Facility Rental

 

Thank you for considering Shangri La Botanical Gardens and Nature Center (“Shangri La”) for your special event. 

 

Shangri La provides a beautiful and unique setting for private parties, receptions, meetings and corporate functions, reunions, and other special events, and it may rent certain areas of its facilities to organizations, groups or individuals based on availability and as determined in the sole discretion of the management of Shangri La. Please note, however, that only current members of Shangri La at the corporate level of membership or individual level of Azalea membership or higher may rent Shangri La facilities, except as otherwise determined by the Owner. 

 

Please call (409) 670-9113 to schedule your special celebration or private event. Photographers wishing to use Shangri La as a location for a photography session or similar backdrop should refer to our Photography Policies and Guidelines for more details.

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RENTAL AREAS: Shangri La is owned and operated by the Nelda C. and H.J. Lutcher Stark Foundation (“Owner”), a nonprofit corporation. While Shangri La is comprised of more than 250 acres, only specified rental areas are authorized for access by members. The areas of Shangri La available for rental, together with rental fees, are defined and described as follows:

 

 

This area begins at the main entrance/admissions area of Shangri La and extends through the central courtyard to and including the Tree  Ring Plaza. This area includes the Exhibit Hall, Discovery Theater, Meditation Pavilion, Garden Store (by special arrangement only), central courtyard/lawn area enclosed by buildings, covered walkways adjacent to orientation center buildings, restrooms, Star and Crescent Café/adjacent outdoor eating area (contingent upon and subject to separate agreement for catering), Children’s Garden, Greenhouses, and Tree Ring Plaza with walkway and seating over Ruby Lake. See Map One attached

 

This area ends at the boardwalk adjacent to the exit of the Discovery Theater (i.e., path to the Nature Discovery Pavilion) and at the east walkway adjacent to the Tree Ring Plaza by the historic bells, which is the entry to the Gardens. This area does not include the Administration Building, the Volunteer Center, Nature Discovery Center or any part of the Botanical Gardens.

 

Rental Fee:                 $5,000.00*

                                  *in addition to annual membership fee; damage deposit not included

 

Rental Times:             5:30-8:30 p.m.**, Tuesdays–Fridays and Sundays, plus 30-minute margin for setup/cleanup***

 

**March-October (Daylight Saving Time) only; for the period October-March (Central Standard Time), rental time is 5:00-7:30 p.m. with 10% discount

 

***A surcharge of $1,500 will be added for each rental that exceeds 9:00 p.m. during Daylight Saving Time and 8:00 p.m. for Central Standard Time

 

Maximum Capacity:  300 individuals

 

 

This area includes all areas encompassed by Option One, plus the entire Botanical Gardens together with the Bird Blind.  This area ends to the south at the boardwalk adjacent to the exit of the Discovery Theater (i.e., path to the Nature Discovery Pavilion) and does not include the Administration Building, the Volunteer Center, the Nature Discovery Center or any part of the Boathouse/Outposts. See Map Two attached.

 

Food and drink are not permitted beyond the Tree Ring Plaza. 

 

Rental Fee:                 $7,500.00*

                                  *in addition to annual membership fee; damage deposit not included

 

Rental Times:             5:30-8:30 p.m.**, Tuesdays–Fridays and Sundays, plus 30-minute margin for setup/cleanup***

 

**March-October (Daylight Saving Time) only; this area is not available during the months of Central Standard Time (November-February).

 

***A surcharge of $1,500 will be added for each rental that exceeds 9:00 p.m.

 

Maximum Capacity:  400 individuals

 

 

 

This area includes all areas encompassed by Option Two, plus the entire Nature Discovery Center, including Boathouse and Bayou Tours (subject to capacity requirements and Bayou Tour limits), but not the Outposts. This option encompasses the entirety of the public access areas of Shangri La Botanical Gardens and Nature Center, with the exception of the Outposts. It does not include the Administration Building or the Volunteer Center, which are not accessible to the general public. See Map Three attached.

 

Food and drink are not permitted beyond the Tree Ring Plaza or the Discovery Theater.

