2009 Wedding & Reception Policies
The Descanso Gardens Guild, Inc., in their continuing effort to serve the community, makes available the use of facilities at Descanso Gardens for weddings and receptions. Every courtesy will be extended to those wishing to use the facilities for this purpose so long as such use does not interfere with public use. The gardens are open daily to the public from 9 a.m. to 5 p.m. All pertinent State laws, County ordinances, and Guild policies and guidelines as specified below must be observed. Please read them carefully. If you have any questions, please contact the Wedding Office at (818) 949-4291.
Leasing of Descanso Gardens property and/or facilities is based on what is normally known as a “Four Wall Agreement.” That means that the lessee is responsible for the choices, payment and results of all service contractors, such as wedding coordinator, musicians, photographer, florist and others. All decisions are subject to approval by Descanso through the wedding office. All catering and site coordination must be done by our “in-house” copanies. No outside caterer will be allowed. Fees received under this program for use of the facilities will be used to defray expenses and promote the maintenance and development of the garden.
Reservation Hours
Reservations for outdoor weddings are available mornings 8 a.m. - 10 a.m., or evenings 5 p.m. - 7 p.m. Reservations for receptions are available evenings 5 p.m. – 10 p.m. Morning receptions are available only in Van de Kamp Hall from 9 a.m. to 1 p.m. Weddings and/or receptions may not conflict with other public use or events.
Site Capacity
Each ceremony location has a variable maximum capacity: Main Lawn, 400; Feather Falls, 50; Magnolia Lawn, 200; Rose Garden Gazebo, 180; other Rose Garden nooks, 100; Oak Forest, 300. For receptions in the Pavilion, the maximum is 150, with the possibility of an additional 40 seated on the lawn during July, August or September. The Van de Kamp Hall has a maximum capacity of 180. Boddy House Lawn or Terrace 80; Solarium and Foyer, 30; Living Room 50; Dining Room, 30.
Wedding Ceremonies
Wedding ceremony site must be selected at the time contract is generated. Wedding ceremonies are limited to two hours. Within the two hours allotted for the ceremony, please allow for the admittance of guests, the wedding ceremony and the removal of personal items. To allow for the seating of guests the ceremony should be scheduled to begin 15-30 minutes after the reservation time. GUESTS WILL NOT BE ADMITTED INTO THE GARDENS UNTIL 5 p.m. FOR EVENING EVENTS. THE EARLIEST AN EVENING CEREMONY MAY BE SCHEDULED IS 5:15 p.m.
Wedding/Receptions or Receptions
Wedding/Reception or receptions are limited to five hours. Receptions or Wedding/Receptions can be held from 5 p.m. to 10 p.m. RECEPTIONS MAY NOT CONTINUE PAST 10 p.m. It is your responsibility to see that all guests leave the premises promptly. Abuse of this policy may be cause for a reduction in the damage deposit refund.
Setup for Events
Setup of personal items may begin two (2) hours prior to the start of the reservation time (7 a.m. for morning events and 3 p.m. for evening events). IT IS THE CLIENTS’ RESPONSIBILITY TO INFORM THEIR CONTRACTORS OF THIS REQUIREMENT. GUESTS WILL NOT BE ADMITTED INTO THE GARDENS UNTIL 5 p.m. FOR EVENING WEDDING/RECEPTIONS OR RECEPTIONS.
Equipment
Descanso Gardens will provide a designated amount of tables, ceremony and reception chairs and dance floor for each location. For Van de Kamp Hall Descanso will provide 18 round tables, 180 ballroom chairs, and a 15’ x 16’ dance floor. For the Rose Pavilion Descanso will provide 15 round tables, 150 white Samsonite chairs, and a 15’ x 16’ dance floor. The Boddy House includes 8 round tables, 80 white reception chairs, and 80 white ceremony chairs. For a ceremony, Descanso will provide up to 200 white Samsonite chairs. Descanso also will provide heaters, rectangle tables, and patio rounds as needed.
Descanso Gardens will provide information for our equipment vendor along with basic pricing. Chair upgrades linens and specialty items must be rented through this vendor; they are Descanso Garden’s exclusive rental company by contract.
Wedding Use Agreement
A $500.00 non-transferable, non-refundable deposit must be received by the Wedding Coordinator to confirm a reservation date. In order to be valid, the wedding use agreement must be signed by both the lessee and the Wedding Coordinator. Fifty percent (50%) of the rental fee must be paid six (6) months prior to the event or at the time of reservation whichever is later. The balance is due and payable sixty (60) days prior to the event. Failure to meet the payment schedule will be grounds to cancel the reservation.
Payments may be by Visa, MasterCard, check, cash or money order, and made payable to DESCANSO GARDENS GUILD, INC. Address all correspondence and payments to: Events Office, Descanso Gardens, 1418 Descanso Drive, La Canada Flintridge, CA 91011.
Reservation Changes
Changes to your reservation after your $500.00 deposit has been received are subject to the following conditions:
- Changing or postponing the date of your event is the same as canceling the date and booking a new one. Refunds, if applicable, will follow the cancellation refund schedule below.
- Changing your event from a “wedding and reception” to a “wedding or reception only” will require payment of $500.
- Changing your ceremony site will require payment of $300.
Refunds
Following is the refund schedule in the event the lessee should cancel:
- Cancellation 6 months or more in advance of the event: Full refund less the $500.00 deposit.
