Facility Rental Application

Today’s Date:      

Your request for facilities use is tentatively scheduled for      . 

Returning this completed application along with a certificate of insurance no later than      confirms your request.  Your space will be held until this date. 

You will be contacted upon approval or disapproval of your application.  Upon approval, an invoice will be sent to your organization’s business address.  Payment is due 48 hours before the day of the event unless prior arrangements have been made.

Facilities Use: The Arboretum at Flagstaff makes its physical facilities available to serve community groups with a related mission and those that further the educational goals of The Arboretum. The facilities may also be made available to other groups upon approval of The Executive Director. 

The mission of The Arboretum at Flagstaff is to increase the understanding, appreciation, and conservation of plants and plant communities native to the Colorado Plateau, to identify, evaluate, display, and introduce plants adaptable to the climatic conditions of the Flagstaff environment, to seek through scientific research innovative solutions to conservation issues of this high altitude environment, and to develop educational programs that will increase the understanding of the need for wise stewardship of our natural environment.

The Executive Director reserves the right to deny use of the facilities or, in special cases, vary the facility use policy as outlined here. 

Facilities Availability:  Facilities are available to rent from April 1 through October 31.  Hours of use are from 8:00 a.m. to 5:00 p.m. for indoor meetings (see separate rate sheet) and 5:00 to 9:00 p.m. for private indoor and outdoor events. 

Application

Name of Organization:      

Business Address:                                                     

Name of Contact Person:      

Telephone Number:         Fax Number:      

Email Address:      

Describe your organization’s business:      

State purpose for which the facility will be used:      

                                                                                                                                                          Anticipated attendance:             

Times facilities are needed:        Set-up time:      

Program time: From       To     

Exit time:      

Catering:  Following is a list of Arboretum approved catering services.  Should you wish to arrange with vendors not on this list, The Arboretum must grant permission, and vendors must provide adequate proof of insurance and appropriate licenses.

The Arboretum has a working relationship with the following caterers:

·        Thornager’s @ (928) 774-8583

Will the event be catered?   Yes    No

If yes, caterer’s name:      

Will alcohol be served?   Yes   No  (NOTE: ONLY alcohol served by a licensed caterer allowed.)

Have you included a certificate of insurance?   Yes   No

(If no, contact your home owner’s or business insurance agent for information regarding a policy for your event.)

Please indicate on this page which facilities and equipment you are interested in renting.  We also offer various contract services (see “Additional Services” below).  Rental facilities are described in detail on the next page.

Private or Business Events

q       Walter Reichardt House and Patio, 8am-5pm                       @ $500               

(includes admission to grounds, maximum of 50 people if set up for dining)

q       Extended Evening Hours: WR House and Patio, 5pm-9pm @ $750                 

       (includes admission to grounds, maximum of 50 people if set up for dining)

q       Small Meeting Room (10 person max.), 8am-5pm               @ $150                

q       Horticulture Center Classroom (30 person max.)                 @ $250    

q       Riparian Ramada (30 person max.,if seated),                            @ $300           

Non-profit/affiliated Organization Rates

q       Walter Reichardt House and Patio, 8am-5pm                      @ $250                

(includes admission to grounds, maximum of 50 people if set up for dining)

q       Extended Evening Hours: WR House and Patio, 5pm-9pm @ $375                 

(includes admission to grounds, maximum of 50 people if set up for dining)

q       Small Meeting Room (10 person max.), 8am-5pm                @ $75                 

q       Horticulture Center Classroom (30 person max.)                 @ $125    

q       Riparian Ramada (30 person max., if seated).               @$150            

Equipment

Additional Services

Depending on guide availability, more than one group can be accommodated.

(After scheduled time)                         hours        @ $30/hr  $

Hour-long tours of The Arboretum are available depending on guide availability.  A maximum of 20 participants is allowed per tour group. 

            Requested starting time:      ;          groups @ $25/group $

This 1 to 1.5 hour guided ethnobotany tour focuses on the native plants used by Navajo people for food, medicine, household, and ceremonial purposes. The tour concludes with a presentation on how plants are prepared for use. Limit 25 per guided group.

