Rental Policies and Procedures

ELIGIBILITY FOR USE

Everyone is eligible and welcome to rent space at Reiman Gardens. The use of Reiman Gardens’ facility will not be authorized for events when the primary purpose of the occasion is fund-raising other than for Reiman Gardens.

Reiman Gardens is part of Iowa State University so all ISU policies and procedures are part of Reiman Gardens’ policies and procedures.

Additionally, the following activities are restricted and require discussion and approval with Reiman Gardens:

  • Events of a political or religious nature
  • A product promotion or any type of event which benefits, virtually or exclusively, the outside organization
  • Events that charge admission fees
  • Events that hold raffles and/or display or promote commercial products during an event or sell articles within Reiman Gardens.

HOURS

Events may be scheduled on any day, between 7:30 AM – 11:00 PM, and are subject to availability. The hours you are eligible to access the facility for your event will be noted in the contract. Any time needed beyond your facility access time will need to be arranged with the Rental Coordinator in advance.

RESERVATIONS PROCEDURES

The use of all rental rooms and spaces are scheduled in advance through the Rental Coordinator. Inquires can be made by contacting the Rental Coordinator at 515-294-6356 or by email at rentrg@iastate.edu. Reservations can be booked up to one year in advance and will be made on a first-come basis based on the availability of the space.

Each meeting or scheduled event must have a contact person who must be:

  • Present at the event from beginning to end
  • Responsible for the behavior and demeanor of the guests
  • The spokesperson for the group
  • Responsible for any damages and/or property loss incurred during the event
  • Proof of liabiity insurance may be required.

Following an inquiry and booking, a contract with all rental agreement terms will be forwarded for signature. Additional restrictions may apply. Please see the terms of your agreement.

DEPOSIT

A deposit must be received at the time of contract signing. Deposit amount is typically $150.00 or $500.00 depending on room/package rented. The deposit fee secures your reservation and will be separate from any rental fees due. The deposit is eligible to be refunded after your event, pending adherence to our policies and procedures. Any deposit amount due to you will be refunded after your event the following calendar month. The deposit is not to be construed as a limit of liability for damages to Reiman Gardens. Iowa State University may take necessary legal action to recover additional damages above the deposit amount. The deposit fee will be retained for any violation of Reiman Gardens and/or ISU policies and procedures.

CLEANUP

You will be required to leave the facility clean, orderly, and in the same condition it was in upon your arrival. If the facility is left in unsatisfactory condition, all or a portion of your deposit will be retained. All appliances and utilities are maintained in functioning condition so if damage is evident after the event, it is the liability of the group renting the room. Any custodial or damage charges will be deducted from the deposit before it is returned to you. Any damage that exceeds the security deposit amount will be billed to you. Reiman Gardens will provide you with an itemized documentation of damage.

BILLING AND PAYMENTS

A fee is required for use of the space you are renting from Reiman Gardens in accordance with the signed agreement. A security deposit is due in full at contract signing. Any rental fees must be paid in full on the date indicated in the signed agreement. If your fee is not paid on the due date, your deposit fee will be forfeited and the space you were scheduled to use will be opened to new clients. Payment plans are at the discretion of the Rental Coordinator and must be submitted in writing and approved by Reiman Gardens. Any changes to the contract after signing must be submitted in writing and approved by Reiman Gardens’ administration.

Acceptable forms of payment are credit card (Visa, Master Card, and Discover), checks (made payable to Reiman Gardens), or cash. Iowa State University departments may also use a department worktag or an intramural to process payment.

CANCELLATION

Cancellation by Client – you may cancel the event by giving notice, in writing, to the Rental Coordinator. If you cancel 180 days or more prior to the event, Reiman Gardens will refund the deposit and 20% of the rental fee. If you cancel more than 30 days but less than 180 days prior to the event, Reiman Gardens will refund the deposit but retain all other payments. If you cancel 30 days or less prior to the event, Reiman Gardens will issue no refunds.

While many rental spaces include outdoor spaces, many venues offer indoor areas that can be used in case of rain or inclement weather. No refunds will be given for rental reservations or events cancelled due to inclement weather or any other situations, including, but not limited to illness or travel disruptions.

If you wish to reschedule your event, Reiman Gardens will do its best to accommodate your event within 6 months, depending on availability. Exceptions will not be made to the cancellation policy.

