As a nature-oriented nonprofit, we understand what it’s like to work on tight budgets, which is why we’ve set our rates to be fair and affordable.
We want you to be focused on the beauty of your special event — not how much it costs! At the same time, we depend on special event revenue to provide essential funding for our nonprofit’s operations. Your rental fees help us pursue our mission and support the community!
Weddings, parties, memorials and business events all have different needs. Our variety of spaces allows you to personalize your event experience. We can give you a specific quote or create a custom package to suit your event needs, just let us know.
CEREMONY rental includes outdoor garden use and chair set-up at the Gazebo. Booking times may be limited. No food/beverage permitted.
RECEPTION/PARTY rental includes use of the indoor facility, but does not include use of the outdoor garden areas. Food/beverage permitted.
CEREMONY & RECEPTION or FULL-VENUE rental includes use of indoor and outdoor areas. Food/beverage permitted. Full-Venue option is offered to clients who are not doing a ceremony but still wish to host some or all of their event outdoors in the garden. Outdoor private use is limited to active event time in the garden and ends when the event moves indoors.
Venue Fees
Our pricing as listed below includes use of the property’s physical spaces and some furniture (depending on the event location and type). All other event elements, such as catering, bar, photography, coordination, decor, DJ, floral, etc. are provided by you and/or other vendors and are paid for separately.
| PRICES | APRIL THRU OCTOBER | NOVEMBER THRU MARCH |
|---|---|---|
Monday through Thursday | Gazebo: $400 per hour Camellia Room: $300 per hour Patio & Pavilion: $350 per hour Meadow Lawn: $400 per hour | Gazebo: $400 per hour Camellia Room: $300 per hour Patio & Pavilion: $350 per hour Meadow Lawn: $400 per hour |
Friday/Sunday | Ceremony (3-hours): $2,000 Reception/Party (indoor only, 7 hours): $3,500 Ceremony & Reception/Full-Venue, 8 hours: $4,500 Ceremony & Reception/Full-Venue, 10 hours: $5,000 | Ceremony (3-hours): $2,000 Reception/Party (indoor only, 7 hours): $3,000 Ceremony & Reception/Full-Venue, 8 hours: $3,500 Ceremony & Reception/Full-Venue, 10 hours: $4,000 |
Saturday | Ceremony (3-hours): $2,000 Reception/Party (indoor only, 7 hours): $5,000 Ceremony & Reception/Full-Venue, 10 hours: $6,000 | Ceremony (3-hours): $2,000 Reception/Party (indoor only, 7 hours): $4,000 Ceremony & Reception/Full-Venue, 10 hours: $5,000 |
Additional hours may be added to your rental for an extra fee. Use of off-list caterer requires payment of extra fee.
Reservations will be accepted a maximum of 24 months to the day in advance. 20% discount offered to nonprofit organizations.
Reservations for events on federal holidays, such as Memorial Day, 4th of July, Labor Day, Thanksgiving Day, Christmas Day and New Year’s Day, are booked at the Saturday rate according to the month of the event.
Venue Hours
The times listed below show the available start and end times for your rental of the venue from load in to load out, as well as the minimum rental blocks required to book our space. Receptions/parties must end a minimum of one hour prior to the end of the rental.
| RENTAL DAYS | AVAILABLE HOURS | MINIMUM RENTAL TIMES |
|---|---|---|
| Monday through Thursday | 9:00 a.m. to 10:00 p.m. | Camellia Room: 4 hours Rotary Room: 3 hours Gazebo: 3 hours Patio & Pavilion: 3 hours Meadow Lawn: 3 hours |
| Friday & Saturday | 9:00 a.m. to 12:00 a.m. | Ceremony (9:00 a.m. to 12:00 p.m. only): 3 hours Reception/Party (indoors): 7 hours Ceremony & Reception or Full-Venue Buyout: 8-10 hours |
| Sunday | 9:00 a.m. to 10:00 p.m. | Ceremony (9:00 a.m. to 12:00 p.m. only): 3 hours Reception/Party (indoors): 7 hours Ceremony & Reception or Full-Venue Buyout: 10 hours |
Due at Booking:
Non-refundable Payment of 50% of Total Rental Fees (if event is more than six months away),
OR
Payment of 100% of Total Rental Fees (if event is six months or less away, a minimum of 50% is non-refundable)
PLUS
Signed Facility Rent Contract & Use Agreement, signed Use Permit, signed Cleaning & Decoration Rules
Your date will be secured on our booking calendar only when the payment, signed Use Permit, signed Facility Contract, and signed Rules Agreement have been provided.
Due Six Months in Advance of Your Event:
Payment of Balance of Rental Fees
Payment of Refundable Security Deposit ($250 or $800 depending on the event)
Due 30 Days in Advance of Your Event:
Personal Liability Insurance: A Certificate of Liability Insurance providing liability protection in the amount of $1,000,000 per occurrence, and naming The Gardens at Heather Farm as additional insured is required at least 30 days in advance of your event. Many renters are able to secure this certificate from their own homeowner’s or renter’s insurance. If this is not the case, we can refer you to vendors from whom you can purchase this coverage. Average cost is between $75 and $175 depending on the event and insurance provider.
Two to Four Weeks in Advance of Your Event:
Mandatory Final Meeting: A required meeting to review event logistics, timelines, vendors and floor plans in preparation for your event. Call or email to make an appointment.
After Your Event:
Refundable Security Deposit: If there is no damage, overtime, extra cleaning or breach of contract resulting from your event, this deposit will be refunded 2-4 weeks after your booking. The security deposit is refundable in the event of cancellation.
Cancellation Policy
If your rental booking is voluntarily cancelled by you (regardless of the reason), you will forfeit a portion of your rental fees, depending on the date of cancellation. A date change is considered a form of cancellation and incurs an additional fee of $150 to reschedule. See cancellation terms below:
Cancelled More than Six Months from Event: 50% of Total Rental Fees (the Non-Refundable Payment made at booking) kept by The Gardens at Heather Farm
Cancelled Three to Six Months from Event: 75% of Total Rental Fees kept by The Gardens at Heather Farm; 25% refunded
Cancelled Less than Three Months from Event: 100% of Total Rental Fees kept by The Gardens at Heather Farm; no fees refunded
NOTE: To learn more about our cancellation policy for events affected by COVID-19 and pandemic restrictions, contact us via email.