Policies & Procedures - Reiman Gardens

Everyone is eligible and welcome to rent space at Reiman Gardens.

The use of Reiman Gardens' facility will not be authorized for events when the primary purpose of the occasion is fund-raising other than for Reiman Gardens

 

Additionally, the following activities are restricted and require discussion and approval with Reiman Gardens:

• Events of a political or religious nature
• A product promotion or any type of event which benefits, virtually or exclusively, the outside organization.
• Events that charge admission fees
• Events that hold raffles and/or display or promote commercial products during an event or sell articles within Reiman Gardens.

Events scheduled in the Gardens on any day may begin no earlier than 7:30 a.m. must conclude by 11 p.m. Exceptions to set hours will be approved by the rental coordinator.

 

The office hours of Reiman Gardens are Monday through Friday from 9:00 a.m. to 4:30 p.m.

 

The use of all rental rooms and spaces are scheduled in advance through the rental coordinator. Inquires can be made by contacting the Rental Coordinator, Lee Chapman at 515-294-8994 or by email at lee@iastate.edu.

Reservations can be booked up to one year in advance and will be made on a first-come basis based on the availability of space. 

 

Following an inquiry and booking, a contract with quoted costs will be forwarded for signature. 

Some restrictions not listed may apply at the discretion of the rental coordinator, but will be discussed beforehand with the client.

 

A deposit must be received when your reservation is made. Deposit amount is typically $150 or $500, depending on room/package rented. Any deposit amount due to you will be refunded after your event the following calendar month. The deposit is not to be construed as a limit of liability for damage to Reiman Gardens. Iowa State University may take necessary legal action to recover additional damages above the deposit amount. 

 

You will be required to leave the facility clean, orderly, and in the same condition it was in upon your arrival. If the facility is left in unsatisfactory condition, your deposit will be retained. It is assumed that all appliances and utilities function properly at all times. If the damage is evident after the event, it is the responsibility of the group renting the room.

Any custodial or damage charges will be deducted from the deposit before it is returned to you. 

A fee is required for use of the space you are renting from Reiman Gardens in accordance with the signed agreement. Payment of the entire fee is due two weeks prior to your scheduled event with the exception of weddings which requires half of the fee upon reservation and the remaining due six months prior to your scheduled wedding. If your fee is not paid on the due date, your deposit fee will be forfeited and the space you were scheduled to use will be opened for new rentals. 

 

Acceptable forms of payment are credit card (Visa, Master Card, and Discover), checks (made payable to “Reiman Gardens”), or cash. Iowa State University departments may also use an intramural to process payment.

 

Cancellations will be accepted provided that notification is given in writing to the rental coordinator. Should you cancel any scheduled rental or wedding, the deposit will be forfeited in total.

 

For weddings, if your cancellation occurs within one month of the date scheduled for the wedding, your rental fee will also be forfeited.    For all other rentals, if your cancellation occurs within two weeks of the date scheduled for the event, your rental fee will also be forfeited.   

 

While many rental spaces include outdoor spaces, all venues have indoor areas that can be used in case of rain or inclement weather. No refunds will be given for rental reservations or events canceled due to inclement weather.

 

If you wish to reschedule your event Reiman Gardens can accommodate your event within six months, depending on availability. 

 

Exceptions will not be made to the cancellation policy.  

 

Your guests will not be charged to enter the Gardens. They will need to identify the event they are attending at the entry gate, and will be allowed access.

 

A Reiman Gardens' staff person will be on-site for all events. The client will not be charged for staff time for events contracted outside normal business hours.

 

Certain events may require the services of certified Department of Public Safety (DPS) officers at an additional charge to the client.

 

All setup and cleanup times are to be included within the times you reserved the facilities. If additional time is required, prior arrangements must be made through the rental coordinator.

 

Each rental space has a standard setup that works well for most functions. The room can be rearranged into several typical configurations for a $50 fee. If you desire any other room arrangement for your function, you will need to make arrangements with Reiman Gardens for an additional $100 fee. Set-up of all indoor spaces for weddings is included in the rental fee. See the description of each room, rental package, or wedding package for more specifics on room setup.