ADMITTANCE AND STAFFING

Admission into Reiman Gardens may be included in your reservation. Your guests will not be charged to enter the Gardens during your rental time. Upon arrival, they will need to identify the event they are attending to be allowed access. A Reiman Gardens’ staff person will be onsite for all events. The client will not be charged for staff time for events contracted within 7:30 AM – 11:00 PM. Events scheduled outside of this time frame must be approved in advance and are subject to an additional fee.

Certain events may require the services of certified ISU Police officers at an additional charge to the client.

PARKING

Ample, free parking is available in parking lot S1 located just north of the entrance to Reiman Gardens. Handicap accessible parking spots are also available in lot S1. Parking will not be available on Iowa State University home football game days. For public transportation options, please refer to the Cy-Ride website for more information. The Ann Campbell Transit Station is the closest and most convenient bus stop to the Gardens.

When providing directions to your guests, we recommend using “intersection of University Boulevard and South 16th Street Ames” in the map’s search field on a smart phone or GPS. The mailing address for Reiman Gardens “1407 University Blvd” may lead you to the wrong location.

VENDORS & DELIVERIES

All vendors and deliveries must be authorized by the Rental Coordinator prior to your event. This includes all food and beverage in addition to any vendor that will either deliver or be present at Reiman Gardens. Any use of live music or live entertainment, as well as use of sound amplification systems indoors or outdoors, must be approved by Reiman Gardens. Please ensure all on-site services, deliveries, and pick up times occur within the rental time found in your signed agreement. Reiman Gardens cannot assume responsibility for any times left by the caterer, Rental Company, or client, nor will Reiman Gardens store items.

SMOKING

Reiman Gardens is a smoke-free area. Any smoker must leave the grounds, including the parking lot, to smoke.

FOOD AND BEVERAGE

All clients must use a licensed caterer. Any food or caterer(s) employed or used for your event must be disclosed and approved by the Rental Coordinator two months prior to your event. You are responsible for contacting the caterer to make arrangements. The caterer is responsible for all personnel, materials, and supplies required for the preparation and service of food and beverages.

Reiman Gardens has a list of preferred caterers who are familiar with the facility and our policies. If you choose to use a caterer not on this preferred caterer list, with the exception of wedding cakes and mints, you will be charged the following:

  • Events with 149 people or less will be charged a $150.00 fee.
  • Events with 150 people or more will be charged a $300.00 fee.

There is no guarantee that a non-preferred caterer will be approved even with the fee.

Food and beverages are allowed in your rental area only. Your guests may not wander around the grounds with drinks or food.

ALCOHOL

If you wish to provide and serve alcohol at the event, you must submit a request to the Rental Coordinator at least 60 days prior to the event to ensure proper licensing from the Iowa Alcohol and Beverage Division. Failure to do so may result in restrictions on alcohol at your event. You must use a licensed, professional caterer approved by Reiman Gardens to provide and serve alcohol at the event. You are responsible for communicating the name of vendor, arrival time, and any details necessary in order to ensure proper licensing. No alcoholic beverages may be brought into the facility other than by an approved caterer. ISU reserves the right to confiscate alcohol served without appropriate licensing requirements and not refund your deposit. You must make non-alcoholic beverages and food available to guests. Alcoholic beverages are only allowed in your rental area. Reiman Gardens strongly adheres to the laws and regulations of the State of Iowa pertaining to the service and consumption of alcohol. Non-compliance with this regulation allows Reiman Gardens to shut down your event.

CHILDREN

Children are always welcome at Reiman Gardens. If the child is under 17 years of age, they must be under supervision of a responsible adult at all times. For children under 12 years of age, we ask there be at least one adult for every 6 children in the group. All event attendees, including children, must limit their use of the building to the designated area for the event and associated hallways and restrooms unless special arrangements have been made.

ANIMALS

Animals are not allowed at Reiman Gardens. Trained and licensed Service Animals are generally permitted to accompany qualified individuals. Emotional support animals are not permitted. Please contact the Office of University Counsel for further information: 515-294-5352 or univcounsel@iastate.edu

DECORATIONS

All decorations are subject to policies and procedures listed in this document. Decorations must be contained to your rental area. Nothing can be attached or adhered to the walls, windows, or ceiling during event. Within the rental area items are not allowed to be taped, stapled, nailed, tacked, or screwed to any fixture or facility. Nothing can be staked into the ground, including signs, banners or any other objects. In addition, decorations may not cause any damage or destruction to Reiman Gardens, the facility, the grounds or any garden area.

