Plant Society Handbook - Cactus Club

Go to content

Main menu:

Plant Society Handbook

About us

 

Plant Society/
Garden Club
Handbook 

 
August 2015
(Updated yearly) 

Franklin Park Conservatory and Botanical Gardens is a non-profit organization that partners with plant societies and garden clubs to provide a venue for horticultural displays for the purpose of education, awareness and enhancement of its visitor experience.
 
 
Dear Plant Society /Garden Club Member,
 
Franklin Park Conservatory and Botanical Gardens and Plant Society/ Garden Club events have grown together through the years.  Flower shows have been held at the Conservatory for decades. In that time, the Conservatory has evolved into a cultural destination that now draws nearly 200,000 visitors each year.
 
Public events such as horticultural shows and sales are an important part of the visitor experience.  It is our pleasure to work with groups to produce these events and meetings that support the engagement and growth of each society.   This document will serve as a useful tool in defining our partnership and communicating general policies that will aid you in organizing your events and meetings here at the Conservatory.
 
Best Wishes for the Growing Season,
 
 
 
Karin Noecker
Director of Horticulture
$100 Annual Partnership Dues  
 
With the payment of annual dues and a contact information form, your organization will receive the following benefits:
4 complimentary admission tickets sent with acknowledgment letter valid for 12 months from receipt of dues.  
Complimentary use of one meeting space 6 times within the year, subject to availability.
1 Show/ Exhibit per year.
1 Sale per year.
5 Workshops / Lectures per year.
$5 off any Conservatory membership for your organization’s members (cannot be combined with any other membership offers)
 In turn, each dues paying partner organization is required to provide a minimum of 25 collective volunteer hours to the Conservatory. Volunteer activities can be structured in several ways and could include expertise or classes provided to the public through the Conservatory’s education department or working alongside the horticulture staff on various projects. These hours can be structured in many different ways and are managed by the Volunteer Coordinator. Failure to meet this volunteering requirement can result in fees.
 
Please make checks payable to: Franklin Park Conservatory and Botanical Gardens
 
Checks and the contact information form must be mailed to:  
1777 East Broad St.
Columbus, OH 43203
Attn: Director of Horticulture / Karin Noecker
 
Communicating with the Conservatory
 
To ensure clear communications, a Conservatory liaison will serve as the primary contact to plant societies and garden clubs for events and meetings and to communicate with other Conservatory departments as needed.
 
One or two people -- typically the Society President and Show Chairperson --should be designated within your organization to be the primary contact with the Conservatory to keep communications clear and better facilitate events and meetings.

  
Meeting Information
 
Your dues paying organization is entitled to 6 meeting spaces per year (pending availability). Additional space beyond 6 uses can be rented and will be charged at $75.00 per space.  Room layout requirements, such as number of tables and chairs and
 
specific arrangement requests for meetings, must be submitted 1 month prior to the meeting date.  
 
Cancellation:
 
Once a meeting space is reserved, the Conservatory will consider it confirmed. Your organization can cancel your space reservation up to 2 weeks prior to your meeting.  If a
 
cancellation is not communicated to the Conservatory 2 weeks or more prior, a $75 fee will be charged.
 
Show/Sales/ Workshop Information
 
Each dues paying partner is entitled to host shows, displays, sales, lectures and workshops each calendar year. The window for reservations for the following calendar year opens on August 1 and close on November 1. Bookings will not be accepted after November 1 without the approval of the Director of Horticulture and Director of Marketing & Visitors Experience, and an additional fee may apply.  Due to space demands, the following is available per society:
 
1 Show/ Exhibit per year                                    
1 Sale per year
5 Workshops / Lectures per year
 
Space reservations for any additional shows/exhibits/sales/workshops or lectures over and beyond this will be charged a fee decided by the Director of Horticulture.
 
 
General Appearance
 
The Conservatory maintains high aesthetic standards to provide a quality experience to its visitors.  Any spaces used by societies or clubs that are within the public visitor areas of the Conservatory must be neat and clean at all times during your event.  Personal belongings, show supplies, packing materials, boxes, refreshments, etc. should be kept out of view. All plant material should be groomed, in top condition and be disease- and pest-free.  All of the above also applies to all sales and vendor areas. Should any aesthetic issues arise during setup or the duration of the show, the Show Chair or Plant Society President will be advised.
 