 

Rental Fee:                 $10,000.00*

                                  *in addition to annual membership fee; damage deposit not included

 

Rental Times:             5:30-8:30 p.m.**, Tuesdays–Fridays and Sundays, plus 30-minute margin for setup/cleanup***

 

**March-October (Daylight Saving Time) only; this area is not available during the months of Central Standard Time (November-February).

 

***A surcharge of $1,500 will be added for each rental that exceeds 9:00 p.m.

 

Maximum Capacity:  600 individuals

 

 

Any rental of Shangri La requires the completion of a Facility Rental Agreement and payment of Rental Fee and Damage Deposit, together with any related additional charges for expenses incurred. The terms of rental outlined below set forth guidelines applicable to a rental of any area of Shangri La, which have been put in place to better serve you and to protect Shangri La and its amenities. 

 

Please review the Rental Terms and contact us if you have any questions about the Terms, which are incorporated by reference in the subsequent Facility Rental Agreement between Shangri La and you/your organization as User (“User” or “You”).

 

General Rental Terms:

 

As an educational program and a repository of plant and animal species, the need for protection of Shangri La’s treasures is primary. To ensure the safety of your invitees, enhance visitor experience, and protect and preserve the natural habitat and beauty of the Gardens and its amenities, we respectfully request that You adhere to following regulations:

 

1. Membership Prerequisite: Only current members of Shangri La Botanical Gardens and Nature Center (“Site”) at Azalea and Orchid levels of individual membership or at Sponsor and Major Contributor levels of corporate membership, may rent specified areas at the Site.

 

2. Permissible Events: The Shangri La staff strives to create a welcoming environment for people of all ages, cultures and abilities. In observance of Shangri La’s educational mission and the non-profit status of the Foundation under which it is operated, commercial, political, religious and fundraising events are strictly prohibited on Shangri La grounds or buildings.

 

3. Event Times: Shangri La is open to the general public Tuesday-Friday, 9 a.m.-5 p.m.; Saturday, 9 a.m.-7 p.m.; and Sunday, Noon-5 p.m. from March-October, with opening hours shifting to 10 a.m. Tuesday-Saturday and Saturday closing time adjusted to 5 p.m. during the period November-February (collectively “general operating hours”). Public access will be maintained during the general operating hours. Shangri La is closed on Mondays, except for certain Monday holidays. For the comfort of your guests, all private events, including events featuring outdoor food or beverage service, will be scheduled only after general operating hours -- once the Site has closed to the public. All rentals areas of Shangri La are available only after general operating hours and are further subject to the specific rental times outlined under the Rental Areas above based on the month of rental. Rental fees reflect such exclusive access by You.

 

4. Event Lead: A Manager from the Shangri La staff will be assigned to Your event. While not responsible for ensuring the setup of Your event, this Event Lead will observe and monitor Your event’s setup and coordinate any maintenance or security needs. Only the Event Lead may give direction to Garden Staff during your event.  The Manager, plus security guards and staff as we determine, will be present for all events for which the Site is rented. All staff assigned to Your event must be at the Rental Area (“Area”) of the Site until breakdown of the Event is complete.  Notwithstanding the foregoing, You and the adult invitees at Your event must supervise any children for their safety, especially around pond, lake and bayou areas.

 

5.       Reservations/Deposits: Bookings are made on a first-come, first-served basis.  Reservations for Your event must be made at least 10 days in advance and require a deposit of $750 (“Damage Deposit”) to cover the cost of possible clean-up and damage. A non-refundable deposit of 50% (“Reservation Deposit”) of the rental fee that corresponds to the Rental Area selected by you is due at the time of signing, which amount is in addition to the Damage Deposit also due at signing.  

 

A rental reservation will be booked, processed and considered binding after (a) the date, time, guest count and location are agreed upon in writing by Shangri La staff, (b) a signed Facility Rental Agreement has been received and countersigned by the Owner, and (c) the appropriate Reservation Deposit and Damage Deposit has been remitted by the User by either cash or credit card. 

 

Verbal reservations may be held for up to 10 days to allow a potential renter to complete all paperwork; however, due to the volume of requests, dates will not be held for more than 10 days and, regardless, should the Site receive a request within 10 days for the same date, You will be given 48 hours to sign your Agreement and secure the required deposits.

