WEDDING · 2021. 1. 20. · • 50% deposit of the total wedding usage fee. • $1,500 refundable security deposit. The final remaining balance is due within 60 days of the scheduled

WEDDINGINFORMATION PACKET

LOVE GROWS HERE

WEDDING INFORMATION PACKET

The North Carolina Arboretum | Asheville 828.665.2492 | [email protected]

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Thank you for your interest in The North Carolina

Arboretum’s Green Weddings program. As an affiliate of

the University of North Carolina System and non-profit

organization, the Arboretum works to advance the state’s

future by cultivating connections between people, plants

and places through education, design and economic

development. As a public garden and living museum, it is

important to protect our natural world while creating

engaging opportunities for our visitors, clients, members,

volunteers and partners. To help you plan your special

day, please review the following details and policies

regarding the Arboretum’s Green Weddings program and

help us continue to uphold the Arboretum’s mission.

WEDDING PACKAGE DETAILS All packages include:

o Arboretum Venue Coordinator on-site during the event to assist with facility logistics.

o Assorted tables and natural wood folding chairs with padded seats.

o Setup and breakdown of all Arboretum owned tables, chairs and rental equipment.

o Golf cart transportation between sites for bride, elderly and handicap guests.

o Directional signage.

o One-year Arboretum household membership.

o Bridal room.

o Complimentary parking for wedding party and guests.

Ceremony-only packages include: o Three hours on property – includes setup and breakdown.

o One ceremony rehearsal timeslot (prescheduled with Arboretum Event Coordinator, Monday. – Thursday,

8:00 a.m. – 5:00 p.m., Friday 8:00 a.m. – 1:00 p.m.

Reception-only packages include: o Nine hours on property – includes setup and breakdown.

Cocktail hour add-on:

• Option to include an additional wedding site location for an hour.

• Only available if a ceremony and/or reception is booked onsite as well.

Brunch Wedding packages include: o Six hours on property – includes setup and breakdown.

o One ceremony rehearsal timeslot (prescheduled with Arboretum Event Coordinator, Monday – Thursday,

8:00 a.m. – 5:00 p.m., Friday, 8:00 a.m. – 1:00 p.m.



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OUTDOOR WEDDING SITE LOCATIONS

Heritage Garden

Ceremony Cocktail Hour Reception

150 ppl 150 ppl -

Wooden pavilions alongside cultivated gardens featuring plants used in regional medicinal and craft industries.

Events Lawn


150 ppl 200 ppl 150 ppl

Open lawn adjacent to Baker Exhibit Center with over 300 feet of built-in outdoor string lighting, sweeps of perennial and seasonal plantings and views of stunning greenhouse. An additional $500

fee will be added on to your package price for use of this location.

Outdoor Events Amphitheater


200 ppl - -

Flagstone stage area with built in stone seating and evergreen trees as a backdrop nestled near the edge of the forest.



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Entrance Plaza


- 200 ppl 160 ppl

Adjacent to our Education Center. Colorful seasonal plants, water features representing regional pools, cascades and waterfalls.

Blue Ridge Court


150 ppl 200 ppl -

Mountain views and large pool featuring the only statue of Frederick Law Olmsted – Father of Landscape Architecture.

Broad Green


200 ppl - -

Open lawn space with stunning mountain views.



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INDOOR WEDDING SITE LOCATIONS

Baker Exhibit Center


150 ppl - 130 ppl

Spectacular wooden beamed ceilings, large beautiful windows and handcrafted stone fireplace.

Education Center Auditorium


200 ppl 200 ppl 160 ppl

Room partition opens into lobby space with many windows overlooking a veranda filled with rocking chairs and lovely views of

the Plants of Promise Garden.

A reservation is considered confirmed after the date, time, guest count and location are agreed upon and the special events department has received the following:

• Signed rental agreement.

• 50% deposit of the total wedding usage fee*.

• $1,500 refundable security deposit.

*The final remaining balance is due within 60 days of the scheduled event along with the Certificate of Insurance.

Cash, check, American Express, MasterCard, Visa and Discover are accepted. Please make checks payable to The

North Carolina Arboretum Society.



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2020/2021 RATESRates listed are base rates. Depending upon the scope and complexity of your event, additional staffing may be

required, which would result in a rate increase. Your coordinator will discuss any rate changes with you in advance.

