| Frequently
Asked Questions about Rentals |
How
do I make a reservation?
Tentative reservations can be made over the telephone or by
downloading the rental form from this web site and sending it
as an attachment to an e-mail. We encourage you to contact us
as soon as possible concerning availability. Your reservation
is official upon receipt of the rental fee, the completed and
signed function agreement, and, if applicable, the approval
letter to serve alcohol at your function. |
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RENTAL FEES
& DEPOSITS.
Events may be booked up to one year in advance. Bookings may
be placed on a tentative hold for 5 days; tentative bookings
are automatically released after 5 days unless confirmed.
Reservations are confirmed when all rental fees, deposits
and Friends Membership dues are paid and received with signed
contract by the Rental Coordinator. A letter of confirmation
is mailed upon receipt.
Deposit amount matches the Rental Fee for the time period
rented. (Example: $300 rental fee = $300 deposit). Rental
Fee and Refundable Deposit is refundable for events cancelled
at least 90 days in advance, less the Non-refundable deposit.
If the reservation is cancelled less than 90 days prior to
the event, all deposits will be forfeited and rental fees
refunded. A reservation cancelled less than two weeks prior
to event will result in forfeiture of the rental fee unless
the facility can be rebooked for another event. Refunds are
processed at the end of each month. Please allow 2 to 4 weeks
for refunds. If damages occur beyond the scope of fees and
deposits paid, Renter is responsible. Official Clemson University
events rates: (Events sponsored or co-sponsored by CU units)
are half price of stated rates in the Rental Information brochure.
A deposit is not required for Official Clemson University
events, however, any charges for clean up or damages will
be billed to the sponsoring unit. Rental fees are payable
by IDO noting date, time, location of event, and name of department
requesting reservation.
FRIENDS MEMBERSHIP.
A separate check to CU/Foundation must be included at a minimum
membership level of $25 per year. Membership materials will
be furnished in confirmation materials.
ACCEPTED FORMS OF PAYMENT FOR RENTAL FEES AND DEPOSITS.
Checks made payable to CU/SCBG, Visa, Mastercard
or Discover credit cards.
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SET-UP & DECORATIONS.
The South Carolina Botanical Garden does not
provide set-up or teardown services. Set-up may
NOT begin prior to your reservation time. A separate
rental time must be reserved and rental fee paid for set-ups
required the day before a scheduled event. Set-up times for
caterers must be disclosed to help determine rental time and
requirements needed for your reservation.
Birdseed, rice, glitter, confetti, flower petals or similar
materials may not be thrown or scattered anywhere in the buildings
or on the grounds. Helium filled balloons; fog and bubble machines;
and fireworks are prohibited. Any candles must be dripless.
Art exhibitions on display in the Hayden Conference Center,
potted planters in and around any garden area may not be moved
or removed. Material may not be taped, pinned, nailed or tacked
to walls. Contact the Rental Office for information about lighting,
sound, and other special equipment.
No furniture may be moved except tables & chairs located in
the Hayden Conference Center Lecture Room and storage closet,
conference tables in the Hayden Conference Center Agnew Room
and upholstered benches in the Agnew Room. Tables & chairs located
in the Hayden Conference Center may not be used outside. Please
contact Garden Rental Office for list of audio/visual equipment
available for use in the Hayden Conference Center. The Garden
does not furnish office equipment, FAX, message or copying services.
Tables located at the Fran Hanson Discovery Center and the patio
of the Carriage House must be returned to their proper places.
Set-up times must be scheduled for the Fran Hanson Discovery
Center area at time of reservation as business hours are until
5:00p.m. daily. |
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TEARDOWN & CLEAN-UP.
While caterers frequently include these services
in their fees, it is the responsibility of the renter to ensure
that they are done properly and that the building and premises
are left clean and undamaged. Clean-up must occur immediately
following the event and must be completed within the specified
time frame. The Garden staff will clean only restrooms and
specifically identified areas. A checklist is provided in
the Hayden Conference Center kitchen. In general, for all
areas,
All food and beverages must be removed and
spills cleaned thoroughly.