 

6. Final Payment/Additional Charges: The Rental Fee balance remaining after payment of the Reservation Deposit, together with any other additional charges known at that time (such as outside security), must be paid at least ten (10) days prior to the event. Payment must be made by either cash or credit card. If the balance due is not received, Shangri La staff may, in its sole discretion, cancel the Event, without liability.

 

Additional rental time may be contracted for an additional fee and must be approved by us. If your event runs over the contracted rental period (as well as over the 30-minute cleanup margin), an overtime charge of $1,500 per hour or per increment of an hour will apply without proration. Any use of the facilities that occurs during the rental time but that extends beyond the applicable rental area will be charged at the rate of $1,500 per hour or per increment of an hour. 

 

7. Cancellation//Refunds: You may cancel a reservation at any time. All cancellations must be in writing. If You cancel a reservation more than 30 days prior to the Event or if your reservation is cancelled by Shangri La staff as provided herein more than 30 days prior to the Event, your Reservation Deposit and Damage Deposit will be refunded.  

 

Prepaid rental fees may be returned only if Your event is cancelled no less than thirty (30) days prior to the scheduled event or as provided in Paragraph 11 below. The Damage Deposit will be refunded at the conclusion of Your Event once all invoices and fees have been paid in full and the Site has been restored to original condition. The Damage Deposit may be withheld if the Area and/or Site is not cleaned or properly restored or if overtime charges or additional services/areas fees apply.

 

8.  Music/Amplification: Due to the close proximity of the Site to residential areas, you must receive prior permission to play any music and/or create amplified sound on or about any areas of the Site. We will monitor and decide upon the appropriate volume for any event both inside and outside. We reserve the right to approve any musicians and/or music selections for Your event. We reserve the right to request any person or group of people acting contrary to our noise policy to leave the Site. Assistance from Owner’s security staff and/or outside law enforcement agencies may be acquired if this request is not immediately met.

 

9. Catering: If You are planning to offer food at Your event, it may only be provided by an approved caterer. This allows us to assure the quality of Your event's food service and keeps delivery traffic from unfamiliar vehicles to a minimum on our environmentally-sensitive property. Under no circumstance are Garden guests permitted to bring outside food on the Site, with the exception of a wedding, birthday or anniversary cake.

 

If you are planning to offer alcoholic beverages at your event, namely beer and wine, You must first confirm that Your choice of caterer holds a proper permit or license permitting its service of beer and wine under Texas law as well as current liquor liability insurance coverage on a per occurrence basis with a minimum limit of One Million Dollars the event to be catered, which requirements must be documented in a manner acceptable to Owner prior to approval by Owner of the caterer. If approved, the caterer must name Owner as an Additional Insured on its liquor liability insurance with waiver of subrogation in favor of Owner. 

 

Any and all food and beverages, including alcoholic beverages, must be provided by the approved caterer in accordance with Your separate agreement with the caterer. Under no circumstances will You be permitted to directly provide alcoholic beverages for Your event. An off-duty law enforcement officer must be arranged by Owner for all events that include the serving of alcoholic beverages, as further described in Section 14 below, the cost of which must be borne by You as an additional expense. The rental amount for the Area at the Site does not include food or beverages. 

 

 10. Garden Appearance; Equipment and Décor: The gardens and groundskeeping departments of Shangri La take pride in the appearance and overall condition of Shangri La. Mowing, pruning and planting schedules are constantly changing and are dependent upon many variables, including the weather. Please keep in mind that plant conditions and blooms depend largely on Mother Nature and are, many times, out of our control. Due to seasonal changes, Shangri La cannot guarantee that the Area rented by You will have the same appearance as when originally viewed.

 

Tents and/or any other equipment may only be used in conjunction with the rental of an Area hereunder with prior approval from us, and sufficient setup time must be contracted as part of the Facility Rental Agreement. Equipment rental (including chairs, tables, tents, etc) must be selected from a list of companies approved by us. Shangri La does not provide linens. Rental equipment must be delivered and picked up on the day of Your event, during the scheduled rental period. No early deliveries are accepted. Delivery and take down times must be verified with Shangri La staff in advance. NOTE: In the event of an unscheduled early delivery or late pick-up, an overtime fee of $500 will be charged.

