Will there be other people at the garden during my event?
Crystal Springs is a public/private garden. While your reservation entitles you to use a particular site, other visitors may be present in the garden. People are typically courteous and respectful when an event is occurring. Signs are placed on paths approaching your site to guide non-guests away from the reserved area. No unscheduled group is permitted in the garden during a scheduled event.
What if I need additional time?
The garden is a popular location for events. There may be more than one event scheduled for any given day. It is best to anticipate all the time you need, reserving it when you first schedule your event. If there is no other event in your venue that day, please look at the chart you are given showing the additional charges. If there is another event following yours, you will not be able to have additional time.
Is there a covered area?
You may choose to rent a canopy or tent for protection from the sun or rain. Maximum size is approximately 100'x100' at The Meadow and 30'x60' at The Woodland Garden. The existing building provides dressing areas and storage for The Meadow. The ticket booth building has storage and a dressing room for The Woodland and The Floweree Garden users.
What about tables and chairs?
The garden has tables and chairs to rent:
The Meadow has 160 plastic chairs that rent for $1.00 each. The Woodland Garden has 100 plastic chairs to rent for $1.00 each. The Meadow has 16 round (72") tables that rent for $10.00/each. We have 16 rectangular (6') tables that rent for $8.00/each. Unfortunately, the garden's tables can't be used at The Woodland Garden.
You will need to use a rental company for additional tables and chairs, tents, dance floor, etc. Whether renting our equipment or that of a rental company, set up and take down are the responsibility of your group.
You can have votive (candles) on the guest tables.
Set up and take down? Setting up chairs, tables etc. are the responsibility of the wedding/event party. Please designate several people in your party to set up and take down equipment.
Caterers? We have a list of preferred caterers, but you are not limited to that list. Although the garden does not have a kitchen, portable kitchens work well in many spaces near the lawns. We will provide you with many options. All garbage needs to be taken out after your event, either by the caterer or by you.
Music? Music is a must for events. Please keep decibel levels below 70db. Strobe lights are not permitted. Dance floors can be rented through your rental company. There is no electricity at the Woodland Garden site.
Dressing Space? For groups using The Rock Garden Terrace or The Meadow, dressing space is provided for both women and men in the Exhibit Hall. There is also a Bride’s dressing room at the Gatehouse building for those using The Floweree or The Woodland Gardens.
Goose and Duck droppings? This is an ongoing issue. We rake the lawn one hour prior to your event. The raking is done for about 45 minutes. We usually cannot get it all. Please consider having a few people come from your group to do a clean up. We have rakes for you to use.
Parking? The garden has a small parking lot up by the ticket booth. There is additional parking at Reed College, across the street. You may hire a valet service.
Security? Just like any public parking lot, there are risks. Please follow your instincts. Security personnel can be hired.
Alcohol? Champagne, wine and bottled beer can be served. There are no kegs or liquor allowed. The alcoholic beverages can only be served from a server that is employed by a licensed caterer. The server needs to have a current OLCC license. We have a special liability insurance form that needs to be filled out and signed. We ask that alcohol not be served prior to your reception and food service.
Restrooms? There are restrooms adjacent to The Meadow. They were renovated in 2010. It is a 5-minute walk to these restrooms from The Woodland. We also have a very clean portable restroom in the parking lot.
Pathway Lighting? There is no lighting on the garden paths. If your group will be in the garden after 8:00, please place luminaries on the paths up to the exit. We can give you some great ideas. This is very important.
On being a good guest in the garden? Please stay on pathways and lawn. The garden is for all to enjoy in days and years to come. Help us protect the flowers and trees by not picking or climbing. Please, no ice disposal on the lawns or in the garden. We will help you dispose of it properly.
Wheelchair access? Most of the garden is wheelchair accessible. The entrance pathway meets specification of the Americans with Disabilities Act. If guests are elderly or have special needs, please explore the garden to be sure that the site you select has adequate access for them. Two wheelchairs are available at the ticket booth by reservation.
Clean Up? Your site must be left clean. Your caterer must take out all garbage. Please designate several people in your party to make sure that cleanup is complete. The garden is open to visitors the following day.
Insurance? Liability insurance is required for all groups using the garden. We will provide you with the forms.
Vendors? We have a list of caterers and party rental companies. Please inquire. Vendors may enter at the start of your blocked time and must conclude at the end of your time.
Payment? We calculate your fee on space, time, guests, and chairs/tables that you rent from us. A 50% downpayment is due to secure your date and space. This is non refundable. The remaining 50% is due 60 days prior to your event. Send checks made payable to Portland Chapter A.R.S. Attention: Rachael Moloney, 3036 NE 13th Avenue, Portland, OR 97212.
Refundable Fee? This fee is included in your proposal. It is due to secure your date. This is returned to you if it is not used for additional services. It will be used to cover additional time needed for your event once your block of time is over. Time and a half is in effect from 10 PM to midnight. Double time is in effect after midnight. Also, any additional rentals of tables and chairs will come out of the refundable deposit. Vendor or guest damage will also be charged to you. This deposit is also used if additional clean- up is needed. Your guest count needs to be within 10% of your reserved count or additional fees will be deducted. Any balance in your refundable fee will be returned to you within 30 days of your event.
Cancellation Policy? If you cancel your event, the 50% reservation deposit is retained. If your event is cancelled within 60 days prior to the event and after your full payment is received, there is no refund. We will do everything we can to find a comparable replacement event for your cancelled date and venue. If we are successful, we will adjust your refund.
Here is a link to restaurants, hotels and shopping.
The garden is located in the Eastmoreland Neighborhood.
© All Crystal Springs content copyrighted 2011. Content, including photos, may be reproduced only with permission of the Portland chapter of the ARS.