download Arboretum Reservation form
 download Tour Reservation Form
 download Liability Release Form

jmuBUILDINGS and GROUNDS RESERVATION FORM
for Special Events at the EJC Arboretum, Grounds, Frances Plecker Education Center, Pavilion, and Tent
Group or Individual Name: _____________________________________________________________
If Group, Responsible Individual’s Name: _________________________________________________
Contact Information for Responsible Individual :
    Telephone: Cell:(________) _______________________________________
      Home:(________) ______________________________________
      Business:(_________) ___________________________________
    E-mail: ___________________________________@______________________
    Address:__________________________________________________________
    City:________________________________State:______Zip:________________
 
Date Reservation Requested:______________________ Alternate Date:________________________
Time of Use:           Beginning:_____________am  pm                Ending: _____________ am pm
 
(Check one or more)                Grounds Use  (Each 4 hours)                                                           $850.
         Large Lawn Area: (maximum party of 250) select arrangement:
        Center aisle, Facing Pond, bridge and Waterfall
        Center aisle, Facing Woods
        __________# (estimate quantity) chairs needed (final count due week before event)
         Small Lawn Area: (nearest bridge -maximum party of 50)
        __________# (estimate quantity) chairs needed (final count due week before event)
If a Wedding, without added charge:    Is on-site rehearsal needed?  Yes date: ________time:______      No
            Is electrical connection needed?                      Yes                         No
         Pavilion Use: (Each 2 hours- JMU Departments exempt from this charge)                 $50.
           Without set-up (Wedding ‘Staging’ facility or standing parties)
           Set-up theatre seating  (Maximum 50)      #___________ chairs needed
            *add chair rental @$1/chair                                                           *$__________
           Set-up table seating* (Maximum 40)         #___________ seating needed
            *add chair rental @$1/chair and table rental @$5/table         *$__________
         Frances Plecker Education Center (Each 4 hours)$175.
          (Without set-up as staging or dressing facility, in combination w/ Wedding Grounds Reservation only)
         Frances Plecker Education Center (Each 4 hours)                                          $500.
         (Private Party/Reception)
           Without Set-up (Standing party: maximum 85 inclement weather
               indoor use only, or Maximum 100 indoor-outdoor use)
           Set-up theatre seating  (Maximum 50)
           Set-up table seating  (Maximum 40)
        Tent – 29’ x 29’ (Pictured on Arboretum website), including set-up and delivery           $500.
            Set-up (placement over seating area)
            Set-up (Free standing placement adjacent to seating area)
            Set-up-Table seating (Not exceeding 200 total available chairs including wedding seating)
         Tent – 10’ x 10’ (verbal instruction needed for site placement-thank you!)                          $125.
          Wedding Package  (Offered on the Arboretum Website, Weddings Page)                         $1995.
                Total Fees for Reservation(s)       Ordered:           $_______________
              Calculate Virginia Sales Tax on Total Fees @ 5%:       $_______________
  (Check one): Total,   ½Deposit-(balance due 4 weeks prior to use date.))              Payment:       $_______________
                  Balance Due:      $_______________
                Check #_______________ Date:___________________
“I have read Reservation Use Policy, completed accurate info requested-this form, and agree to all terms and conditions.”
Signature (Responsible Individual):__________________________________________________ Date:_________________
Please cut, submit reservation with payment or pay within 10 days, retain bottom portion. Thank you! EJC Arboretum @JMU

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Cut and retain this portion for information
      Submission:         Reservation Form receipt in Arboretum office reserves event date 10 calendar days.
      US Mail: MSC 3705, 780 University Boulevard, Harrisonburg, VA 22807,
      E-mail attachment: turnbugl@jmu.edu,
      Fax (540) 568-5115, Arboretum Events Office Phone (540) 568-3194
  • Responsible Individual, and/or Group, either is, or both together are, liable for any and all damage to Arboretum property of every kind.
  • Liability Release completion and signature by Responsible Individual is required in Arboretum office prior to event.
  • No physical alteration, amendment, or adjustment to property (as marking of trees, cutting botanicals, set-up of personal tents or canopies, nailing/tacking signs) is allowed.
  • No fires of any sort, including fires within portable grills, are allowed on premises and grounds. Extinguished cigarette butts may not be
    discarded on wood chip trails, on the     Forest floor, or in beds anywhere within the grounds.
  • Food and Beverage consumption policy on grounds, in buildings, within Arboretum facilities, for individuals or groups:
   

►   No private party or commercial hot or cold-dish, or beverage catering is permitted.
►   No ‘walk-on’ canned, bottled, kegged, or otherwise contained alcohol or intoxicant is permitted.
►   Brown Bag lunches or snack-type, carry-on foods exclusively are permitted.
►  All food and beverage catering service is required to be provided by JMU Special Events Catering 540-568-6637
  • Users are advised to secure alternative, back-up, inclement-weather facilities off Arboretum grounds.
  • Reservation Fee reimbursement (less20% administrative cancellation fee) is payable when social security number of Responsible Individual is
    submitted with 48-hour cancelation notice (from event date), for all items reserved. Notice in person or by fax, phone, or e-mail is accepted.
    Cancelation notice in writing by US Mail delivery is not accepted.
  • Parking allowed in designated spaces only: Upper lot above north gated entry, north lot within grounds, south lot within grounds, marked
    parallel spaces on University Boulevard overlooking large lawn area, and Festival Parking Lots A and A-Upper. Parking outside of
    designated area may result in citation.
  • Visitors must remain on wood-chip trails, lawns, and building sites. Traversing garden beds, entering ponds and waterways, drain basins,
    is prohibited.
  • Grounds remain open to the public during reserved times with signage posted at use site advising of private use.
  • Sporting activities such as football, soccer, Frisbee are prohibited.
  • Users must remove from, or leave no evidence of, event debris and trash at use site, and use waste receptacles provided.
  • Pets must be on leash under control, all pet leavings must be removed from lawns and trails by owner/handler.
  • All users must vacate premises and parking areas by dusk.
Amended 7/21/2008/GLT