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Brookside Gardens & Visitors Center
– Policies & Guidelines

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Reservations | Facility Rules | Photography | Catering

RESERVATIONS

Rental Hours

Your rental period is stated on the reservation agreement. This is the only period that you, your guests, participants and vendors may occupy the rental site. Additional time may be purchased, if available, at $300 per hour for garden, reception hall and conservatory rentals. Additional hours for classrooms, as available, are rented proportionately to the rental fee. All additional time must be arranged at least 15 days prior to the event.

Rehearsals

A one-hour wedding rehearsal may be scheduled without charge. If additional time is needed an hourly rate of $300 will be charged. M-NCPPC reserves the right to reschedule the rehearsal if there is a time conflict with another function.

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Cancellation/Refund

If it becomes necessary to cancel a reservation, it must be cancelled at least 45 days prior to the function in order to receive a 50% refund of fees that have been collected towards your rental payment less the $50.00 booking fee. The entire rental payment is non-refundable if the event is cancelled within 45 days.

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Termination

Management or an authorized representative of the M-NCPPC reserves the right to terminate any scheduled event if it is determined that the activities are endangering the health and safety of the park patrons or interfering/infringing on the rights of others or damaging the grounds, its facilities and or furnishings.

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Payment

A non-refundable good faith booking fee of $50.00 is required to initiate a new contract. The contract must be returned by the stated date, if not, the reservation will immediately be cancelled and the booking fee forfeited. When the contract is returned by the due date, the $50.00 booking fee will be applied toward the rental fee. An initial fee totaling 40% is due with the signed contract. The balance of 60% and a refundable security deposit must be paid 30 days prior to the function. An event can be canceled if payment is not received within the required time period. Checks should be made payable to "Maryland-National Capital Park and Planning Commission or, (M-NCPPC). The check face must have the complete name, address, and telephone number of the individual or organization making the payment. Second party checks will not be accepted. Payment can be made in cash, money order, personal checks, or credit cards. If any payments are made less than 30 days prior to the function, only a money order, cash, or certified check will be accepted. A thirty-five dollar handling fee will be incurred by the rental party/undersigned for any returned checks.

 

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Security Deposit

Renters are responsible for any damages to the facility or grounds caused by—but not limited to—guests, caterers, florists and musicians. Damage to the buildings or failure to follow any of the rules and regulations may result in partial or total forfeiture of the renter's security deposit. Refundable security deposits are issued in the form of checks by the M-NCPPC, usually within 30 days after the function. The facility manager may increase or decrease the security deposit if the reservation is of such a nature that cleaning or additional services may or may not be needed.

Refund checks are issued by M-NCPPC usually within 21 after an event.

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FACILITY RULES

The sponsor of a reservation shall indemnify and hold harmless the M-NCPPC from and against all actions liabilities, claims, suits, damages, costs or expenses of any kind which may be brought or made against the M-NCPPC of which M-NCPPC must pay and incur by reason of or in any manner resulting from the sponsor's negligent performance of, or failure to perform any of his or her obligations under the terms of the reservation agreement. M-NCPPC also reserves the right to require clients to provide proof of general liability insurance for any function being held at an M-NCPPC location. The amount of insurance is based upon the type of function taking place.

It is the rental client's sole responsibility to inform independent contractors, vendors, and caterers of the facility rules, regulations, policies and procedures. A list of all vendors must be submitted to the event coordinator one month prior to the event.

Alcoholic beverages—except red wines and distilled spirits (hard liquor)—are permitted at functions. A bar mat must be set up and all alcoholic beverages must be served by the drink. "Bring your own bottle" functions are not permitted. For a cash bar or admission charge, a Class C Special Alcoholic Beverage License must be obtained from the Board of License Commissioners of Montgomery County. M-NCPPC does not have a license for the sale of alcohol. Extreme caution is strongly urged in the serving and consumption of alcoholic beverages. No persons under the age of 21 may consume any alcoholic beverages.

Amplified sound that complies with the Montgomery County noise ordinance is permitted outside after 4:00pm. The volume will be monitored by the event coordinator.

Capacity limits stated in the rental contract must be adhered to for the safety of your guests and visitors to the gardens.

Catering supplies and equipment, such as kitchen and bar utensils, linens, ice, or drink containers or coolers are not provided. If setting up a bar, bar mats must be used to protect flooring and grass. The Reception Hall has a warming kitchen that may be used by a caterer when the Reception Hall has been contracted for. Caterers must provide a catering tent for outdoor events. Absolutely no propane ovens or grills are permitted.

Chairs are not permitted at the Wedding Gazebo. For the comfort of your guests a limited number of chairs may be reserved for the Fragrance Garden, if available. Renters must reserve additional time if chairs or other equipment will be delivered to the rental site by vendors.

Dance floors are mandatory for both indoor and outdoor sites if dance music is to be provided. Delivery and removal must take place within the rental period.

