Private Event Rental FAQs

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Private Rental FAQs

Planning Your Event Catering, Alcohol and Vendor Requirements Reservations and Payment

Planning Your Event

WHEN CAN I VISIT THE GARDEN TO VIEW THE EVENT SPACES?

The Garden invites you for a complimentary site visit to explore our many venue options.

Self-guided visits of the venues are available during non-special event, general Garden hours. No appointment is needed; simply let Admissions know you are interested in holding an event here and would like to view the spaces.
If you would like to coordinate your self-guided venue tour tickets in advance to ensure the venues are available for viewing, please email facilityrental@dbg.org with your preferred date, time, and number of tickets.

DO YOU HAVE A GARDEN MAP OF VENUE LOCATIONS AND FLOOR-PLANS OF THE VENUES?

Please download our Venue Map.
Please contact your Venue Planner for a venue floor-plan.

WHAT DOES THE RENTAL FEE INCLUDE?

Usage of the venue for the contracted time
Designated time for set-up and tear-down of the event
Admission for your guests into the Garden the day of the event
One dressing room per wedding couple (if applicable)
A final walk through (typically held 10 days prior to your event)
A rehearsal the week of your wedding (if applicable)
On-site venue coordination
Directional signage (8.5 X 11 in.) from Admissions to your event venue
Trail maps for your guests (upon request; subject to availability)
On-site complimentary parking for your guests
Complimentary wheelchairs and discounted scooter rentals for your guests (upon request; subject to availability)
Garden Rangers on grounds 24 hours a day

AT WHAT TIMES MAY EVENTS BE HELD?

Depending on the venue, events may be held between the hours of 8 a.m. and 11 p.m. The length of the event and time availability varies by venue. Prorated additional hours may be rented, as long as the event timing still occurs between 8 a.m. and 11 p.m.

Webster Center: 5:00 p.m. to 11:00 p.m.
Steele Herb Garden: 5:00 p.m. to 11:00 p.m.
Amphitheater: 4:00 p.m. to 11:00 p.m.
Binns Wildflower Pavilion: 8:00 a.m. to 11:00 p.m.
Dorrance Center: 8:00 a.m. to 11:00 p.m.

HOW DO GUESTS ARRIVE?

You do not need to provide us with a guest list nor do guests need to show an event invitation.
Please advise all guests to check in at Admissions. Complimentary directional signage is custom created for your event to direct your guests once they are in the Garden.
The Garden has complimentary on-site parking with over 600 individual spaces, bus parking and a route 56 Valley Metro bus stop.
Guests are also welcome to arrive via ride-share.

IS THE GARDEN ADA ACCESSIBLE?

Yes, the Garden’s main trail as well as all Garden venues are ADA accessible . The Garden offers complimentary wheelchair and discounted scooter rentals for all private event guests. All rentals are on a first come, first serve basis.

HOW DO I CHECK AVAILABILITY AND CONTRACT MY EVENT?

Please contact the Garden’s Venue Planner via email, phone or the availability request form to see if your preferred date/venue is available.
The Venue Planner will assist you through the contracting process.

WHAT WILL THE GARDEN DO TO HELP PLAN OUR EVENT?

The Garden facilitates the site visit, contract and venue payment for your event. We are available for any questions relating to caterers and vendors throughout the entire planning process.
Attend the final walk through.
Oversee all vendor set up the day of the event.
Help send the wedding party down the aisle at the time of the ceremony (if applicable).
Oversee the transition between ceremony, cocktail hour, and reception. Once all guests are into the reception and everything is running smoothly, we transition out of the event.

WHAT CAN THE GARDEN PROVIDE TO ENHANCE MY EVENT?

Southwestern Luminarias placed around your event venue: $200 per set of 50 Luminarias
Propane heaters: $80 each

Catering, Alcohol and Vendor Requirements

MAY I BRING IN MY OWN CATERING?

The Garden requires that you work with one of our Preferred Caterers as listed in our Facility Rental Packet. When researching the caterers on our list, we recommend contacting a few of them with a specific price point and menu in mind and evaluate whom you prefer to work with.

