs to the original position. Set-up and clean-up times are included in the contracted rental time. The renter agrees to leave the Education Center and the Garden in the same condition in which it was supplied. The renter shall clean up any spills and contact the event coordinator. Trash must be bagged and placed in the kitchen next to the outside door. Large numbers of bottles and cans should be taken home for recycling by the renter.
Use of the kitchen does not include any kitchen utensils. Renter may use the refrigerator, stove, counter space, sink microwave oven, and catering racks.
For catered events, please make sure your Caterer has a Town of Framingham "Permit to Operate a Temporary Food Service Operation", which is available through http://www.framinghamma.gov/DocumentView.aspx?DID=256.
Application should be filed at least 3 weeks in advance. A copy of the permit must be given to Society at least 1 week before event.
Your caterer must supply to New England Wild Flower Society's event coordinator proof of a Certificate of Liability Insurance policy of at least $1,000,000.00, naming New England Wild Flower Society as "an additional insured".
Details of all deliveries must be cleared with the event coordinator.
The service and food and its consumption are restricted to the Education Center and the Pavilion.
Open flames of any type and wok cooking are prohibited. Grills may be used with permission.
Small candles for chafing dishes and small candles in jars for table decorations are allowable.
Amplified music is prohibited outside the Education Center.
The renter is responsible for the actions of all of his/her guests. The renter is liable for any loss of equipment, breakage or other damage to the facility and agrees to pay for such loss in full. The renter must remove all personal equipment and materials from the Education Center and the Garden at the conclusion of the rental time. New England Wild Flower Society accepts no responsibility for the belongings of the renter, guests and caterers, etc. Further the renter accepts the liability regarding the safety of him/herself and his/her guests on the property.
All vendors employed for the event must supply to New England Wild Flower Society's event coordinator proof of a Certificate of Liability Insurance policy of at least $1,000,000.00, naming New England Wild Flower Society as "an additional insured".
Guidelines for Alcohol on the Premises
PLEASE READ CAREFULLY
For all events serving beer and wine, a security deposit of $250.00 is required.
-- Only beer and wine may be served.
-- The sale of alcohol is strictly prohibited.
-- The serving must end at 11:00 p.m.
-- Details of delivery of beer and wine must be approved by the event coordinator.
-- Following the event, any open bottles must be removed by the client.
-- Any unopened liquor must be removed early on the next business day.
AT LEAST ONE WEEK BEFORE THE EVENT YOU MUST PROVIDE TO US TWO DOCUMENTS:
1. a one-day liquor license from the Town of Framingham
2. a Certificate of Insurance (SEE BELOW FOR DETAILS)
Please be aware that the Town of Framingham charges a fee for the license. Some bartenders will charge a fee for the Certificate of Insurance.
To obtain a one-day liquor license from the Town of Framingham - required for all events in the town of Framingham serving any alcohol - contact Mary Ellen Rupp at the License Office at 508-532-5402 or email her at Maryellen.Rupp@framinghamma.org. She will provide you or your caterer with an application form. The process takes about two weeks, so be sure you leave enough time for approval and to get a copy of the license to the Society at least one week before the date of your event. As part of the application, you will be required to show proof of TIP certification (Alcohol Server Training) for the person serving beer or wine at your event.
For Corporate or Non-Profit events or Private Party with a Caterer: You must hire a licensed bartender or caterer with a liquor liability insurance policy of at least $1,000,000.00. A Certificate of Insurance, naming the New England Wild Flower Society as “an additional insured” for the date and time of the event must be provided to the event coordinator at least one week before the event. The Certificate of Insurance must have a clause stating that it includes liquor liability coverage for at least $1,000,000.00.
For Private Parties or Events without a Caterer: Sponsors of Private Parties and Events should provide the Society, at least one week before the event, with a “Certificate of Insurance” from your homeowners insurance company with evidence of $500,000 of Comprehensive Personal Liability. If the sponsor has a personal umbrella, please indicate the policy number, dates and limits of coverage. You will also need to obtain the one-day liquor license from Town of Framingham, as described above.