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 people may also be present in the garden.  In the past, people have been courteous and respectful when an event is occurring.  “Reserved Area” signs are placed on paths approaching your site to guide non-event guests away from the reserved area.

Your guests will be greeted by a staff member at the Gatehouse and given directions to your event. You may (and we encourage you to) place your own unique signs along the way guiding your guests.



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 and reserve it when you first schedule your event.  Please arrive and depart by your scheduled time.   After 10:00 PM, you may incur a minimum $500.00 fine.  Our rental time is from 10:00 am – 10:00 pm.  10 hours is the max per event.



Will you be there for my event?

I will be there for the beginning of your event, to make sure everything is up and running.  There will be one or two Event Staff on site for the duration of your event.  Please provide us with a contact person and we will make introductions the day of the event.  I will not be at your rehearsal but can meet with vendors for a site visit.  



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’ x 100’ for The Meadow and 30’ x 60’ 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 Flowerree Garden users.  The perimeter of The Meadow is approximately 382 feet.  The Woodland site is approximately 30’ x 75’.  No Stakes in the grass for tents please.  Before you book your event with us, please contact an outside vendor for the costs associated with your rentals.

 

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 that rent for $1.00 each.  The Meadow has 16 (72” round) tables that rent for $10.00/each.  We have 16 (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.  When renting our equipment, or that of a rental company, the set up and take down of the items are the responsibility of your group. 



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 event by the caterer or by you.



Music?  Music is “a must” for most events.  Please do not exceed a level of 70 decibels. Strobe lights are not permitted.  Dance floors can be rented through your rental company. No noise after 10:00 PM.  City Ordinance.  Your DJ and vendors who need electricity, will have to bring extension cords.  Please consider using a DJ from our Vendor List. 



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 Flowerree  or The Woodland Gardens. 



Goose and Duck droppings?  This is an ongoing issue.  We do a “rake of the lawn” one hour prior to your event.  The raking is done for about 60 minutes.  If this is a big concern of yours, please let us know.  We will do everything we can to get it all up. 



Parking?  The garden has a small parking lot up at the ticket booth.  There is additional parking at Reed College, across the street.  Reed is undergoing a construction project that will eliminate some parking spots.  You may hire valet service.  There is also a lot at 28th and Steele.



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.  Kegs can be used if purchased and served through a license caterer.  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.



Smoking?  Please no smoking in the garden. 



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. You may want to add a soap dispenser to each of the (3) bathrooms.  Keep in mind that the park is open to the public and the bathrooms are shared. We also have a very clean portable restroom in the parking lot.



Pathway Lighting?  There is no lighting on the garden paths or in any of the event sites.  If your group will be in the garden after 8:00, please place luminaries in the paths up to the exit.  You may want to illuminate your event area too.  We can give you some great ideas.  This is very important.  No candles, just LED lights please.



On being a good guest in the garden?  Please stay on pathways and lawn.  The garden is for all to enjoy for days and years to come.  Help us protect the flowers and trees by not picking or climbing.  Please, no ice 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.  You or your caterer must take out all garbage.  Please designate several people in your party to make sure that clean up is complete.   The garden is open to visitors the following day.  There will be a minimum charge of $75.00 for any garbage that is left.



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.  Site visit is required with Rental Company, DJ (can do over the phone) and caterer prior to event.



Payment?  We calculate your fee on space, time, guests, and chairs/tables that you rent from us.  50% 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 Crystal Springs Rhododendron Garden.  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. A minimum $500.00 charge will incur if vendors or wedding group is on park grounds after 10:15  PM. Also, any additional rentals for tables or 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 by the 15th of the following month. 

 

Cancellation Policy?  If you cancel your event, the 50% reservation deposit is retained. If your event is cancelled within the 60 days prior to your 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.