All types of confetti and glitter, or similar materials such as bird seed or rice, are prohibited both indoors and outdoors. Sky lanterns are not permitted as they are illegal in the State of Iowa. Balloons are restricted to your rental area and must be contained at all times. Use of candles is restricted to enclosed flames (e.g. votive or hurricane lamps). Additionally, the flame must be at least one inch from the top of the container. Unity candles are permitted during your wedding ceremony.

All decorations must be removed and cleaned up prior to the end of your rental time. Any damage from non-compliance will be documented and deducted from the security deposit.

ROOM SETUP

Reiman Gardens provides each rental packages with a standard set up that works well for most functions. Reiman Gardens’ staff will arrange the furniture included in your rental package prior to your rental time. Additionally, Reiman Gardens’ staff will tear down or remove the provided furniture upon conclusion of your event. Clients and event attendees are asked not to move any indoor or outdoor furniture without prior authorization from the Rental Coordinator. See the description of each room, rental package, or wedding package for more specifics on room setup. The room can be rearranged into an alternative configuration for a $50.00 fee. All indoor and outdoor setup requests must be made in advance with the Rental Coordinator and must be finalized at least two weeks prior to the event date.

All building furniture is restricted for inside building use only. Placement of outdoor furniture is generally limited to paved areas and specific lawn areas. If your rental includes access to an outdoor patio space (Rust Events Plaza, South Patio, or Paving Court), you may request specific arrangements for the outdoor furniture provided. All requests for outdoor furniture arrangements must be approved two weeks in advance and may be subject to an additional fee. If you do not request a specific arrangement for outdoor furniture, you may still utilize the outdoor space and furniture available. Clients and event attendees are asked not to move any indoor or outdoor furniture without prior authorization from the Rental Coordinator.

If you wish to setup a tent or install a dance floor, you must submit a request to the Rental Coordinator at least 14 days prior to the event. If the Rental Coordinator grants your request, you must retain a third-party vendor to provide, setup and remove the tent or dance floor. ISU does not provide, setup or remove tents or dance floors. All tents and dance floors must be setup and removed during the time of rental. The placement of any tent or dance floor may be restricted to certain locations and must be included in the approval request at least 14 days prior to the event. A fee of $100 will be charged should a tent be used at any time during the rental. There is no fee for a dance floor.

EQUIPMENT/AUDIO VIDEO

Reiman Gardens offers a selection of AV equipment that can be rented for a fee. Any use of the equipment must be authorized by the Rental Coordinator in advance. All equipment at Reiman Gardens is the responsibility of the client, who will be held responsible for damages incurred. The client is expected to return any rented equipment promptly upon the conclusion of the event, and in the same condition in which it was received. Any outside equipment must be removed and cleaned up promptly upon the conclusion of the event. In order to use certain equipment, the client must provide a laptop computer or other device, such as a tablet to connect to the equipment.

Wireless internet access is available at Reiman Gardens for no extra charge. A direct “wired” high speed internet connection can be arranged with a two week notice for an additional fee of $50.00 plus $5.00 per day. Basic or polycom speaker phones can be rented from ISU telecommunications with a two week notice for a fee of $50.00 plus $30.00 per day. All local calls will be allowed on this phone; credit cards can be used to make long distance calls.

AUTHORIZED AREAS AND ACCESS

Clients will have access to authorized areas only as specified in the Rental Contract. The client is responsible for keeping its various members, supporters, and participants within the rental areas. Access to any office space is off-limits. Reiman Gardens does not provide any office-related services such as photocopying, printing, or use of equipment within any office space, including the front desk.

All event activities need to occur within the rental time. This includes but is not limited to: setup, deliveries, vendor arrival and departure, guest admittance, and guest/client departure. Access to the rented facility, as specified in the Rental Contract, will begin at the start of the listed rental time and conclude at the end of the rental time. If additional time is required, prior arrangements must be made through the Rental Coordinator, and are subject to an additional rental fee based on the amount of time needed. Unauthorized access of any space will result in a $300 fee plus $100 per hour. We cannot guarantee you will be allowed to continue accessing the unauthorized space, and as a result may be asked to leave.