MAY I BRING IN MY OWN ALCOHOL?

The Garden has a liquor license. All alcohol must be coordinated through the Garden’s Beverage Manager, Bradley Timmons. Billing is based on consumption, and examples of billing design include:

Fully hosted bar
Hosted bar for only certain types of drinks such as beer, wine, and soda
Hosted bar that converts to a credit/debit bar when a certain dollar amount has been consumed
Hosted bar that goes to a credit/debit bar after a certain amount of time
Credit/debit bar with champagne toast only

Outside alcohol is not permitted. However, the Garden can special order alcohol products that you would like to have behind the bar to personalize your event.

DO YOU HAVE ANY REQUIREMENTS FOR EVENT FLOWERS, POTTED PLANTS, OR CENTERPIECES?

Licensed florists are welcome to provide fresh cut flowers and flower petals.
A list of approved nurseries for potted plants can be provided by your Venue Planner to ensure only healthy plants are brought into the Garden.

DO YOU ALLOW AMPLIFIED MUSIC AND/OR HAVE ANY MUSIC RESTRICTIONS OR RECOMMENDATIONS?

The Garden allows DJs, bands, and live musicians in all event venues, with the exception of Webster Auditorium. We provide a power source for the musicians, but ask that they provide their own sound equipment. The Garden does not have a noise ordinance. We do request that the music remain at a reasonable level as not to impede on other areas of the Garden. All music must conclude by 11 p.m.

DOES THE VENUE FEE INCLUDE RENTALS OF TABLES AND CHAIRS?

The Garden does not have tables, chairs and linens available to rent. We recommend coordinating all rentals (tables, chairs and linens) through your caterer, but you can also work with an outside vendor of your choice.

DO I NEED TO RENT A DANCE FLOOR?

We do not recommend renting dance floors for the Garden because each venue has a natural surface that makes for a more organic event feel. If you prefer, you are welcome to rent a dance floor from an outside rental company.

DO YOU HAVE ANY REQUIREMENTS FOR CAKES/CUPCAKES OR DESSERTS?

The Garden requires that all baked goods including cakes, cupcakes, pies or desserts be brought in through a licensed and insured bakery.

DO YOU HAVE ANY PHOTOGRAPHY REQUIREMENTS?

You are welcome to take pictures in any area of the Garden that is open to the public. We do request that you stay on the trails at all times and respect other Garden guests.
We love photos! Please feel free to share your photos with us after your event.

AM I REQUIRED TO HAVE A WEDDING PLANNER? WHAT WILL THE WEDDING PLANNER COORDINATE?

We encourage you to have a wedding planner and/or day-of coordinator for your event. While wedding planners are not required, a day-of contact is required, in case the Garden needs to contact someone regarding your event.
The wedding planner or day-of contact will be responsible for all of the small details on your special day and are highly recommended to alleviate stress by helping to plan all the details, saving you money through vendor connections, setting your mind at ease on the wedding day knowing that you are in good hands, and coordinating every aspect of your event from your rehearsal dinner to the last dance.

DO YOU HAVE ANY OTHER VENDOR REQUIREMENTS?

The Garden has a Preferred Vendor List with recommended vendors for all of your additional event elements. These vendors are encouraged, as they are extremely familiar with the Garden, but not required. You are welcome to use any vendor you would like for additional event elements (besides Catering and Beverage Service).

CONTRACTING AND PAYMENT

MAY I HOLD A VENUE WHILE I MAKE A DECISION?

Once you have viewed the Desert Botanical Garden in person, you may place a complimentary ten day hold on an available date and venue without a deposit. Once the ten days have passed, we ask that you either move forward with contracting the date or release it.

ARE THERE ANY ADDITIONAL TAXES OR FEES IN ADDITION TO THE RENTAL COSTS?

The Garden is a non-profit organization and does not tax or add service charges to rental costs.

Please note that we do add on a $500 refundable security deposit to all venue rentals.
Please note that a 20% service charge is added to the billing of hosted beverage service.