HIGH SEASON May, September, October

Package Monday - Thursday Friday / Sunday Saturday

Ceremony $2,000 $2,500 $3,000

Cocktail Hour $500 $500 $500

Reception $3,000 $3,500 $4,000

Full Package Total $5,500 $6,500 $7,500

MID SEASON April, June, July, August


Ceremony $1,000 $1,500 $2,000


Reception $2,000 $2,500 $3,000


LOW SEASON* January, February, March


Ceremony $750 $1,000 $1,250


Reception $1,500 $1,750 $2,000


* Off-season site availability varied due to Winter Lights holiday event de-installation.

The months of November & December are unavailable for weddings due to our annual property-wideWinter Lights event that occurs during this time.

BRUNCH WEDDINGS Saturdays & Sundays only, from 10 a.m. to 2 p.m. Limited to Heritage Garden & Stream Garden locations, plus Education Center Auditorium as a rain plan location. Max capacity of 120.

MID SEASON HIGH SEASON

$3,500 $5,500



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WEDDING PACKAGE INCLUDED ITEMS

ITEM AMOUNT

60” Rounds 30

48” Rounds 4

Cocktail/Café Tables 12

6’ Rectangular 30

8’ Rectangular 8

Natural Wood Folding Chairs 300

ADDITIONAL RENTAL ITEMS ITEM AMOUNT PRICE

Games

Giant Jenga 1 $25

Giant Connect 4 1 $25

Corn Hole 1 $25

Décor

Ceremony Arch – Must be staked 1 $100

Signage

Large Metal Easels 5 $5

Medium Metal Easels 5 $3

Small Metal Easels 3 $1

Chalkboard Signs 4 $3

Audio/Visual

60” TV – Baker Exhibit Center Must have HDMI cable

- $150

60” TV – Education Center - $150

Half Stage – 6’ x 8’ 1 $250

Full Stage – 6’ x 16’ 1 $500

Miscellaneous Items

Gas Fire Pit 1 $100

Antique Bar 2 $100

Pop up Tents – 10’ x 10’ 2 $100


The North Carolina Arboretum | Asheville

828.665.2492 | [email protected]

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WEDDING COORDIATOR INFORMATION All wedding ceremonies, cocktail hours and receptions require a day-of coordinator on-site to manage the event. Friends and family are not permitted to act as day-of coordinator unless they own/operate an event planning company. Clients may also choose to use the Arboretum’s Wedding Coordination services for an additional fee (please see below). Arboretum Day-of Coordination Service Package

Ceremony Reception Ceremony & Reception

$500 $1,000 $1,500

The Arboretum day-of coordinator will provide the following services:

• Scheduling, coordination and direction of onsite ceremony rehearsal• Creation of custom ceremony, cocktail hour and/or reception diagrams as well as rain plan diagrams• Construction of detailed wedding day timeline• Coordination and direction of ceremony, cocktail hour and/or reception• Management of vendor deliveries, pickups, setup and breakdown. Day-of Coordinator will act as the liaisonbetween all vendors and the couple the day of the wedding• Set-up of personal items/decorations (Examples-setting out centerpieces, hanging signs, etc. More complicated ortime-consuming tasks may require additional staff or external vendors)• Collection of personal items and decorations at the end of the event

Approved Externally Hired Professional Coordinator Policy The Client is required to provide the Arboretum with contact information a minimum of 30 days prior to event date. Externally hired day-of coordination must adhere to the following requirements:

• 30 days from the event:o Communicate and confirm all vendor details and information such as deliveries, pickups, and arrival times.o Share all vendor contact information.o Schedule and complete a site tour with the Venue Coordinator.

• Within 2 weeks of event date:o Schedule and coordinate onsite ceremony rehearsal (if applicable).o Provide all layout details and information.o Provide detailed day-of timeline.

• Day of event:o Provide onsite coordination of ceremony, cocktail hour, and/or reception through duration of event.Coordinator MUST arrive by the agreed upon vendor arrival time and remain on site until the end of theevent.o Manage vendor and rental deliveries/pickups and ensure TNCA facilities are left as they were presented.o Manage all personal items and décor including the collection of these items at the end of the event.



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SCHEDULING A TOUR To schedule a tour, please contact the Arboretum’s events coordinator at 828-665-2492 x. 255 or email [email protected]. Complimentary parking will be given to pre-scheduled appointments only. Self-guided tours and viewings of the property are permitted during regular business hours; however, couples are responsible for paying the Arboretum’s $16/car parking fee.

