Thank you for considering Denver Botanic Gardens at Chatfield for your upcoming event. We look forward to working with you to make your event a success. Below are some regulations and tips to make your event a success at Chatfield.

Alcoholic Beverages
Denver Botanic Gardens at Chatfield does not have a liquor license. However, you may bring in the alcohol or have it delivered by a liquor store during your scheduled time.

The sale of alcohol is not permitted (no cash bars). Alcoholic beverages may only be consumed during the hours of the rental and restricted to the rented area.

For all groups with more than 25 attendees, an insured caterer or bartending service is required. Proof of insurance, specifically listing “Denver Botanic Gardens at Chatfield” is required. Renter assumes all responsibility and liability, including following all Colorado liquor laws.

No minors under the age of 21 may be served any alcohol.

Kegs are allowed and must be placed in leak-proof containers. The cleaning of any spillage is the Renters responsibility.

Audio/Visual Equipment
Denver Botanic Gardens at Chatfield has a sound system available for rent and can provide suggested AV rental companies. To assure timely delivery, arrangements for audiovisual equipment rentals must be coordinated with Chatfield’s 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.

Catering
Denver Botanic Gardens at Chatfield maintains a list of preferred caterers. Green Farm Barn events on Friday and Saturday are required to use a preferred caterer.  Deer Creek School House package and events at the Green Farm Barn on Sunday–Thursday may use friends and family or outside caterer.  Rental events who us one of our full service preferred caterers will receive a $250 discount in our set up fee. You and your caterer must arrange to have a logistics meeting with a Facility Rental Coordinator two to four weeks prior to your event.  All non-preferred caterers must provide a certificate of insurance. Food and beverage service must be compliant with all State of Colorado laws.

Caterers are subject to the same terms and conditions as the renters who hire them, and they are required to remove all materials and dispose of all refuse when they leave the premises. Renters are responsible for handling all interactions with caterers. Renters are responsible for handling all interactions with caterers. Food and beverage service must be compliant with all State of Colorado laws.

Children
It is imperative that you continuously supervise any children present at your event. Note: Children are not permitted to pick flowers and are not allowed on the water feature near the barn or bridge. Many clients have found it beneficial to hire a professional sitter to supervise the children with organized activities in the grass area, children’s area or in one of the smaller rental locations.

Client Representative
You are required to hire or appoint a representative to handle all details during your event. The representative is required to attend the walk-through.  On the day of your wedding the representative will work with our Facility Coordinator to ensure vendors and guests are following timelines and Denver Botanic Gardens at Chatfield ’s regulations. 

Damage Deposits
A signed credit card authorization is required for additional charges and possible damages at the event.  Denver Botanic Gardens at Chatfield will automatically charge all damages and unpaid charges to the credit card. For all charges over $50, Denver Botanic Gardens at Chatfield will send an email notification with 48 hours to respond before charging. 

Decorations
Decorations must be approved by the Rental Coordinator. All decorations, including the boxes they were brought in, must be removed at the end of your event or a disposal fee will be assessed. Candles are permitted but must be contained in a glass container taller than the top of the flame. Biodegradable items may be placed, thrown outside for your event, but note these still must be picked up at the end of your event. No difficult items to pick up may be used inside (such as rice, birdseed, glitter, beads, confetti, etc.).

Deliveries
Deliveries and pickups by your vendors or caterers must be within your rented time. Party rentals through one of our preferred vendors will be coordinated by Denver Botanic Gardens at Chatfield and they will be permitted to drop off and pick up items outside the contracted time.

Electricity
There is limited electrical power 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 Denver Botanic Gardens at Chatfield's grounds and horticulture, the use of sparklers and/or fireworks, the releasing of balloons, and the throwing or placing of non-biodegradable items, 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 at all times. Other pets and animals require permission from the Facility Coordinator. Wire and floral attachments are not permitted on any Garden structure or plant material without approval from the Facility Coordinator and DBG - Chatfield’s Horticulturist.

Facility Coordinator
There will be a qualified member of Denver Botanic Gardens at Chatfield's Facility Rental staff dedicated to your event. Facility Coordinator will supervise your event’s setup and direct any maintenance or security needs. Only Denver Botanic Gardens at Chatfield's designated Facility Coordinator may give direction to Gardens 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 staff at least two (2) weeks prior to your event. In most cases, your caterer or Facility Coordinator will provide this service. Contracting party is responsible for clean up of the area at the end of the event.

Flowers, Plants, Water Features and Exhibits
Picking of flowers is not permitted. In addition, it is your responsibility to keep your guests and vendors out of garden areas, water features and special exhibits. Vendors and guests must abide by posted driving/parking/drop off locations. Failure to not follow these rules may result in lost of damage deposit.