DISPLAYS OF ARTWORK, EXHIBITS, AND SCULPTURES

Public gardens are museums and, like any museum, will have ongoing displays, exhibits, artwork, sculptures, and changeovers via plant materials that will not be modified for events. Artwork displayed in the Garden Room or any other rental area cannot be removed, changed, or covered during any private event. The client acknowledges that Reiman Gardens is a site for rotating exhibits and displays and cannot guarantee what will be present at the time of the event.

FIREPLACE

The fireplace in the Mahlstede Building is available for use under the following conditions: prior arrangements must be made through the Rental Coordinator, the fireplace must be operated by a Reiman Gardens’ staff member, and not all requests will be approved. A service fee of $100 will apply to any approved requests.

BUTTERFLY WING

Exclusive use of the Christina Reiman Butterfly Wing is not included with the rental of any space at Reiman Gardens. Rental clients and their guests may be allowed to view the exhibit during its normal operation hours, pending that all guests enter the facility with compliance to the rules and regulations. The operation of the Butterfly Wing is highly regulated by federal agencies and any non-compliance could shut down the facility; therefore clients and guests may not be permitted to enter the facility based on the necessary regulations. Formal attire (i.e. wedding gowns, tuxedoes, formal dresses, etc.) and plant materials are is not allowed in the Butterfly Wing. Any plant materials that enter the Butterfly Wing, including corsages and bouquets, must be confiscated and properly disposed per USDA regulations. Absolutely no wedding photography will be allowed in the Butterfly Wing. Other types of photography may also be restricted. Any exceptions to these policies must be granted in advance of the event date by the Rental Coordinator and Butterfly Wing Curator.

 ADVERTISING AND PROMOTIONS

All invitations and advertisements identifying Reiman Gardens as the location for your venue should reflect Iowa State University, for example: “Iowa State University’s Reiman Gardens” or “Reiman Gardens, Iowa State University.” Invitations or any advertising for your event being held at the Gardens must NOT reflect any possible indication by design, graphics, or wording that Reiman Gardens is endorsing or co-hosting the event. Reiman Gardens name is allowed only as an address and/or location for your event.

If such conditions are not satisfactorily met based solely on the judgement of Reiman Gardens’ Director and/or staff, all payments for the rental event, including deposit and rental fees will be forfeited and could result in cancellation of your event.

GARDENS CONSIDERATIONS

Use of Reiman Gardens for any event provides non-exclusive access to the rental area only. Complete privacy within the Gardens for private events cannot be guaranteed. The Gardens are open to the public during regular business hours. Hours are 10am – 4:30pm between October and April and until 6pm from May to September. We cannot guarantee you will be the only event on site.

At all times, clients, guests and visitors are expected to abide by Reiman Gardens’ garden policies. Rental clients and guests are also expected to abide by the rental policies and procedures. No vehicle traffic is allowed on pathways, bridges, courtyard areas or any areas within the Gardens. No foot traffic in planting beds is allowed, including camera tripods.

No sculptures, exhibits, or displays may be moved by the client; nor will Reiman Gardens’ staff move them. Agreement to hold an event is agreement that all of these are components of the space designed for visitor enjoyment and education. Any non-compliance and lack of acknowledgement of the site where you close to hold your event will result in forfeiture of all or part of your security deposit.

Reiman Gardens cannot guarantee the appearance of outdoor and indoor planting areas. The landscape and flower/plant design cannot be changed, moved, or adjusted to fit rental clients’ colors or design. Many circumstances are beyond our control be it weather related, diseases or other incidents. Every effort is made to maintain a high quality garden experience. All garden beds and planted areas are off limits to any form of foot traffic. The Gardens are often undergoing maintenance and construction. Construction equipment may be visible to your guests. No activity, such as those that cause excessive noise, is allowed that would in any way disrupt the staff, visiting public, or rental clients in other areas.

WEDDING INFORMATION

Wedding rehearsals are offered one day prior to your event for one hour upon the discretion of Reiman Gardens. All wedding rehearsals are by appointment and must be scheduled in advance with the Rental Coordinator. Reiman Gardens has the right to change the time should another event or wedding reserve the Gardens.

CONFLICTS

If there is any conflict in scheduling between parties holding events on the same day, a best effort will be made by management to resolve the conflict and management will have the final say. An alternate rental space may be provided if necessary.