USAGE

• Brunch events must begin at 10:00 a.m. or later and end by 2:00 p.m. and are available on Saturdays &

Sundays only.

• Evening events must begin at 5:00 p.m. or later and end by 11:00 p.m. and are available any day of the week.

All events must begin prior to incoming gate closure times.

November – March 8:00 a.m. – 7:00 p.m., gate closes at 6:00 p.m.April – October 8:00 a.m. – 9:00 p.m., gate closes at 8:00 p.m.

INSURANCE & LIABILITY Liability Insurance is required for the event with a minimum coverage of $1,000,000. The insured party must be the client being billed for the event. If you do not have a Certificate of Liability Insurance, coverage can be provided under the Arboretum’s blanket policy for $75.

PUBLIC As a public institution, the Arboretum is unable to close the property for weddings and rented events during normal business hours; however, Arboretum Event Staff will place appropriate signage and monitor general public activity to ensure your event remains private.

Property hours for the public area open are:

8:00 a.m. – 7:00 p.m., gate closes at 6:00 p.m. 8:00 a.m. – 9:00 p.m., gate closes at 8:00 p.m.

November – March April – October

RAIN PLAN If the event is scheduled to take place in an outdoor event space, the client and Event Coordinator will work

together to select an indoor rain plan location based on guest count and building availability. A final call for movement indoors will be made four hours prior to event start time on the day of the event and the wedding coordinator or clients will be notified immediately should a location change occur.

STORAGE SPACE Clients will have access to a storage room one hour prior to the event start time. Early access outside of the agreed upon time frame is strictly prohibited. This space includes a large conference table, chairs, counter space and mirrors. This room can be utilized as a holding room and to store personal items; however, all items must be removed after the event. Wedding party must arrive with final hair and makeup complete.

RESTROOMS Guests will be able to access restrooms inside the building closest to the outdoor event site. Handicap restrooms are available upon request.

mailto:[email protected]



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ACCESSIBILITY The Arboretum’s buildings and formal gardens areas are wheelchair accessible and a map of accessibility routes can be provided upon request. Golf cart transportation between sites is provided for elderly and handicap guests.

PETS Leashed pets are allowed to participate in outdoor ceremonies and receptions; however, pets are not permitted inside buildings or within the Bonsai Exhibit Garden (service animals permitted only). Please be considerate of the Arboretum grounds and clean up after your pet.

SMOKING All indoor facilities are smoke-free environments and smoking is only permitted in designated areas. A small cigar station and smoking area is permitted on a concrete surface in a designated smoking area.

PARKING Wedding guests will receive complimentary parking by alerting the gatehouse attendant upon arrival. Guests dropped off via taxi, Uber or Lyft services is permitted; however, drivers should be directed at the time of booking to access the property through the open exit gate if it is after 8 p.m. Due to noise ordinances, all guests must be off property by 11 p.m. Cars left overnight will be charged the parking fee for the following day.

VENDORS The Arboretum can provide clients with a preferred vendor list and lodging recommendations. The client is responsible for actions of any person(s) hired assisting with the event. Vendors are permitted on-site three hours prior to event start time. Please refer to your wedding agreement for final access times. Extra setup time for vendors is available on a case-by-case basis determined by the Arboretum Event Coordinator and billed upon approval at $250/hour. Please see page 12 for list of preferred vendors.

TENTING

If tenting is desired, the Arboretum will submit for a proposal for executive approval, determine appropriate tent size, contract the vendor, manage installation/breakdown timeline, and invoice the client.

RENTALS & DÉCOR

As part of the wedding package, clients will be provided with assorted tables and folding wooden chairs with padded seats. Additional items – including games, signage and arbor – can be rented for an additional fee. Dance floor rentals (only available through an external vendor) are permitted on a case-by-case basis depending on the event site and can only be used on hard surfaces. Open flame candles are permitted for indoor/outdoor use and must be fully immersed (including flame) in a glass votive/container. Tiki torches, fireworks and sparklers are not permitted. All flower arrangements must be constructed prior to arrival.



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BANDS All bands must be approved by the Arboretum prior to booking and music is not permitted after 11 p.m. Due to spacing availability, the Arboretum does not offer a dressing space for bands but can provide storage for cases and equipment.

