Annmarie Sculpture Garden & Arts Center

 

Thank you for inquiring about hosting your event at Annmarie. It is a lovely venue for celebrations and meetings. This sheet contains important information about hosting an event, so please review it carefully. 

 

Step by Step Instructions:

1) Review the list of RENTAL OPTIONS which can be found on our website.   There are lots of photos, so be sure to scroll down through all the options!
 

2) Visit Annmarie - we strongly recommend that you stop in and walk around, or schedule an appointment.  The Arts Building is open 7 days a week, 10am-5pm. Please note that there is a site admission fee, so anyone making an unscheduled visit will be asked to pay the very modest admission. To make an appointment, email info@annmariegarden.org or call 410-326-4640. 
 

3) Once you have settled on a space, please download and complete the RENTAL INTEREST FORM. We prefer that you give us at least two dates for your event, and don’t forget to give tentative times!
 

4) Once you have submitted the RENTAL INTEREST FORM, it typically takes a few days for the staff to fully review the information and contact you.
 

5) If your date and venue are available, you will be contacted via email to discuss your event. The director of Annmarie will then generate an ESTIMATE for your event. Prices quoted in an estimate are valid for 30 days, but are subject to availability. If you accept the ESTIMATE, your next step is to pay the RESERVATION FEE. The reservation fee locks in your quote (assuming you don’t drastically change anything) and holds your date. Typically, we only schedule one large event each day. Please note that there may be an additional fee if your event requires us to close the Art Building or the Garden before 5pm. Please note that the reservation fee is not refundable, nor is it is transferable to another date, nor is it applied to the rental fee.
 

6) Once the RESERVATION FEE has been paid, the contract will be generated.  Full payment of the rental fee, refundable security deposit, caterer’s security deposit, equipment company security deposit will be due 3 months prior to the event.   Payment plans are possible, please inquire.
 

7) Next you can begin planning your event! Typically, for big events, this involves a few meetings with the staff of Annmarie, as well as your various vendors. Please call the Annmarie office to make an appointment whenever you are planning on visiting for a meeting; otherwise, you, your family members, and/or vendors will be asked to pay the admission fee.
 

8) Three months prior to your event, all RENTAL FEES and DEPOSITS are due, including the caterer’s and equipment company’s deposits. At this time a layout of your floor plan is also due, as well as detailed information about your event and an updated guest count. 
 

9) Two months prior to the event, your proof of liability coverage is due. Annmarie requires minimum limits of $1,000,000 for each occurrence and 2,000,000 general aggregate in a company acceptable to the facility

10) Two weeks prior to your event:

·         Check in the Annmarie director, update her on any changes

·         Ask you caterer and equipment company to check in to confirm their delivery times

·         Email a copy of your final equipment lcontact to director@annmariegarden.org

·         Email a copy of your final catering contract to director@annmariegarden.org

 

11) The day before your event:

·         Approved tents can be erected between 10am-5pm. All tents must be approved by the Director of Annmarie.

·         For outdoor events, you can begin setting up tables and chairs at 2pm, unless otherwise specified in the contract. 

·         Rental equipment (tables, chairs, bars, etc.) can be delivered between 2pm and 5pm.

·         For indoor events, set up must take place the day of the event.

·         Any other deliveries to take place the day before your event must be approved by the Director (beverages, decorations, etc). 

·         Please note that in the event of inclement weather, equipment needs to be securely stored adjacent to garage door.   As Annmarie is a sculpture garden, there are priceless works of art displayed on the grounds. Overnight storage of tents, tables, chairs, etc. must be planned to protect the art in the event of severe weather.

·         Contact the Director with any other last minute issues!

11) The day of the event:

·         the caterer may work in the catering kitchen beginning at Noon

·         for outdoor weddings, you can begin setting up tables and chairs at 10:00am, unless otherwise specified in the contract.

·         for indoor weddings, you can begin setting up tables and chairs at 2:00pm, unless otherwise specified in the contract.

·         please note that the Arts Building and Sculpture Garden are normally open until 5:00pm; therefore, we ask that you be sensitive to the presence of garden guests as you are setting up and getting ready. Arrangements can be made to close the garden before 5:00pm, but this requires advance notice and may require the payment of an additional fee.
 

12) Your event!  Depending on the size of your event, there will be between 2 and 4 Annmarie staff on duty. Each event at Annmarie has a designated Supervisor. The Supervisor will make contact with your caterer and/or wedding planner. During the course of your event, the Supervisor will take all concerns and questions to this person. Our goal is to make your event a memorable experience, so we strive to establish a positive working relationship with our rental partners. Please note that the main responsibilities of the Annmarie staff are to keep the facility clean and safe. Annmarie staff will help caterers with equipment set up and tear down and other chores. Please note that Annmarie staff are not allowed to serve or handle food, serve or handle spirits, handle the gifts, or handle the cake. Otherwise, the Annmarie staff are here to keep you happy and make your event smooth and enjoyable! 
 

13)  At the end of the evening, the Supervisor will complete an event report. In this report, the supervisor will describe the event, provide any feedback, and give a guest count. If the guest count is more than that listed in the contract, the additional fees will be deducted from your security deposit. If your event runs signficiantly over, additional rental fees will be deducted. Any damages will also be deducted.
 

13) After your event, sometime within 4 weeks, your SECURITY DEPOSIT will be refunded (assuming there has been no damage).