chatfield regulations

Alcoholic Beverages
Denver Botanic Gardens at Chatfield does not have a liquor license. However, you may purchase the alcohol or have the caterer purchase it for you. Alcoholic beverages may only be consumed during the hours of the rental and restricted to the rented area only. Renter assumes all responsibility and liability. No minors under the age of 21 may be served any alcohol.

Audio/Visual Equipment
Denver Botanic Gardens at Chatfield does not own AV equipment but can provide suggested AV rental companies. To assure timely delivery, arrangements for audiovisual equipment rentals must be coordinated with the Facility Rental Coordinator at least two weeks prior to the event. It is advisable to have a technical expert in attendance at events utilizing rented or borrowed audiovisual equipment.

Cancellations
Denver Botanic Gardens at Chatfield must be notified 30 days in advance of the cancellation of a scheduled event and the deposit will be forfeited. Cancellations received less than 30 days before an event will result in forfeiture of the full rental deposit.

Candles
For everyone’s safety, candles must adhere to fire code standards and are subject to approval from the Rental Coordinator at Denver Botanic Gardens at Chatfield. All candles must be contained in a glass container taller than the top of the candle flame.

Catering
Denver Botanic Gardens at Chatfield maintains a list of preferred caterers. Events with over 100 attendees are required to use a preferred caterer. If you choose not to use a preferred caterer for any reason, you will be assessed a $200 fee. Your caterer must arrange to have a logistics meeting with the Facility Rental Coordinator at least one month prior to your event, and they must provide a certificate of insurance. Food and beverage service must be compliant with all State of Colorado laws.

Certificate of Insurance
Corporate renters will be required to supply a certificate of insurance that names Denver Botanic Gardens at Chatfield as an additional insured for the duration of the event.

Electricity
There is limited electrical power at Denver Botanic Gardens at Chatfield therefore we need to know in advance how much electricity your event requires. It will then be determined whether a generator is necessary, and if so, the contracting party is responsible for the rental fees.

Environmental Protection
Due to the sensitive nature of the grounds and horticulture at Denver Botanic Gardens at Chatfield, the use of sparklers and/or fireworks, the releasing of balloons, and the throwing or placing of rice or confetti, is strictly prohibited. Pets that are specifically trained as an assist animal, properly identified as such and accompanied at all times by the individual who is responsible for them are permitted. Other pets and animals require permission from the Facility Rental Coordinator. Wire and floral attachments are not permitted on any Garden structure or plant material without approval from the Facility Rental Coordinator and the horticulture staff at Denver Botanic Gardens at Chatfield.

Event Times
Denver Botanic Gardens at Chatfield is open for rental from 7a.m. – midnight year-round.

Event Lead
There will be a qualified Facility Rental Coordinator dedicated to your event. The coordinator will supervise your event set-up and direct any Maintenance or Security needs. Only a Denver Botanic Gardens at Chatfield Facility Rental Coordinator may give direction to Garden Staff during your event.

Floor Plan
To assure that your setup needs are met in a timely manner, you will be asked to provide a floor plan to the Facility Rental Coordinator at least two (2) weeks prior to your event. In most cases, your caterer or event coordinator will provide this service. Staff at Denver Botanic Gardens at Chatfield will be responsible for setting up for your event. The contracting party is responsible for tear-down and clean-up of the area at the end of the event.

Garden Appearance and Exhibits
Due to seasonal changes and the revolving nature of exhibits, Denver Botanic Garden at Chatfield cannot guarantee that your rented space will have the same appearance as originally viewed.

Inclement Weather Plan
If your event is scheduled to take place in an outdoor event space, you will be asked to submit a back-up plan in case of inclement weather. Please ask the Facility Rental Coordinator what options are available to you. To assure your safety, the Facility Rental Coordinator will make the final decision on which plan to use for your event.

Invitations
To ensure that your event is in keeping with this agreement and Garden guidelines, Denver Botanic Gardens at Chatfield asks to pre-approve your event invitation. Upon approval and printing, please provide your Facility Rental Coordinator with a copy of the invitation and/or any announcement so that we may alert our security staff of any special arrangements your guests will require upon arrival.

Maintenance
The maintenance staff at Denver Botanic Gardens at Chatfield will maintain the restrooms and other Garden facilities during your event, and the event rental space will be in clean condition upon your arrival. Clean-up of foodstuffs, ice and other event-related refuse is the responsibility of the caterer and/or the client. The Facility Rental Coordinator or other representative from the Facility Rental staff will check that this has been taken care of at the end of the event.

Music
We reserve the right to ask you to turn your music down or off for failure to comply with the noise ordinance at Denver Botanic Gardens at Chatfield.

Overtime Fee
An overtime fee of $200.00 per hour or per increment of an hour will be charged for events starting in the rental space before, or remaining in the rental space after, the contracted rental period.

Parking
Denver Botanic Gardens at Chatfield has free parking for up to 500 vehicles. To meet the needs of all guests, Denver Botanic Gardens at Chatfield has the right to identify the area in which your guests are permitted to park.

Reservation Status
A rental reservation is booked and considered binding after the date, time, guest count and location are agreed upon in writing by the Facility Rental Coordinator and/or other event staff and a Facility Rental Agreement has been signed by both parties.

• A non-refundable deposit of 50% of the rental rate is due at the time of signing (100% for rentals $500 or under); the remaining balance is due thirty days prior to the event, and an invoice will be issued at the conclusion of the event for any incidental expenses.
• A refundable $500 damage/excessive garbage deposit is also due at the time of signing; this deposit will be refunded at the conclusion of event once all invoices and fees have been paid in full.

Safety and Security
A Chatfield staff person will be present at all events to enforce the rules and policies of Denver Botanic Gardens at Chatfield. Any individual or group having an event at Denver Botanic Gardens at Chatfield agrees to abide by all requests of Chatfield staff. Depending on group size and location, a security officer may be required at the contracting party's expense. Due to the nature of our surroundings: AN ADULT MUST SUPERVISE CHILDREN AT ALL TIMES.

Smoking
Smoking is not permitted anywhere in the buildings or on the grounds at Denver Botanic Gardens at Chatfield. THERE ARE NO DESIGNATED SMOKING AREAS.

Tables and Chairs
Denver Botanic Gardens at Chatfield owns 20 five-foot-round tables; 8 eight-foot-long rectangular tables and 160 folding chairs. All of these can be used in the barn at no additional charge and at other sites for a nominal set-up fee. Denver Botanic Gardens at Chatfield has an exclusive contract with Event Rents to provide additional items. The rental of these items can be coordinated through your caterer and/or the Facility Rental Coordinator at Denver Botanic Gardens at Chatfield.