Requested starting time:      ;          groups @ $50/group $

Members of the Audubon Society are available to lead birding tours of the gardens from 7:30am to 9:00am. Limit 15 per guided group.

Requested starting time:      ;          groups @ $75/group $

Rehabilitators from High Country Raptors are able to give 45 min to 1 hr presentations on live birds of prey. Depending on the time of year, presenters can provide “on-the-fist” or “free-flight programs’. Birds may include kestrels, hawks, falcons, and owls.

Requested starting time:       ;          groups @ $100/group $      

                        Description of Rental Facilities

Walter Reichardt House and Patio

The Walter Reichardt House is the historic home of Frances McAllister built in late 1960’s and renovated in 2007. This facility is in the center of The Arboretum’s botanical gardens and has the following amenities:

Breakout Meeting Room

Our breakout meeting room in the Walter Reichardt House is perfect for intimate meetings or breakout sessions.

Horticulture Center Classroom

The 600 square-foot facility accommodates up to 30 people and is located in the west wing of the Horticulture Center. The Horticulture Center houses our passive solar greenhouse and research facilities.

Riparian Ramada

With 400 square-feet of roofed outdoor classroom space this structure has a timbered roof, poured concrete pad, and rock wall bench which seats up to 30 people with chairs and tables. The Riparian Ramada is located within Willow Wash and next to our pond.  Completed in 2006, our Riparian Ramada boasts one of the best views of the San Francisco Peaks The Arboretum has to offer.

Picnic Tables

Four picnic tables, accommodating six adults each, are available for reservations.  The tables are located in a central part of The Arboretum’s gardens.

Set-up, Program, and Clean up

The Arboretum accommodates a limited scope of standard table and chair arrangements, depicted below. Please indicate which arrangement your organization prefers. Alternative arrangements involving additional rentals are the responsibility of your organization. Decorations, supplies, equipment, signs, handouts, and other amenities brought by your organization must be removed upon completion of your program. Set-up, program, and clean-up shall take place within the scheduled time unless special arrangements are made.

Main Meeting Room Setup Option

(Please label and mark box?      )

Dining Room Setup Options

(Please label and mark box?_      )

Breakout Room Setup Options

(Please label and mark box?      )

Facility Use Terms

The following rules and regulations apply to all users of The Arboretum’s facilities.

Smoking:  No smoking is allowed anywhere at The Arboretum.

Parking:  Parking for both meeting attendees and deliveries is allowed in the Visitor Center and Overflow parking lots.

Liability:  The user is fully responsible for any damage or loss to Arboretum property caused by itself, its agents, or its guests. If billed, the user will pay for the damaged property and for any additional cleaning, repairs, or replacements that result from the use of the facilities.  Assessment of damages and extent of responsibility of the group shall be determined by The Director of The Arboretum.  Users must provide The Arboretum with a certificate of insurance evidencing general comprehensive liability insurance in an amount equal to a minimum of $1,000,000 per occurrence, no later than forty-eight (48) hours before the event. Additionally, the user agrees to name The Arboretum at Flagstaff as an additional named insured (at no extra cost to The Arboretum) as respects the negligence of the user, under its policy of general comprehensive liability insurance. Evidence of such coverage must be provided to The Arboretum.

Cleaning Fee: Costs of any additional or extraordinary cleaning or clean up (e.g. carpet cleaning) required after the event will be billed to the client.

Payment and Refunding of Fees: Payment for use of the facility is due at least forty-eight (48) hours before scheduled use.  In case of group cancellation, all fees are reimbursable if The Arboretum is given a 24-hour notice.

As the user or a representative of the group who will use the facility, I certify that I have read the above terms and represent the members of my group in agreeing to abide by them.  I assume responsibility for informing members of the group who will be involved in using the facility of the terms of use as stated above. 

Please fill in your FULL (First/Middle/Last) name here:      

Mark box to confirm reservation:

Date:      

Title or Relationship to Group:      

Please mail, FAX, or e-mail the completed form to:

Attn: Stephen England

The Arboretum at Flagstaff

4001 S Woody Mountain Road

Flagstaff, AZ  86001-8776

Fax (928) 774-1441

E-mail: Stephen.England@nau.edu