1624 West Carolina Avenue Hartsville, SC 29550 843.383.8145

Rental Agreement for Kalmia Gardens

USAGE OF KALMIA GARDENS

Anyone wishing to use the gardens or the house shall obtain an application form from the Kalmia Gardens office and approval for events is given by the Director. The gardens are open to the public at all times during daylight hours.

USER FEE

Reservations to use the facilities are requested 30 or more days prior to the event. Those reserving the house and/or gardens are expected to use their own caterers and provide all set up and clean up services for their event.

There will be a fee assessed according to the following schedule for weddings, receptions, civic, corporate/business and social events.

 Minimum Rental of all facilities is 2 hours:

A. Thomas E. Hart House only       $175.00 per hour evenings and weekends

                                                    $100.00 per hour during normal operating hours

B. Kalmia Gardens only                 $125.00 per hour (kitchen additional $50 per hour)

                                                   $ 75.00 per hour during normal operating hours

 C. For both                                 $300.00 per hour evenings and weekends

                                                   $150.00 per hour during normal operating hours

         For wedding events a non-refundable deposit of $200 is required to hold the date.

 A refundable damage deposit of $250 is also required no later than 30 days prior to the event. These two checks will be written separately. If no damages or overages of time occur, the damage deposit will be returned to the renter.

LIABILITY

The renter will agree not to damage the site, cut flowers, shrubs and trees or alter Kalmia Gardens  in any manner.  The user is responsible for damage to the property, loss or theft of renter guest belongings. Renter must be responsible for control of public parking area and personal or rental belongings.

Kalmia Gardens cannot be held responsible/liable for damage of property, loss or theft of guest or user belongings.  We suggest that you might want to hire security guards for automobile, personal belongings and orderly parking.

The renter further agrees to indemnify and hold harmless Kalmia Gardens and its owners from any and all loss or damage that may be sustained by reason of injury to any person through the negligent or willful act of the user, or its agents or servants.

RENTAL COMPANIES

Kalmia Gardens does not provide tables, chairs, dishes, glassware, or tablecloths.  Tables, chairs, dishes and tents can be rented from local rental companies or individuals. Permission for tent placement on the property is required.  Installation time, set-up time and take down time is to be scheduled with the Kalmia Gardens staff.                 

Caterers and florists are allowed to bring in dishes, glasses and arrangements.  If the caterer, florist or photographer has not used Kalmia Gardens for a function they should make arrangements prior to the event with the Kalmia Gardens staff to become familiar with the facility.

We are unable to open the house up for caterers ahead of the allotted rental time, so please coordinate with them the amount of time required.

DECORATING WITHIN HART HOUSE

No wax candles or open flames are to be used in the Hart house. In the garden, votives or other stationary enclosed candles may be used. 

Nails, sticky clay or uncovered wire must not be used to secure decorations to the banisters, railings, fireplace mantles, doorways or walls. Make sure containers do not leak.

Protective mats must be placed under all hot or cold dishes and punch bowls to protect dining table and other furniture. Nothing will be placed on the piano lid.

Furniture should not be moved without permission.

EATING AND DRINKING

Since we do not have a corkage fee charge, the person(s) renting the facility either personally or through their caterer will be responsible for providing a bartender for the serving of champagne, wine or other alcoholic beverages during the function.  User of the facility agrees to comply with all S.C. laws concerning the providing of alcoholic beverages.  It shall be the sole and exclusive responsibility of user of facility to oversee and supervise all bartenders to assure compliance with S.C. Laws.

Activities

Areas marked “No Admittance” will not be entered.

No driving of vehicles is allowed on the lawns or walkways.  Park vehicles in the parking lot; do not block the driveways. Do not park on grass.

NO SMOKING in the gardens or the house. This is a “smoke-free” environment!

No dancing in the house or on the porch.  Dance platforms can be rented and used in the garden. No dance floor will remain on grassed areas for more than 24 hours.