 

Decorations, signs and banners may not be taped, nailed, stapled, pinned or otherwise fastened or affixed to a surface, unless approved by us. Due to the sensitive nature of the Garden’s grounds and horticulture, artificial petals/leaves, glitter, confetti, rice, birdseed, balloons, piñatas, moonwalks, fireworks (including sparklers), tiki-torches, candles, butterflies, doves, ponies or any other animals are STRICTLY PROHIBITED. 

 

Skates, bicycles, scooters, riding toys, moonwalks/bounce houses, etc. are not permitted. Wire and floral attachments are not permitted on any Garden structure or plant material without approval from the Event Lead. Decorations, supplies, rentals, musical instruments and/or other items are not permitted on the Site prior to the contracted Start Time. The contracted Event Time includes vendor setup and breakdown, with allowance of an additional 30-minute margin before and after the Event Time. All decorations must be removed from the rented area at the conclusion of the Event and, regardless, no later than 30 minutes following the End Time in order to avoid an overtime charge. The Area and/or Site must also be restored to its original condition or the Damage Deposit may be withheld. 

 

10.   Setup, Maintenance and Cleanup: Shangri La will provide a clean site that must be returned in the same condition in which it was found. Those using the Area as specified in the Facility Rental Agreement are liable for any damage to the Area or Site. Set-up and/or food and beverage service for your event may not begin before the Start Time for the Use on the Event Date stated in the Facility Rental Agreement. Please allot time for setup and cleanup within the Start Time and End Time contracted for the Event, although we will permit a 30-minute margin before the Start Time and after the End Time for completion of setup and cleanup.

 

ALL catering supplies and trash must be disposed of in the designated area at the conclusion of the event. While we provide customary janitorial service for the operation of the Site and will ensure that the Site is in clean condition upon your arrival, we do not provide cleaning supplies for the cleanup of foodstuffs, ice and other event-related refuse, which is the responsibility of You or Your caterer. You or your approved caterer must bring your own supplies. Your Event Lead or other representative from the Shangri La staff will check that this has been taken care of at the end of Your event.

 

11. Review of Plans/Inclement Weather: Prior to Your event, we must review and approve all logistical plans including the caterer, rental company, decorations, entertainment and all set-up and delivery schedules. We reserve the right to disapprove any logistical plans and/or vendors. 

 

Further, cancellation of events and/or damages to a User due to inclement weather is the responsibility of the User. As all Rental Areas available at Shangri La are located in an outdoor setting, You should plan for an alternate site and/or make alternative plans and preparations in case of cancellation due to inclement weather. Shangri La staff will cooperate with a brief delay of outdoor events due to rain and will make an effort to accommodate Your Event if weather prevents the Event from taking place in the Area; however, Shangri La is not responsible for providing such alternate arrangements for Your event and Shangri La will not issue a refund for cancellation of the Event due to inclement weather, except as otherwise provided herein. 

 

To assure your safety, the Garden’s Event Lead will make the final decision on whether the Area may be used for Your event in the instance of inclement weather. Damages to rental equipment, decorations, etc. due to inclement weather are the responsibility of User.

 

12. Photography: The Rental Area is available for photo opportunities, free of charge, with rental of the Area of the Site. Otherwise, a photography fee is charged for use of Shangri La’s areas for any commercial photography, including event photography. Times must be scheduled with the Administration Office, and professional photographers must hold a photography membership (annual), complete an orientation session, sign an acknowledgment and pay a permit fee. Please see our Photography Terms and Conditions for more information.

 

13. Use of Facility Name: Once your event is contracted, use of Shangri La’s name is permitted only to announce the location of the event. The invitation can in no way imply that Shangri La or Owner is sponsoring the event. Hanging signs on the outside of the buildings or on plants and trees at the Site is not permitted. The pavement may not be chalked or otherwise marked to direct invitees to the rented area at the Site.

 

14. Security: For the safety of Your guests, security must be arranged, using approved Site personnel, for all activities after regular visitor hours and for all events for more than twenty (20) people. The number of security officers and/or off-duty law enforcement personnel will be determined by the management of Shangri La based on guest count, duration of event, rental area, and specific activities. As stated in Paragraph 9 above, off-duty law enforcement personnel will be retained by Owner for all events at which alcohol is served or otherwise provided, with the cost of such additional security to be borne by You in addition to the Rental Fee hereunder.

