For additional questions or clarification, contact us.
Reservations
To secure a date for your event, signed copies of the Rental Contract and a 50% deposit must be provided. An additional $250 is due as a damage deposit at the time you secure your reservation. The remaining balance is due thirty (30) days prior to the date of the event.
If the date booked is within 30 days of the contract or the rental amount is less than $150, all rental fees are due with the signed contract.
All payments except for the damage deposit are nonrefundable.
Payment may be made with cash, check, debit card, or credit card. Please note: debit and credit card transactions result in an additional processing fee of 2.5% per transaction. You will receive a check to return any unused portion of the damage deposit to you four to six weeks after your event.
Cancellation and rescheduling
If you must cancel your event, all payments are nonrefundable. Cancellations caused by medical emergencies, a death in the immediate family, or military deployment are granted an 85% refund. You must provide a written notice of cancellation and proof of reason for cancellation. In lieu of cancellation, we can reschedule your event to an available date within one (1) year of the original event date; your event may only be rescheduled once.
Alcohol policy
Serving of alcoholic beverages at the Botanic Gardens requires a permit from the City Clerk’s office. The type of permit needed depends on the needs of the event. Please visit the City Clerk’s website to find contact information and to discuss options and permit types.
Bride’s room / board room
Clients and guests may only change in the Bride’s Room or Board Room, which must be rented in advance. (For information about these spaces, visit our Private Events page.) You may not change your clothes in restroom facilities. All items must be removed from the Bride’s Room and Board Room at the end of the rental time.
Ceremony times
Sites are rented for time blocks specified; you may not enter rental space prior. Your event must end within the rental block. If needed, you will have one hour free of charge for clean up after your event. All members and guests of your party, any service contractors, vendors, planners, and others associated with your event may not enter before 8 a.m. and must leave by 10 p.m.
Client representative
We strongly encourage you to hire or appoint a representative (i.e., wedding planner, trusted friend, or family member) to manage details during your event. On the day of the event, this appointed representative will work with the Gardens staff to ensure vendors and guests are following timelines and regulations and to assist with day-of activities.
Conservatory availability
Note that the Conservatory cannot be accessed by anyone associated with your event unless you have rented it. The Conservatory is only available for rental when we are closed to the public.
Décor
We do not permit the use of the following items:
- Artificial flowers (grounds only)
- Beads
- Bird seed
- Confetti
- Fireworks
- Glitter
- Helium balloons
- Non-biodegradable items
- Rice
- Sparklers
The releasing of balloons, throwing, setting off, or placing of non-biodegradable items, or anything that can lead to litter in the Gardens are strictly prohibited.
Candles must be battery operated and are permitted in indoor and outdoor spaces.
We do not allow anything to be affixed to surfaces; all décor must be free-standing. Décor and lighting may not be suspended from plants or trees, put in pots, beds, hanging plants, or in the ground.
Plants and floral displays may not be moved, removed, changed, touched, modified, or compromised in any way.
All doors to mechanical rooms, storage rooms, emergency exits, and offices must be kept clear at all times.
Events coordinator, staff, and volunteers
The Cheyenne Botanic Gardens Events Coordinator is dedicated to facilitating event rentals. She is responsible for opening and closing the site rented at designated times, as well as setup and teardown of tables, chairs, and equipment included in the rental. She will ensure adherence to all policies and procedures stated in this document and the contract and may also be present during the event to assist with facility-related needs.
The Events Coordinator, Gardens staff, or volunteers may monitor event activities and have the authority to enforce contract rules. They can institute fees or cancel an event contract at any time if the client does not honor contract provisions, city ordinances, laws, or regulations.
Food and beverage
There are no restrictions on catering for your event. You may use a caterer of your choice or bring in food from restaurants or your home. A list of food and alcohol caterers is available upon request.
If alcohol is being delivered to the Gardens, the caterer or client must be on site to accept the delivery; the Gardens will not accept any alcohol deliveries.
Clients and vendors must comply with all posted rules and regulations in the kitchens; the client will be billed for damages.
Garden beds and flowers
Garden beds on the grounds are not planted until after June 1 due to risk of frost. The Botanic Gardens does not guarantee any spaces will have the same appearance due to weather, planting schedules, construction, or maintenance.
Guest conduct
All guests must follow contract rules. All minors must be supervised by an adult at all times.
Inclement weather
Rental fees will not be refunded due to weather. Backup indoor spaces may be rented in advance. You must decide to move indoors no later than four hours before the event.
Music and entertainment
Indoor music is allowed. Outdoor amplified sound requires a permit and may not begin until 5 p.m. Obtain a permit from the City Clerk.
Staff may request volume adjustments at any time.
Parking
Free public parking is available but not guaranteed. Consider ridesharing for large events.
Permits
Permits must be presented at the event. They are available up to 60 days prior and typically take five business days to process.
Personal property
The Gardens are not responsible for lost or stolen items. All personal items are the responsibility of the client.
Pet policy
No pets are allowed inside the Conservatory. Service animals are permitted. Pets are allowed on the grounds on a leash.
Photography policy
Reservations are required for posed photography inside the Conservatory. Photography on the grounds is free. All other photography falls under our public photo policy.
Public areas
The Gardens are a public facility. Use of public areas requires prior approval.
Room setup and layout deadlines
All setup decisions must be finalized at least seven days prior to the event.
Setup and breakdown
Staff handle setup and teardown of provided items. All other items must be managed within the rental period.
Overtime fees apply if the event exceeds the allotted time.
No items may be stored overnight.
Smoking
Smoking is not permitted anywhere on the premises.
Tents
Tents and canopies must be preapproved at least seven days before the event.