Hartsville has a noise ordinance; music (live or prerecorded) is not permitted after 10:00 p.m.

Running in the house or jumping on furniture is not allowed. Children should be attended by an adult at all times.

Birdseed bags or flower petals may be used only outside. Please no rice, confetti, or artificial petals.

HOUSE AND GARDENS LIMITS OF PERSONS

The Thomas E. Hart House and Gardens are limited to the number of guests and the time of use.

Brides renting the garden for their wedding can use the little white house for changing.

The house can accommodate about 40 people for inside weddings and receptions. For seated occasions such as meetings, luncheons and dinners, the house can accommodate 20 – 50 people. No more than 60 people are permitted in the house at the same time.  Approximately 200 people can be accommodated for weddings and/or receptions using the house, porch and outside areas (weather permitting). 

If, however, 100 or more people will be attending any function in the garden (or garden + kitchen) a tent to accommodate the number of people attending must be used.  The house will not be opened due to inclement weather.

The gardens can accommodate larger groups if used for festivals and special events with special parking arrangements to be handled by the event planners; a City of Hartsville event permit must be filed at City Hall.

PHOTOGRAPHY

Photo sessions inside the Hart House must be scheduled with the Director. There is a $50/hr. fee for photos inside the Hart House during normal operating hours. There is no charge for photography outside or in the garden.

CLEANING SERVICE

The house and grounds should be left as clean as they were before the event. All rented equipment will be removed from the site unless prior arrangements are made through the Director of the Garden. 

 All garbage is to be removed from the premises immediately after the function.

Flowers/greenery is considered yard trash and should be put into plastic bags.  All rooms should be inspected to assure no food, beverages, valuables or debris is left on the property. 

 If using a caterer or florist, it is the user’s responsibility to get a copy of the User Agreement, Rules/ Responsibilities for their use.

 Thank you.

  Rental Agreement for Kalmia Gardens

Minimum Rental of all facilities is 2 hours:

Date & Time requested for rental ________________________________

House Rental      ________ hours X $175 per hour             total _________

Garden Rental    ________ hours X $125 per hour              total _________

Kitchen Rental    ________ hours X $50 per hour              total _________

Deposit paid                          _______________

Security deposit paid           _______________ Balance due                            _______________ 

I have read, understood and agree to abide by the Policy for the use of the Facilities and User Agreement, Rules/Responsibilities of Kalmia Gardens of Coker College.

____________________________________________                    _____________________

Signature                                                                                              Date

Please sign and return this form with your deposit. Thank you.

  Event Rental

This form is to be completed and returned to Kalmia Gardens one month before the event.

 
Canopy Rental?               Yes           No 

Canopy Company              _____________________________

Phone Number                  _____________________________

Canopy Size                      _____________________________

Area of Canopy Placement

East Garden                      _____________________________

Formal Garden                   _____________________Front of Hart House            ___ 

Rental Accessories (Table, Chairs, Dance Floor, etc.)

Rental Company for Accessories ________________________________________
         

Phone Number ____________________

Will you have a dance floor? Yes                   No 

I understand the dance floor has to be removed the night of the event off the grass onto a hard surface such as the brick.

Where will dance floor be placed during event? ______________

Where will dance floor be place after event?  ________________

(The reason it is urgent to remove the dance floor after the event is to prevent heat buildup that could damage or kill the grass)

Renter’s initials __________

Florist Name ________________________________________

Phone Number _______________________________________

Catering Company ____________________________________

 Phone number _______________________________________

What hours will the caterer use the kitchen? ________________

Renter’s initials __________

 If any changes are to be to any of these arrangements upon reserving Kalmia Gardens the renter will need to contact the Kalmia staff.

I understand my rented hours are ____________________and that I will be off the premises
at ______________________ (time).

 I understand that all trash will need to be removed after the event.

 Kalmia staff person will be the only person to handle any electrical needs or malfunctions.

I understand if any of these rules are not abided by I can lose my damage deposit.

Renter’s initials __________