HomeMy WebLinkAboutItem 03 - Wedding PolicyMEMO TO:
FROM:
MEETING DATE:
SUBJECT:
RECOMMENDATION:
ITEM �► 3
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
ROGER NELSON, CITY MANAGER fi/f//
APRIL 6, 2004
CONSIDER MODIFICATIONS TO THE WEDDING POLICY
The Council Facilities Committee, Parks & Recreation Advisory Board and staff
recommend the City Council approve modifications to the Wedding Policy. A copy of the
policy with the modifications is attached for review. The recommended modifications to
the policy are in the first paragraph in bold.
BACKGROUND:
This item was brought before the Council on January 20, 2004 and there was some
concern that the current policy does not allow enough days per month for weddings at
the Bessie Mitchell Meeting Facility and the Botanical Gardens. Currently, weddings are
only allowed at the Botanical Gardens and Bessie Mitchell Meeting Facility on the 2nd
and 4th Friday's of each month and the Saturday immediately following. Staff had this
item on the February 19, 2004 Parks & Recreation Advisory Board agenda for
discussion and consideration. The Board approved a motion to change the policy to
allow weddings on Monday through Thursday of each week and on a maximum of two
weekends per month.
The Council Facilities Committee discussed
Recreation Advisory Board and staff at the
meeting and concurs with the recommendation.
DE
the recommendation of the Parks &
February 23, 2004 Facilities Committee
March 30, 2004 (9:49AM)
•
' - 9
1. General Information about Facility Rentals for Weddings
The only persons who may make reservations for weddings at the Bessie
Mitchell Facility and Botanical Gardens are Grapevine residents in the following
categories: bride, groom, and mothers, fathers, grandmothers, grandfathers and
siblings of the bride and groom. Wedding ceremonies are allowed at the
Botanical Gardens (v^+„-t",e--2` d-an4--4 '--F���in}h �x,��� 4h
w� qtr r
Saturday immediately ) Monday through Thursday of each week and
on a maximum of two weekends per month on Friday's and Saturday's.
Only one wedding will be allowed each day. Weddings and receptions can be
held between 9:00 A.M. and 10:00 P.M. Included in the rental are the Bessie
Mitchell Facility and the "Garden Court" area of the Botanical Gardens. The
above areas may be reserved for up to 3 hours. All preparations, the ceremony
and clean up must occur during this time. The Bessie Mitchell Facility also may
be reserved for an additional 3 hours for a reception or post wedding activities.
The City provides no equipment for events in the gardens. One City staff person
will be assigned to each rental for coordination and rules enforcement.
2. Maximum Number of People
Based upon the size of the facilities and parking, it is the client's responsibility to
determine how many people can comfortably attend their function, not to exceed
60. A plan of the park including the designated parking areas is attached. Also,
a plan of the Bessie Mitchell Facility is attached for the purpose of facility setup.
3. Rental Fees
The Rental Fee for weddings includes both the Bessie Mitchell Facility and the
"Garden Court" of the Botanical Garden. The Rental Fee is required at the time
the reservation is made and must be paid in full to secure a reservation. The
Rental Fee is $100 per hour with a minimum of 2 hours and maximum of 3 hours.
The Bessie Mitchell Facility can be reserved for an additional 3 hours at a rate of
$25 per hour. This fee includes tables and chairs in the meeting facility, but does
not include chairs in the gardens. All equipment utilized in the gardens must be
pre -approved by the Parks & Recreation Department,
4. Security Deposit
A $400 security deposit is due and payable three weeks prior to the event. The
deposit will be refunded within 30 days of the event subject to inspection of the
facilities for damage. If the reservation goes over the allotted time, a portion of
the security deposit will be withheld to cover the extension. If the security
deposit is not paid on or by the due date, the reservation will be cancelled and
the rental fees paid to date will be forfeited.
5. Cancellations
In the event the client cancels the reservation prior to the event, the City will
refund a portion of the Rental Fee as follows:
50% of the Rental Fee shall be refunded for any cancellation prior to 8 weeks
of the reserved event.
* 25% shall be refunded for any cancellation within 2 to 8 weeks of the
reserved event.
* No refunds will be given for cancellations made less than two weeks of the
event. Cancellation fees do not apply to the security deposit.
6. Decorations
All decorations and related materials must be pre -assembled and transported in
finish to the facilities. For the protection of the Botanical Gardens and the Bessie
Mitchell Facility, the following rules are strictly enforced:
a. No objects such as tacks, staples, wires, nails, string or tape of any kind may
be affixed to any garden plants, trees, or any structures in the gardens.
Masking tape (blue tape) may be used in the Bessie Mitchell Facility and must
be removed at the end of the reservation time.
b. Awnings, gazebos, and related structures are not allowed on the grounds.
Use of archways, chairs, tables, kneelers and runners must be pre -approved
by the Director of Parks and Recreation or his/her designee. Customers
should present pictures of all equipment they wish to use during the
ceremony in ample time for review by the department. Requests should be
presented no later than three weeks prior to the event.
7. Rehearsals
A one-hour wedding rehearsal in the gardens will be provided at no -charge.
However, a rehearsal may be held only when other City -sponsored events are
not scheduled. You may call 3 weeks prior to the event to schedule the
rehearsal.
8. Sound
No amplified sound is allowed in the gardens without the approval of the Director
of Parks and Recreation or his/her designee. A request in writing must be made
no later than three weeks prior to the event for review by the department. Note:
Violators will be subject to immediate removal from the grounds without a refund
for the use of unauthorized amplified sound.
9. Liability
a. The client is responsible for damages or injuries related to the use of the
Botanical Gardens and Bessie Mitchell Facility. This includes damage to
buildings, landscaping and garden amenities. If repair costs are in excess of
the security deposit, the client will be financially responsible for the additional
charges.
b. The city is not responsible for personal property left on the grounds by the
client, guests or independent contractors.
10. Miscellaneous Rules and Information
a. No smoking is permitted in the Bessie Mitchell Facility or the Botanical
Gardens.
b. No animals are permitted in the Bessie Mitchell Facility except those assisting
mobility challenged individuals. All animals in the garden must be on a leash.
c. No vehicles are permitted to drive over curbs or sidewalks.
d. Bubbles or rose petals may be thrown for weddings, but only outside of the
Bessie Mitchell Facility. No rice, birdseed, streamers or confetti may be used
in the Bessie Mitchell Facility or the Botanical Gardens. Balloons may be
2
used for decoration inside the Mitchell Facility only and must be properly
disposed of. Helium balloons may not be released.
e. All caterers, florists, photographer, musicians and other independent
contractors must complete set-up and take-down within the allotted
reservation time.
f. It is the responsibility of the client to make sure the area is litter free before
leaving the grounds.
g. No wedding will be scheduled on major holiday weekends recognized by the
City or during a special event sponsored by the City of Grapevine.
h. No equipment may be removed from the Bessie Mitchell Facility.
i. At no time will the Botanical Gardens be closed to the public during weddings.
"Wedding in Progress" signs will be placed on walkways leading to the
gardens during weddings.
j. No alcohol is allowed in the gardens or Bessie Mitchell Facility.
k. The above policies pertain only to weddings at the Bessie Mitchell facility and
the Botanical Gardens. Since both facilities are in a City park, please refer to
the General Park Use Policies.
3/26/04
3