 

All building furniture is restricted for inside building use only. Tables, chairs and other furniture for outdoor use must be rented and set-up by a third-party vendor. Placement of outdoor furniture is generally limited to paved areas and specific lawn areas. All furniture can only be assembled one hour prior to the event or wedding ceremony and should be removed promptly afterward.

 

Tents & Dance Floors. Tents and dance floors are permitted on any paved or gravel surface and must be rented and set-up by a third-party vendor. A $100 fee will be charged should a tent be used at any time during the rental. There is no fee for a dance floor. All tents and dance floors must be erected and removed on the same day as the event is scheduled.

 

All indoor and outdoor setup requests must be made in advance with the rental coordinator and must be finalized at least two weeks prior to the event date.

 

All clients must use a professional caterer. Any caterer being used must be disclosed and approved by the rental coordinator one week prior to the event. You are responsible for contacting the caterer to make arrangements. The caterer is responsible for all personnel, materials, and supplies required for the preparation and service of food and beverages.

 

Reiman Gardens has a list of preferred caterers who are familiar with the facility and our policies. If you choose to use a caterer not on this preferred caterer list, with the exception of wedding cakes and mints, you will be charged the following:

 

Events with 149 people or less - $150.00

Events with 150 people or more - $300.00

 

Food and/or beverages are allowed in your rental area only. Your guests may not wander around the grounds with drinks or food.

 

All alcohol must be provided and served by a licensed, professional caterer approved by Reiman Gardens. 

 

Reiman Gardens strongly adheres to the laws and regulations of the State of Iowa pertaining to service and the consumption of alcohol.  No alcoholic beverages may be brought into the facility by a party other than the approved caterer – we reserve the right to confiscate alcohol served without appropriate licensing requirements. Only persons of legal drinking age may possess, be served, or be permitted to consume alcoholic beverages. When alcoholic beverages are served, non-alcoholic beverages and food must also be made available to guests. Alcoholic beverages are allowed in your rental area only. 

 

Ample, free parking is available in parking lot S1 located just north of the entrance to the Gardens. Handicap-accessible parking spots are also available in lot S1.

 

Parking will not be available on Iowa State University home football game days.

 

Public transportation is available. Please refer to the Cy-Ride website for more information. The Ann Campbell Transit Station is the closest and most convenient bus stop to the Gardens.

Approval by Reiman Gardens’ staff is needed before setting up any audio-visual equipment with at least a one week notice. All equipment at Reiman Gardens is the responsibility of the client, who will be held responsible for damages incurred. All rented or outside equipment must be removed and cleaned up promptly upon the conclusion of the event.   

Computer and Projector. A LCD projector and screen is available in the Garden Room at no additional  charge. A screen and two-tiered table for projection equipment is available in all other indoor rental spaces at no additional costs. A portable LCD projector, overhead projector, and slide projector are all available for a $50 fee. The client must provide a laptop computer or rent one from a third party. 

 

Internet Access. Wireless internet access is available at Reiman Gardens for no extra charge. A direct “wired” high speed internet connection can be arranged with a two week notice for an additional fee of $50 plus $5 per day. 

 

Telephone. Basic or polycom speaker phones can be rented from ISU telecommunications with a two week notice for a fee of $50 plus $30 per day. All local calls will be allowed on this phone; credit cards can be used to make long distance calls. 

 

The use of live music, as well as sound amplification systems indoors or outdoors must be approved by Reiman Gardens. The Garden Room is equipped with a basic sound system that is available for use free of charge. A portable speaker and microphone is available for other indoor spaces and is available for use free of charge.

Reiman Gardens is a smoke-free area. Any smoker must leave the grounds, including the parking lot, to smoke.

 

Nothing can be taped, stapled, nailed, tacked, screwed or attached to the walls, windows or ceiling during ANY event. Painter's tape and Post-It flip chart pages are the only items that may be affixed to the wall.
 

No structures may be placed in the buildings or outdoor gardens including signs, banners or any other objects. 
 