DO YOU OFFER ANY DISCOUNTS?

Our prices are non-negotiable and do not change based on the day of the week or time of the day.
The rental fee is not tax-deductible.
We do not offer member discounts.
We offer summer discounts for venues that rent for more than $1,000. Discounts offered are $500 off June rentals and 50% off July and August rentals.
We offer discounts to other non-profit organizations. Please inquire.

WHEN ARE THE CONTRACT, DEPOSIT AND FINAL PAYMENT DUE?

When you are ready to reserve a date and venue, we will send your contract via DocuSign. We require the signed contract and 50% of the rental fee within seven days.
We accept payment by credit card or check. For credit card payments, we will send a digital invoice through our payment system, SquareUp . For payments by check, checks should be made payable to “Desert Botanical Garden.”
We collect the remaining 50% of the rental fee two weeks prior to the event. We also collect payment for event add-ons at that time (i.e. luminarias, heaters, etc).

DO YOU REQUIRE A SECURITY DEPOSIT?

A $500 refundable security deposit is required two weeks before the event and is refundable after the event. The refundable security deposit will be refunded within 30 days after the event, in the event that nothing was broken, stolen or damaged.

DO YOU REQUIRE INSURANCE?

A certificate of insurance naming Desert Botanical Garden as an additional insured party must be provided to the Garden at least two weeks prior to the event.
The User must demonstrate public liability coverage of at least $1,000,000 for the day of the event. Such a certificate must be issued at no additional cost to the Garden.
The letter agreement executed by the User must contain a provision to indemnify the Garden. The User’s insurance company shall state the Garden will be held harmless with respect to any liability arising out of or relating from use of the Garden facilities.
To obtain the insurance listed above, we recommend contacting your homeowner’s insurance, as they typically do not charge additional. If you do not have homeowner’s insurance, we recommend obtaining the insurance through a company called WedSafe or Eventsured.

WHAT ARE YOUR POLICIES FOR CANCELLATION OR CHANGING A DATE?

If a reservation is canceled prior to six months of the event, the Garden withholds 50% of the initial deposit.
If a reservation is canceled within six months of the event, the Garden withholds the entire initial deposit.
A date transfer (from one date to another) is considered a cancellation and all policies listed above apply. The new date selected would be considered a new contract and full rental fees would apply.

IS THERE A DIFFERENT COST FOR CEREMONIES OR RECEPTIONS?

Rental fees remain the same whether you hold a ceremony only, reception only, or ceremony and reception in your venue.

POST CONTRACT PLANNING

DO YOU NEED TO SEE OUR INVITATION PRIOR TO IT BEING MAILED?

The Garden must approve all printed material that includes the Garden’s name and your event date. Thi is not for aesthetics, but to act as a second set of eyes to ensure all names, dates and addresses are spelled correctly. Please email a copy of your invitation to your Garden Venue Planner, and we will approve it at our earliest convenience.

WHEN WILL THE FINAL WALK-THROUGH OCCUR?

The Garden requests that a final walk-through take place with you, your Garden Venue Planner, and your caterer no less than 10-14 days before your event date. We collect all vendor and set-up information at this time, to ensure efficiency the day of the event. Please contact your caterer and Venue Planner to schedule the specific time of this appointment. If needed, these meetings can also take place over the phone, or virtually via Zoom.
Remaining payment for the rental fee and add-ons are due at this time, as well as the liability insurance and security deposit.

WILL THE GARDEN LEAD MY WEDDING REHEARSAL? WHEN WILL IT BE HELD?

Rehearsals are provided complimentary and can be directed by either your Garden Venue Planner or the Wedding Planner or Coordinator you have hired.
Rehearsals are scheduled on a first come, first serve basis, based on availability. Rehearsals are allowed up to 1 hour in the designated event venue.
Available rehearsal times are:

Wednesdays at 8 a.m., 9 a.m. or 1 p.m.
Fridays at 9 a.m., 10 a.m., 11 a.m.
Alternative days and afternoon rehearsals available upon Venue Planner approval if a wedding planner or day-of-coordinator is hired.