Deliveries and pickups by vendors must take place within the rental period. Delivery of items prior to a function is prohibited due to the lack of storage space and secured areas. M-NCCPC is not responsible for equipment or property that is lost or damaged before, during or after the rental period. Vendors must follow designated access routes. Vendors may not park or drive on the lawn at any time. All items left after the occupancy period are subject to disposal.

Furniture and furnishings from indoors may not be used outside. All facility furniture used for an event must be returned to its original position at the close of the event.

Garden beds and displays are changed periodically. During changeovers and upon certain weather conditions and unforeseen circumstances the gardens beds may be free of plantings or sparsely planted.

Parking is available on a first-come, first-served basis. There are 120 parking spaces plus overflow. A few spaces may be reserved for wedding parties by advance arrangement.

Portable rest rooms—at the renter's expense— may be required, depending on the number of guests and location of the event.

Public safety measures must be followed. M-NCPPC is obligated to adhere to state and county fire codes. Renters are prohibited from placing items in corridors or blocking emergency exits. Clearance must also be maintained around sprinkler heads and nothing may be attached to them. The use of flammable material, open flames, unprotected candles or other such devices is prohibited.

Recyclable materials (all cans and bottles) must be placed in the recycle bin supplied and removed by facility staff. All other trash and debris must be removed from the premises at the close of the event by the caterer or rental party.

Security, provided by the Park Police and paid for by the event sponsor, may be required by the facility manager if the protection, safety or well-being of guests and/or the facility is needed.

Setup and cleanup of all areas occupied for the rental period are the responsibility of the renter. Brookside Gardens does not have setup staff for private events. Setup and cleanup must be completed within the rental period.

Signage and decorations must be free standing. The use of nails, tacks, tape or similar materials to affix anything is prohibited. Attachment of flyers, posters, signs and similar items to the interior or exterior of the building, utility poles or vehicles parked in county lots is prohibited. All decorations, flowers and signs must be removed by the renter from the building and grounds by the end of the reservation period.

Smoking or the use of tobacco products is prohibited inside all buildings on the property.

Tents and canopies for outdoor events must be large enough to accommodate all guests. Prior arrangements must be made with the event coordinator to set up and break down tents and canopies in order to avoid possible conflict with other reservations. Tent companies must contact MISS UTILITY for site criteria. Installation and removal may need to be scheduled at expensive overtime hours by the tent company.

Throwing or releasing rice, confetti, birdseed, potpourri, butterflies, doves or similar items is not permitted. Only bubbles and flower petals, which must be cleaned up prior to leaving, may be used.

Visitors to the gardens from the general public will not have access to your rental site. Appropriate signage will be used during your reserved time. Staff will also monitor your site.

Wildlife and plants may not be disturbed in their habitats. Spraying or active elimination of bugs, bees, gnats or other insects is prohibited.

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PHOTOGRAPHY

Wedding photography sessions at Brookside Gardens require a Commercial Photography Permit (PDF).

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CATERING

If catering services are desired for an event, it is the sole responsibility of the event sponsor to identify and enter into a separate agreement with a caterer.

  • The catering agreement shall not include the M-NCPPC as a party.

  • The catering agreement must obligate the caterer to provide to the sponsor, prior to the scheduled event, copies of the caterer's food service facility license, food manager license, and liability and damage insurance certificate. The insurance certificate must be for at least one million dollars and must name the M-NCPPC as a certificate holder and an additional insured as follows:

    Maryland-National Capital Park and Planning Commission (M-NCPPC)
    6611 Kenilworth Avenue
    Riverdale, MD 20737
    ATTN: Nancy Steen

  • The catering agreement must require the caterer to abide by all laws, rules and regulations of the State of Maryland and Montgomery County, as well as all rules and regulations of the M-NCPPC, including—but not limited to—Title 21, Subtitle 3, of the Health-General Article of the Maryland Annotated Code, Title 10 of the Code of Maryland Regulations, and Chapter 15 of the Code of Montgomery County, Maryland.

At least 30 days before the event, the sponsor must provide the facility manager with copies of:

  • The catering agreement
  • The caterer's food service facility license
  • The caterer's food manager license
  • The certificate of insurance

Following the event, but before leaving the facility, the caterer/sponsor must:

  • Dispose of any leftover ice in a sink or paved area—not on the grass.
  • Removed all delivered items from the building and grounds. (Any items left after an event are subject to disposal.)
  • Stack all chairs in groups of five.
  • Wipe off all tables. Tables should be left standing.
  • Sweep, mop and/or vacuum all areas used during the event. (Equipment is provided.)
  • Remove all trash and recyclables from the building and grounds to the designated bins.
  • Arrange for inspection and checkout with facility staff.
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For additional information about the public gardens, including hours of operation, horticultural programs and events, visit the Brookside Gardens Web site.