Rental Rules for Tulsa Garden Center
1. Smoking is strictly prohibited in the building. Violation of this policy is considered to be a breach of contract.
2. Furniture and rugs in the building are not to be removed or moved during a function.
3. No article belonging to TGC shall be removed from the premises.
4. In accordance with fire codes, no means of egress may be blocked at any time.
5. The Lessee will restrict use of the building only to the areas leased. Additional building use will result in additional charges.
6. TGC reserves the right to refuse rental for any activity not in keeping with facility policy.
7. TGC requires general liability insurance certificates for all service providers. Special Events liability insurance is STRONGLY ADVISED.
8. Contract time includes setup and cleanup time. Ending contract time is when the facility doors are locked.
9. If Lessee desires to extend their contract time beyond 11:00 pm, they must request a Curfew Waiver from the Events Coordinator a minimum of 3 weeks in advance of the event. There is NO tolerance on this city ordinance. Each approved hour after 11:00 pm requires additional pre-paid fees ($200/hour). Under no circumstances is any event contract time extended beyond 1:00 am.
10. Tulsa Garden Center, Tulsa Rose Garden, Tulsa Historical Society, and Woodward Park are governed by and must follow all City of Tulsa rules and regulations. Due to a recent Tulsa Park Board ruling, no one under 18 years of age is allowed in remain in any city park or facility after 11:00 pm. An approved event curfew waiver does NOT allow any exceptions to this rule.
11. If Lessee desires to obtain early entry to the building prior to their contract time, they must request an early entry approval from the Events Coordinator. Each approved hour of early entry requires additional pre-paid fees ($75/hour). Please note that early entry may not be possible due to other events scheduled.
12. Decorations must be free standing. Fastening anything to the walls, doors, ceilings or light fixtures is prohibited. Garlands, ribbons, and bows may be used on the stair railing. No fresh, loose rose or flower petals, glitter, or confetti are allowed as tabletop decorations inside or on the grounds. Silk or freeze-dried petals are allowed for inside decoration purposes, but Lessee is responsible for all clean up. TGC management reserves the right to approve all decorations. For freeze-dried flower petals, visit http://www.ecoparti.com/.
13. Any use of confetti, rice, glitter, birdseed, bubbles, fireworks (including sparklers), silly string, or other unique materials is strictly prohibited in the mansion or on the grounds.
14. TGC does approve the tossing of dried lavender or a small amount of fresh, loose rose or flower petals or freeze-dried flower petals OUTSIDE ONLY, but Lessee is responsible for all clean up. The release of butterflies, doves, or like birds that return to a common roost, is also allowed.
15. Candles for tabletop decoration are allowed but must be in a heatproof container or be dripless. Freestanding candelabra are allowed but must also be dripless candles. Lessee is responsible for any damage resulting from the use of candles or cleanup of wax spillage.
16. Additional outside rental items (tents, arbors, lighting, tables, chairs, portable heaters/air misters and small self-contained fire pits) MUST be pre-approved by the Events Coordinator.
17. TGC management reserves the right to approve all caterers. Please advise the Events Coordinator of your choice before signing a contract with your caterer. Prior to the event, the catering service must provide proof of general liability coverage and have a current Certificate of Liability on file in the Events Coordinator’s office.
18. Alcoholic beverages may be served at TGC with the approval of the Board of Directors. A Policy Waiver must be obtained from the Events Coordinator to request the use of alcohol and must be submitted a minimum of six (6) weeks before your event.
19. State law strictly prohibits the service of alcoholic beverages to persons less than 21 years of age, transporting open containers from the building, and unattended or self-service alcohol beverage stations. A state-licensed bartender (supplied by the contracted caterer or approved by TGC management) shall serve all alcohol. Disregard for these laws is considered a breach of lessee’s contractual agreement.
20. TGC management & staff reserve the right to limit and/or cease alcohol service and consumption on its premises if the situation warrants.
21. Amplified music inside the building is allowed within certain specifications. Amplified music outside the facility for a sustained length of time is prohibited; however, a small PA system may be used on the Veranda for a brief period for wedding ceremonies or small gatherings. A Policy Waiver must be obtained from the Events Coordinator in order to receive Board of Directors’ approval to use amplifiers in the facility.
22. Lessee shall provide all amplification equipment, microphones and audiovisual equipment.
23. Public address systems and amplified music systems shall be monitored, and the volume adjusted as necessary at the discretion of TGC staff and management.
24. Table pads are required on the dining room table (TGC provides the pads) during all events where food and beverages are served and the dining room is part of the rental space.
25. All items brought in by the Lessee and their service providers must be removed at the close of the function unless prior arrangements have been made with the Events Coordinator. Any item left at TGC for more than 30 days after a function will become TGC property.
26. Damage to the building structure, grounds, furniture, or kitchen equipment during a function is the responsibility of the Lessee. Lessee or their service providers that need assistance with the operation of kitchen equipment, electrical systems, or plumbing should seek assistance from staff on site.
27. Lessee and/or their service providers are responsible for removing all decorations and trash from the building at the end of their contract time. TGC strongly supports and encourages recycling. Containers for glass, plastic, and aluminum are located outside the kitchen door.
Rental Rules for Tulsa Historical Society
**This page revised on 7/12/06.