CATERING The Arboretum does not have on-site catering; however, Colorful Palate catering company operates out of the Arboretum’s on-site café space. Clients that select caterers that are not on the preferred vendor list must have the caterer schedule a meeting/site visit with the Arboretum’s Event Coordinator prior to the event. Food trucks are permitted on a case-by-case basis and parking locations must be approved by the Arboretum prior to the event. Please see page 12 for list of preferred vendors.

ALCOHOL Due to Buncombe County alcohol laws, only beer, wine and champagne are permitted at Arboretum events (homebrews, fortified wines and liquor are not permitted). Alcohol must be purchased and served through The North Carolina Arboretum. Bar service is only permitted during the designated event time frame and must close a half-hour before the event’s end time. As required by law, the Arboretum reserves the right to check identification and refuse service to anyone showing signs of extreme intoxication..

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PREFERRED VENDOR LISTHotels

• For room blocks of 10 or more, contact Beth McKinney ● 828.258.6139 ●[email protected]

• For individual rooms bookings, click the link below to access a special rate from Arboretum CommunityPartner, Biltmore Farms Hotels: https://bit.ly/2TWXRJz

Preferred Caterers Preferred Caterers Colorful Palate 828.684.7470 www.colorfulpalate.com Dining Innovations 828.210.2220 www.dininginnovationsavl.com Celine and Company 828.254.9902 www.celineandcompany.com Catering by Corey 828.494.9556 www.cateringbycorey.org

Rentals Classic Event Rental 828.255.2230 www.classiceventrental.com East West Vintage Rentals 828.230.0377 www.eastwestvintagerentals.com Rental Me This 828.505.3434 www.rentalmethis.com Professional Party Rentals 828.743.9676 www.professionalpartyrentals.com

Staffing Cordial & Craft 828.316.1502 www.cordialandcraft.com Blue Ridge Event Staffing 828.357.4323 www.blueridgeeventstaffing.com

Floral & Décor Blue Ridge Blooms 828.216.4175 www.blueridgeblooms.com Flora 828.252.8888 www.floraevents.com Shady Grove Flowers 828.236.1713 www.shadygroveflowers.com Urban Farm Girl 828.989.0824 www.urbanfarmgirlflowers.com Springvine Design 704.560.8391 www.springvinedesign.com

Bakeries 50/Fifty 828.280.2184 www.50fiftytheartofdessert.com Short Street Cakes 828.505.4822 www.shortstreetcakes.com Sweet Elegance 828.222.6242 www.sweetelegancecakes.com

Entertainment Bright Light Entertainment 828.606.6645 www.brightlightdj.com Café String Quartet 828.582.2297 www.cafestringquartet.com Deans’ Duets 828.308.1477 www.deansduets.com Spintastic Sounds 828.699.7686 www.spintasticsounds.com

Event Planning & Coordination Party Envy 828.779.4816 www.party-envy.com Smash Events 786.338.3655 www.smasheventsinc.com The Wedding Kate 305.979.0664 www.theweddingkate.com

WEDDING INFORMATION PACKET The North Carolina Arboretum | Asheville

828.665.2492 | [email protected]

mailto:[email protected]://bit.ly/2TWXRJzhttp://www.colorfulpalate.com/http://www.dininginnovationsavl.com/http://www.celineandcompany.com/http://www.cateringbycorey.org/http://www.classiceventrental.com/http://www.eastwestvintagerentals.com/http://www.rentalmethis.com/http://www.professionalpartyrentals.com/http://www.cordialandcraft.com/http://www.blueridgeeventstaffing.com/http://www.blueridgeblooms.com/http://www.floraevents.com/http://www.shadygroveflowers.com/http://www.urbanfarmgirlflowers.com/http://www.springvinedesign.com/http://www.50fiftytheartofdessert.com/http://www.shortstreetcakes.com/http://www.sweetelegancecakes.com/http://www.brightlightdj.com/http://www.cafestringquartet.com/http://www.deansduets.com/http://www.spintasticsounds.com/http://www.party-envy.com/http://www.smasheventsinc.com/http://www.theweddingkate.com/

Documents

WEDDING · 2021. 1. 20. · • 50% deposit of the total wedding usage fee*. • $1,500 refundable security deposit. *The final remaining balance is due within 60 days of the scheduled

WEDDING · 2021. 1. 20. · • 50% deposit of the total wedding usage fee. • $1,500 refundable security deposit. The final remaining balance is due within 60 days of the scheduled