Catering and Bar Services
Contracting guest acknowledges that all catering, including alcoholic beverages must be purchased, provided and served by Michael’s on East. Any other food provider, such as but not limited to, cake baker, etc. must be licensed and insured. All services must be provided through the contracted caterer*.
*Other vendors/contractors are an exception to this rule (i.e. DJ, Florist, Baker, Planner, Musicians, etc.). Contracting of these vendors must be provided, in writing, to Michael’s On East 30 days prior to Event. Lighting that is hung over guests’ heads and attached to Garden’s grounds must be provided by the 2 pre-approved vendors, unless prior approval is obtained in writing by the Sales Associate.
No alcohol shall be served or given to any person except by the approved catering provider. Persons under the age of 21 shall not be served or given alcoholic beverages. Event Host shall assume responsibility for attendees’ intoxication and subsequent actions. Selby Gardens reserves the right to shut down, at any time, alcohol service at the Event. Except as provided by the approved Catering Provider in accordance with this Contract, no alcohol may be brought or consumed at Garden’s Property; doing so will result in a fine.
The Gardens has parking for approximately 200 vehicles in 3 paved lots. Parking is limited, and there may be more than one event held at the Gardens concurrently. Your guests may park in the Gardens designated parking lots free of charge. We kindly ask that your guests not park on Palm Avenue.
Facility Rental Times and Details
Selby Gardens is open to visitors between the hours of 10:00 a.m. through 5:00 p.m., and all visitors are asked to depart no later than 5:00 p.m. Selby has a strict policy that no event should interfere with our guests’ experiences. Consequently, roping off or stanchioning areas to prevent access to garden visitors is strictly prohibited. Guests are permitted to view any area of the gardens during regular hours.
The Garden’s outdoor facilities are available for private events during hours when the Gardens are closed to the public beginning at 5:00PM. Note: A noise ordinance enforced throughout the City of Sarasota prohibits music after 11:00PM. All outdoor areas are subject to weather conditions. A rain contingency plan must be arranged with Michael’s On East prior to event date.
The rental time may be adjusted to include delivery and setup based upon availability. All timing of the Set-Up, Removal and Clean-Up and of the Event itself must be coordinated with at least 10 business days prior to the date of event except as scheduled above. Event must begin and end by specified time noted in the schedule above, (time being of the essence).
Rehearsals are scheduled for the day prior to the wedding at the discretion of Selby Gardens and during normal operating hours. Your sales associate reserves the right to change the time of the rehearsal. Your sales associate will notify the contracting guest and rescheduling will take place accordingly.
Reservations will be secured after a signed contract and reservation deposit are received and countersigned by the Garden’s representative. For wedding ceremonies and reception, the reservation deposit is 25% of the base total, plus tax. Verbal reservations will be held for 10 days to allow a client to submit a credit card or check. Due to the volume of requests, dates will not be held for more than 10 days. The balance of the event fee is due 4 days prior to the scheduled event.
Green rooms are provided by Selby Gardens as a courtesy, if available. Green room location(s) are assigned on a first come, first served basis. Access to Selby Gardens green rooms is NOT available prior to scheduled time. Any personal preparations for the event (i.e. make-up, hair, etc.) prior to scheduled time must be completed off-site.
Decorations and Usage
The following is not permitted. Glitter, Confetti, Stapling, Nailing to Walls, etc. All decorations must be pre-approved by Selby Gardens and Michael’s On East and must be removed by the end of the event. All decorating is highly recommended to be installed by pre-approved vendors.
A certificate of insurance is required for ALL vendors doing business at the Gardens. A $1,000,000 combined public liability for personal injury and property damage naming Marie Selby Botanic Gardens, 811 South Palm Avenue, Sarasota, FL 34236, as insured, is required and must be received at least two weeks prior.
Cancellation and Reservation Refund Policy
The contracting guest may cancel their contract at any time. All cancellations must be in writing. If a contracting guest cancels the contract more than 9 months prior to event, 10% of the rental fee will be refunded. If the contracting guest cancels less than 9 months prior to the event, the entire 25% deposit will be forfeited. The total fee is retained by Selby Gardens if the event is cancelled less than thirty 30 days prior to the Date of Event.