 

15. Parking. Parking in Shangri La’s general Visitor Parking Area, located across West Park Ave. from the Shangri La entrance, is included in the rental amount for all of Your invitees. The parking spaces of the restricted parking area located within the grounds of Shangri La are and will be restricted to Your invitees with properly-designated disability placards as well as vendors and Shangri La staff working Your Event.

 

16. Insurance: You must obtain a commercial general liability insurance policy in the amount of Two Million and No/100 Dollars ($2,000,000.00) that names Shangri La and the Nelda C. and H.J. Lutcher Stark Foundation as additional insureds, covers the entire rental term, and provides for a waiver of subrogation against the additional insureds. Shangri La and the Stark Foundation must be indemnified as part of the Facility Rental Agreement. You will be required to provide a certificate of insurance at least ten (10) days prior to the scheduled event that names Shangri La and the Stark Foundation as additional insureds for the duration of Your event and that evidences the required waiver of subrogation; otherwise, Your event may be cancelled at our discretion. Please refer to the Facility Rental Agreement for specific coverage and policy requirements. You must acknowledge in a separate Facility Rental Agreement that Shangri La is not responsible for any liability in the event of illness, injury or death to any person or damage or loss to any property during the term of the rental and must indemnify Shangri La and its Owner. 

 

17. Garden Rules: Compliance by You and Your invitees with all Garden Rules and Regulations is required. We reserve the right to request any person or group of people acting contrary to rental regulations or to general Garden Rules to leave the Site. Assistance from Owner’s security staff and/or outside law enforcement agencies may be acquired if this request is not immediately met. The Garden Rules and Regulations, which are posted at Shangri La and applicable to all visitors, are as follows:

 

• NO SMOKING OR TOBACCO PRODUCTS.

The entire Shangri La area is a smoke-free, tobacco-free environment - - indoors and outdoors.   There are NO designated smoking and/or tobacco-use areas within Shangri La, including  outdoor areas. Smoking is not permitted anywhere in the buildings or on the grounds of the Gardens.

 

• Visitors under 16 must be accompanied by an adult, and children must be supervised at all times.

 

• No climbing, running, jumping, sports, or games. Athletic and recreational equipment is not allowed. Recreational sports and activities, including skating, skateboarding, rollerblading, cycling, ball playing, kites, Frisbees, etc., are not permitted. 

 

• Stay on pathways and use only designated paths. Do not walk in garden beds.

 

• Leave flowers and plants for everyone to enjoy. Do not pick, collect or remove seeds, flowers, fruits, vegetables, plant labels, feathers, etc.

 

• Do not wade or swim in ponds, streams, lakes, fountains or other water sources. 

 

• Do not climb trees, walls, fences, fountains, rock formations or art work. Visitors will be held liable for any damage caused or contributed by them to Garden property.

 

• Use electronic audio devices with earphones only.

 

• No firearms.

 

• No alcohol, except as may be permitted in connection with an approved catered event.

 

• No pets. Upon presentment of appropriate documentation, service animals may accompany visitors with disabilities.

 

• Shirt and shoes are required at all times.

 

• Commercial/event photography, tripods and/or easels are only permitted by prior arrangement and

 

• Dispose of trash in designated recycle bins and trashcans. 

 

• Do not feed or handle wildlife. It can be harmful to them and to you.

 

• Fishing is not allowed from the edges of the Bayou or at any point inside Shangri La.

 

• Use Garden benches for resting. Blankets and folding chairs are not permitted.

 

• No picnics or coolers. With the exception of bottled water and baby bottles, food and beverages may not be brought onto the premises of Shangri La. Food and drinks may be purchased and consumed at the Star and Crescent Moon Café.

 

• Visitors who wish to picnic may do so nearby at the Municipal Recreational Area adjacent to the Shangri La Visitor Parking Area across Park Ave. School groups that are part of a reserved School Group Tour are subject to separate directions regarding picnicking.

 

• Cars are allowed only in designated areas. 

 

 

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