All types of confetti and glitter, or similar materials such as bird seed or rice, are prohibited both indoors and outdoors.
 

Use of candles is restricted to enclosed flames (e.g. votive or hurricane lamp). The flame must be at least one inch from the top of the container or floating in water. Unity candles are permitted during your wedding ceremony. 
 

All decorations must be removed and cleaned up promptly upon the conclusion of the event.   

 

Please do not have items (floral displays, tables decorations etc.) delivered before your scheduled event. All deliveries must be coordinated through the rental coordinator. Reiman Gardens cannot assume any responsibility for items left by the caterer, rental company, or client.

 

All invitations and advertisements identifying Reiman Gardens as the location for your venue should reflect Iowa State University, for example: “Iowa State University's Reiman Gardens” or “Reiman Gardens, Iowa State University.” 
 

Invitations or any advertising for your event being held at Reiman Gardens must NOT reflect any possible indication by design, graphics or wording that Reiman Gardens is endorsing or co-hosting the event. Reiman Gardens' name is allowed only as an address and/or location for your event.  
 

If such conditions are not satisfactorily met based solely on the judgment of Reiman Gardens' director and/or staff, all payments for the rental event, including deposit and rental fees will be forfeited and could result in the cancellation of your event.

 

Clients will have access to authorized areas only as specified in the Rental Contract.

The client, members, supporters, and participants will not have access to office spaces throughout the building during the contracted event. Computers, telephones, photocopying and other equipment in these offices and at the front desk are not available for event and/or participant use.

The client is responsible for keeping its various members, supporters, and participants within the rental areas.

 

The Gardens are open to the public at all times. Complete privacy within the Gardens for private events cannot be guaranteed.

No vehicle traffic is allowed on pathways, bridges, courtyards areas or any areas within the garden.

No foot traffic in planting areas is allowed, including tripods.

The Gardens cannot guarantee the appearance of outdoor and indoor planting areas. The landscape and flower/plant design cannot be changed, moved or adjusted to fit rental client’s colors or design. Many circumstances are beyond our control be it weather related, diseases or other incidents. Every effort is made to maintain a high quality garden experience. 

The Gardens is often undergoing maintenance and construction. Construction equipment may be visible to your guests.

No activity, such as those that cause excessive noise, is allowed that would in any way disrupt the staff, visiting public, or rental clients in other areas.   

 

Exclusive use of the Christina Reiman Butterfly Wing is not included with the rental of any space at Reiman Gardens. Rental clients are allowed to view the exhibit during its normal operational hours as long as they abide by the posted rules. Formal attire (i.e. wedding dresses, tuxedos, formal dresses, etc.) is not allowed in the Butterfly Wing. Absolutely no wedding photography will be allowed in the Butterfly Wing. Any exceptions to this policy must be granted in advance of the event date by the rental coordinator and Butterfly Wing Curator.

 

Children are always welcome at Reiman Gardens. If the child is under 17 years of age, he/she must be under the supervision of a responsible adult at all times. All event attendees, including children, must limit their use of the building to the designated area for the event and associated hallways and restrooms unless special arrangements have been made.

 

Animals are not allowed at Reiman Gardens, except for those licensed to assist persons with disabilities.

Wedding Rehearsal. Wedding rehearsals are offered one day prior to your event for one hour upon the discretion of Reiman Gardens.   Reiman Gardens has the right to change the time should another event or wedding reserve the Gardens. 

Wedding Photography. Rental clients may arrive two hours prior to their reservation time for photography in the gardens only; this does not include access to their building prior to their reservation time. If the building is vacant and used without prior approval, the client will be charged $100 per hour for the additional time used. 

The client or responsible party identified in the contract must be present for the specified time in the contract and will accept full responsibility for any damage and/or missing property.

The client is responsible for informing guests, volunteers, and participants, as well as all others involved with the event about
Reiman Gardens’ policies and procedures.

Reiman Gardens reserves the right to deny use or future use of its facilities to any person or organization not complying with Reiman Gardens’ policies and procedures.


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