Furniture
There is limited amount of furniture available with your rental. Some areas include chairs and tables. Check with your Facility Coordinator on what is included and what is available for a set up fee. Additional items must be rented through our preferred vendor.

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

Guest Fees
Guests of rental clients are not required to pay admission into the Gardens, but may be accessed special event fees for concerts, Pumpkin Festival, Corn Maze, Trail of Lights and other special events. 

To ensure proper staffing, security and facility maintenance a guest fee will be accessed for larger groups in the rented spaces as follows:

• $5 per guest for rentals at the Deer Creek School House in excess of 70
• $5 per guest for rentals at the Nature Center guests in excess of 60
• Barn guests in excess of 150 will be accessed a flat fee as follows:
• $200 for guests of 150 – 200
• $400 for guests of 201 – 250
• $600 for guests of 251 – 300
• $800 for guests of 301 - 350
• $1,000 for guests of 351 – 400
• Parties with over 400 will be charged $1,000 + $2 per person

Inclement Weather Plan
If your event is scheduled to take place in an outdoor event space, you will be responsible for and asked to submit a backup plan in case of inclement weather. Please ask the Facility Coordinator what options are available to you.

Invitations
To ensure that your event is in keeping with your contract and garden guidelines, Denver Botanic Gardens at Chatfield asks to pre-approve your event invitation. Upon approval and printing, please provide your Special Events representative with a copy of the invitation.

Maintenance
Denver Botanic Gardens at Chatfield's Maintenance staff will maintain the restrooms and other Garden facilities during your event, and the event rental space will be in clean condition upon your arrival. Cleanup of foodstuffs, ice and other event-related refuse is the responsibility of the caterer and/or the client.

Music
Amplification is allowed outside the barn area with all sound turned towards Chatfield Reservoir. Outdoor music must be turned off at 11 p.m.  Sound level must remain acceptable for a residential neighborhood and we reserve the right to ask you to turn your music down or off for failure to comply with the noise ordinance at Chatfield.

Overtime Fee
An overtime fee of $400 per 15 minute increment will be charged for events entering the rental space before, or remaining in the rental space after, the contracted rental period.

Parking
Confirm with your Facility Coordinator the parking location for your event. General signage will be provided. Personalized signage may be permitted and at times required.  Personalized signage must be placed by Denver Botanic Gardens at Chatfield staff and adhere to the Chatfield guidelines. 

Payments
We accept cash, checks made payable to “Denver Botanic Gardens”, Visa, MasterCard or American Express. Certified funds are required for any payment made within one (1) month of event (cash, Visa, American Express or MasterCard may be used).

Refuse
There is a $75 Disposal Fee for refuse container usage.  Renters using Denver Botanic Gardens at Chatfield garbage services are required to sort garbage into appropriate recycling containers as directed by Denver Botanic Gardens at Chatfield staff.  Most preferred caterers will take garbage with them.

Rehearsals
Wedding packages include a non-staffed, one-hour rehearsal time during normal business hours (9 a.m. – 5 p.m.). Because of our heavy event schedule, rehearsals will only be booked 30 days in advance.

Security
A security guard is required for all events running before 9 a.m. and after 9 p.m.  In addition, all events scheduled during the Corn Maze must have security for the entire rental period.  The rate is $25 per hour.

Set Up and Clean Up Time
Your set up and clean up time must take place within your paid contracted time. Clean up procedures will be reviewed at your final walk through. It is customary to allow one hour for clean up.

Site Visits
Please note that buildings are kept locked and no visitors are permitted during events. You must call and schedule with us to ensure that you are able to get into the site and that there is not an event scheduled.  You receive complimentary admission into the gardens for your initial visit, meetings with your facility coordinator, and final walk-through. When making a visit to the gardens other times, you, your vendors and friends must park in general parking (by the school house) and pay the posted admission.

Tenting
Tenting is permitted in certain areas of the gardens. For tents larger than 150 square feet written approval and $100 tenting fee is required.  Tents 400 square feet and larger may require set up time beyond your contracted time and may affect other events.  The impacted group must agree to your tent plan. It is required that tents are approved at least 30 days in advance but recommended to request approval as early as possible. Tents larger than 150 square feet must be set up by one of our accepted party rental vendors. Pop up tents, smaller than 150 square feet are permitted but must be weighted down with 80 lb. sand bags. All local and state ordinances must be followed and are the renter’s responsibility. 

Usage
Denver Botanic Gardens at Chatfield only guarantees usage of the contracted area.  Guests are welcome to wonder through the Gardens, being respectful of events at other locations. 

Valuables
Personal valuables are your responsibility, and we suggest they be kept near you. Denver Botanic Gardens at Chatfield is not responsible for items lost or stolen.