All equipment must be returned to its designated area.
Floors are swept, vacuumed, or mopped as appropriate.
Trash, garbage and other debris must be removed and placed
in dumpsters.
Carriage House restrooms are to be cleaned of all surface
debris, garbage emptied and building locked upon departure.
All personal items, decorations, and similar materials must
be removed from the premises.
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STORAGE & DRESSING ROOMS.
No overnight storage is permitted. Limited same-day
storage is available in certain areas, sometimes at additional
cost. Rental equipment should be picked up immediately following
the event, unless prior arrangements have been made and approved.
The South Carolina Botanical Garden is not responsible for food,
beverages, audio/visual equipment or other property left on
the premises before or after events. Dressing rooms are available
in the Hayden Conference Center restrooms and Carriage House
restrooms during scheduled rentals in these areas only. |
FOOD SERVICE.
It is the responsibility of the renter to contract
for food and beverage service if required. In-house catering
is required through Clemson Catering for groups of 50 or more.
Outside caterers must be approved by Rental Coordinator for
any size group. Caterers must be properly licensed and insured.
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ALCOHOLIC
BEVERAGES.
Alcoholic beverages must be served strictly in compliance with
Clemson University Alcohol Beverage Policy. Alcoholic beverages
and tickets/coupons redeemable for alcoholic beverages may not
be sold.
ENTERTAINMENT.
Musical entertainment and dancing are allowed in all garden
areas, however dance floors are not permitted in any Garden
area . Dance floors are permitted in the Hayden Conference Center
. Renters are reminded that residential neighborhoods are located
nearby the Garden, thus sound volume should be moderated. Concurrent
events may also take place so proper consideration must be given
to other renters. Special electrical power needs must be discussed
with Rental Office.
SMOKING.
No smoking is allowed inside the buildings. Please provide your
own ashtrays. Some facilities are located in forested areas,
therefore be very careful to extinguish cigarettes and cigars
properly.
PUBLIC SAFETY.
The renter must conduct the event with full regard to public
health and safety and shall observe and abide by all applicable
laws, regulations, and requests by duly authorized persons responsible
for public health and safety. All sidewalks, doors, aisles,
and other passages, and all ways of access to public utilities
of the premises, including fire extinguishers, must be kept
unobstructed. The South Carolina Botanical Garden and Clemson
University is therefore held harmless for injuries which may
occur on premises during scheduled events.
SECURITY.
The South Carolina Botanical Garden reserves the right to provide
or require the renter to provide uniformed security for certain
events at additional costs. The South Carolina Botanical Garden
and Clemson University will not accept liability for theft,
damage or intrusion into automobiles and their contents. Guests
must park in approved spaces.
OBJECTIONABLE PERSONS.
The Garden staff retains the authority to eject or cause to
be ejected from its premises any person or persons it deems
necessary for lewd or indecent actions, fighting, intoxication,
loud or abusive language, or other conduct that is offensive,
disruptive or otherwise objectionable. It is the responsibility
of the Renter to eject univited guests by contacting the Clemson
University Police. |
SPECIAL
NEEDS & EMERGENCIES.
During rental events, a Garden staff member is available until
5:00pm to answer the phone at 864-656-4470 or 864-656-3405.
Please provide this number for emergency messages only. In an
emergency, contact the University Police (656-2222) or dial
9-911. The CUPD will then contact a Garden Staff member to assist
you if needed. Emergency numbers are located at the Carriage
House and the Hayden Conference Center.
OCCUPANCY INTERRUPTION.
If the rented space is destroyed or damaged or rendered unusable
or unsafe for occupancy before or during the rental event, this
agreement shall terminate at the discretion of the South Carolina
Botanical Garden staff. The renter agrees to pay a pro rata
fee up until the time of termination and waives any claim for
damages or other compensation. |
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