DO YOU OFFER DRESSING ROOMS FOR THE WEDDING COUPLE?

One dressing room is provided complimentary. The specific room is designated 2 weeks before your event and can be accessed 2 hours prior to the event start time and is available until the end of the event.

HOW MUCH TIME DO I HAVE FOR SET-UP AND TEAR DOWN?

The caterer that you have contracted as well as outside vendors are responsible for setting up all items 2 hours prior to the event, and removing all items directly following the event. The caterer and outside vendors are also responsible for cleaning up all items that were brought in.
Please contact your Venue Planner for approval if additional time is requested.
The Garden does not have a storage area for personal belongings or rental equipment overnight. All deliveries of supplies or equipment must be made the same day of the event with advance notice of time of delivery. All rental items, décor, trash etc. must be removed from the facilities immediately following the event and be picked up from the service area the same evening. Charges for unusual clean-up required after the event may result in the loss of all or part of the security deposit.

GARDEN POLICIES

IS SMOKING ALLOWED AT THE GARDEN?

The Garden is a non-smoking facility. Your guests are allowed to smoke in the service entrance of your event venue or the Garden’s main parking lot.

ARE GOLF CARTS AVAILABLE FOR MYSELF AND/OR MY GUESTS?

Rangers operate golf carts for patrol and emergency use only. You may not bring additional golf carts into the Garden.

MAY WE TENT? WHAT HAPPENS IF IT RAINS?

The Garden does not allow tenting, except in the case of rain. In the case of rain, tenting would need to be coordinated by you through Classic Party Rentals, Event Rents or Pro Em only. Any tenting plans must be approved by your Venue Planner before ordering.
If we have an alternate indoor space available, we can offer to relocate your event, but this cannot be guaranteed.
There are no refunds due to weather.

ARE CANDLES ALLOWED?

Candles are allowed in the Garden, as long as they are in a votive or enclosure, with the exception of Webster Auditorium where flame candles are not permitted.

WHAT DÉCOR IS NOT ALLOWED?

Confetti, rice, bird seed, sparklers, wishing lanterns and balloons are not allowed at the Garden. Bubbles are acceptable.
Decoration must be approved in advance and shall be limited to table decorations or free-standing decorative elements.
No items can be hung from plants or trees (i.e., piñatas, lanterns, lights) nor may anything be placed in plant beds or planters.

MISC QUESTIONS

ARE ANY VENUES CURRENTLY UNDER CONSTRUCTION?

The Garden is rented as is. In the case of construction that directly affects your venue, the Garden will inform you of any trail or venue changes as soon as possible. The Garden reserves the right to relocate your event in the case of construction, when it is in the best interest of you and your event.

MAY I TAKE ENGAGEMENT OR WEDDING PHOTOS HERE EVEN IF I AM NOT GETTING MARRIED AT THE GARDEN?

If you are holding an event at the Garden, you are welcome to take complimentary engagement photographs at the Garden prior to your event during general admission hours.
If you are not holding an event at the Garden but would like to take engagement photographs here, you can visit the Garden during general admission hours and pay the Admission fee for everyone in your party. No advanced reservation is necessary. We do request that you stay on the trails at all times and respect other Garden guests.

DO YOU REQUIRE RESERVATIONS FOR TRAILSIDE WEDDINGS SMALLER THAN 10 PEOPLE?

For small groups of less than 10, we offer flexible options such as trailside ceremonies during general admission hours. No advance reservations are required; we simply request that you stay on the trails at all times and respect other guests and events. To coordinate trailside wedding tickets ahead of time, please contact faciltyrental@dbg.org.

CAN I HAVE A FUNDRAISER, PROM, RELIGIOUS, OR POLITICAL EVENT AT THE GARDEN?

Since the Garden is a non-profit organization, we do not allow fundraisers, silent auctions, raffles, or events with exchange of money that support other causes.
The Garden does not allow proms.
The Garden does not allow religious functions (excluding wedding ceremonies).
The Garden does not allow political events.