- Thereafter, 50% (less $500.00 deposit) will be refunded up to 60 days prior to the event.
- Cancellation 59 days or less before the event: No refund.
- All cancellations must be made in writing and dated by the lessee.
Rain Policy
In the event of rain, Descanso Gardens will not cancel your event. Every effort will be made to find an indoor or covered location for your ceremony. This switch will be made without assessing the $300 site relocation fee.
Emergency Cancellation
At their sole discretion, the Director or authorized representative reserves the right to cancel the event in case of an emergency. In such case, all fees will be fully refunded.
Services
The lessee is solely responsible for arrangements, results and payments for all services such as caterer, florist, musicians, officant, etc. The lessee may use vendors of their choice for all with the exception of site coordination and catering. Descanso Gardens Site Coordinators fees are as follows; $500 for wedding and reception, $350 for wedding only and $300 for reception only. These fees are to be paid by lessee directly to Site Coordinator at lessee’s final meeting or two weeks before the event. Only the “in-house” site coordinators and caterer may be used. A separate wedding coordinator may be hired by lessee to work with Site Coordinator at rehearsal and event if so desired by lessee. Descanso Gardens Site Coordinator’s specific responsibilities are listed in attached “Site Coordination Information Sheet”. Boddy House and Oak Forest weddings will require additional staff, to be assigned by Descanso Gardens Wedding office. Additional charges will apply.
Decoration
Nails, staples or tape may not be used. All buildings and landscaping are to remain free of any attachments including nails, ribbon, flowers or banners. Benches and planters may not be moved. All decorations must be removed at the end of the event. Any use of candles for weddings or receptions must be approved in advance by the Wedding Coordinator.
Deliveries
Descanso Gardens Guild will not be responsible for gifts, personal property or any property or supplies belonging to the wedding party or contractors. Deliveries may begin at 7 a.m. for morning events and 3 p.m. for evening events. Personal bridal flowers (bouquets, etc.) may also be delivered at 3 p.m. All deliveries must be picked up and removed same day as the event.
Alcoholic Beverages
Alcoholic beverages may be served at receptions until 9:30 p.m. In accordance with State law, alcoholic beverages may not be served to any person under the age of 21 or to a person who is obviously intoxicated. The lessee must read and agree to the policies and conditions for the sale and/or consumption of alcoholic beverages. No alcoholic beverages may be consumed anywhere at Descanso Gardens other than at the reception site. The Director or their authorized representative reserves the right to terminate the consumption of alcohol. The Site Coordinator has the authority to make the determination on its use or abuse.
Clean Up
Upon completion of the event all areas used must be left clean. All party related items must be removed from the grounds. The cost of the clean-up not done by lessee will be deducted from the damage deposit. The catering company is responsible for its own clean up for receptions.
Damage
Damage to any property on the grounds is the responsibility of the lessee and will be deducted from the damage deposit. Any damage in excess of this amount will be billed to the lessee and must be paid for in full within one week of receipt of a damage cost estimate. All damage deposit refunds are subject to the events manager and Descanso Gardens Guilds decision.
Photography
Admission fees for wedding photography are waived on the day of your event as long as the Wedding Office issues authorization in advance. There is a charge for photography on other dates, and it must be scheduled with the Events Office. THE BRIDAL PARTY MAY NOT ENTER THE GARDEN BEFORE 3:00 P.M. FOR PHOTOGRAPHY ON THE DAY OF THE EVENT. Photography may take place anywhere in the garden from 3:00 to 4:30 p.m. After 4:30 p.m. photography is restricted to the area reserved for your event. After the ceremony you may take photographs for 45 minutes during guest beverage service.
Sound
NO AMPLIFICATION IS PERMITTED OUTDOORS AT DESCANSO GARDENS. Amplified music is permitted in indoor facilities only. Acoustic instruments must be pre-approved by the Wedding Office. Some acoustic instruments such as trumpets may not be allowed. We strongly recommend that you discuss your plans with the Wedding Office PRIOR to booking your musicians.
Candles
All use of candles must be approved in advance by the Wedding Office. All candles must be contained in glass (including unity candles). The glass must be 1” (one inch) higher than the flame. No open flame candles are allowed in any areas.
Accessories
No birdseed, rice, mylar, balloons or confetti may be used in the garden. Flower petals are permitted provided you pick them up before you leave.
Rehearsal
A one-hour rehearsal may be scheduled on Wednesday, Thursday or Friday afternoons or evenings (provided that there is not an evening event). A rehearsal time will be determined at least two months prior to the event. Wedding parties must arrive and leave promptly, as rehearsal schedules for those evenings are very tight.
Indemnification
Lessee agrees to indemnify, defend and save harmless the County of Los Angeles, Descanso Gardens Guild, Inc., its agents, officers and employees from and against any and all liability, expense, including defense cost and legal fees, and claims for damages of any nature whatsoever, including, but not limited to bodily injury, death, personal injury or property damage arising from or in connection with the event’s operations, or its services hereunder, including any worker’s compensation suits, liability or expense arising from or in connection with services performed on behalf of lessee by any person pursuant to this agreement.
Observation of Terms and Conditions
Any infractions of the above stated policies will be reflected in a reduction in the damage deposit refund. Cancellation of the event may result if the terms and conditions stated herein are not adhered to in full.