 
 
Show Hours
 
Standardized minimum-required show/sale hours have been developed for all partner organizations:  
 
Set-Up:            5pm – 11pm, evening prior to date of show/sale
                       6am – 9:30am, on day of show/sale
 
Show:              10:00am – 5pm Saturday & Sunday
 
Please note: Shows with Saturday judging must open no later than 12 p.m. to provide Conservatory visitors ample time to view/attend.
 
Requests for longer or shorter show hours and additional days can be considered upon request placed with the Conservatory liaison.
 
Before your event:
 
1. Contract
 
The Plant Society/ Garden Club Handbook does not replace the policies and guidelines outlined in a contract.  It is the responsibility of the society/club to read and understand the contract.  The Plant Society or Garden Club must be a current, dues-paying partner to qualify for review.
 
2. Floor Plan and Materials Request Form
 
A detailed floor plan of the Plant Society event is required at least 1 month in advance of event.  Blank floor plans are available and can be requested from your Conservatory liaison. The Conservatory has limited quantity of equipment and materials, which are used by all Conservatory departments on a regular basis. Therefore, equipment will be reserved on a first-come, first-served basis.  If equipment is unavailable and rental is required, cost for rental items will be incurred by the society/club partner. The Conservatory will provide set-up based on the approved floor plan.  Additional or last minute changes should be approved and coordinated through the Conservatory liaison.
 
3. Audio-Visual Equipment Request Form
 
Limited audio-visual equipment is available upon request at no charge.  Please submit an Audio-Visual Equipment Request Form 1 month prior to your event.   In the event that the equipment you need is not available, it will be rented for you. Rental charges will be discussed prior to your event and are the responsibility of the society/club.
 
 
 
 
4. Signage Request Form
 
The Conservatory will provide all directional and event information signage used during your event. Submit a Signage Request Form 21 days prior to your event to the Conservatory liaison. Size, location and quantity of signs are pre-determined by the Conservatory and are the same for all partner organizations. Signage will be designed and placed by Conservatory staff.  Please be sure that all society members are aware that no additional signage or promotional materials are to be posted in the building or on the grounds.
 
Day of event
 
The Event/Show Chair of your organization must ensure that participants, vendors, members and volunteers adhere to the following policies.  The show chair and the Conservatory liaison will work together to ensure a high-quality event.  Any show or
sale that does not follow policies agreed to in this document and/or contract may forfeit the opportunity for future show dates.
 
1. Arrival and Loading
 
The Plant Society show chair or president should be the first member of the group to arrive at the Conservatory and must contact the Conservatory liaison upon arrival. No set up will be permitted until the chair, president or designee has checked in with the liaison.
 
Unloading and loading of vehicles is limited to the drives just outside of the south dock or north dock.  To allow all participants the opportunity to unload/ load at these convenient locations, please limit unloading/ loading time
 
The Show Chair is responsible for making sure each participant understands the unloading/loading locations and policies.  This area is monitored by Security personnel.  Society/club members will be asked to move if vehicles are not unloaded quickly and immediately moved to the appropriate parking location. Cars left in this drop-off zone present a fire/safety hazard.
 
No unloading/loading at the Conservatory’s main entrance without prior approval.
 
No parking will be permitted along the north carriage path, all members and guests are required to park in the main parking lot just east of the Conservatory building.
 
2. Set up
 
Societies and clubs are responsible for covering tables with linens approved by the Conservatory liaison 2 weeks prior to the event. Black and white table linens are available for rental through the Conservatory if needed. All tables and chairs will be set-up by Conservatory staff.  
 
 
3. Tear Down
 
Tear down may not begin before 5pm, which coincides with the closing of the Conservatory to the public.  It is the event chair’s responsibility to ensure that this does not occur.
 
Any space used during your event should be returned to its condition upon your arrival
 
Borrowed carts belonging to the Conservatory should be returned to the hallway by the Security Office.
 
No plant or exhibit materials may be left after show closing.  All unclaimed items will be discarded.
 
Rented linens that have been used should be returned to the provided linen bags.
 
 
Alcohol on Premises
 
Liquor license laws and regulations require that alcoholic beverages must be purchased through, and served by the Franklin Park Conservatory JRD. Alcoholic beverages will be served in accordance with all applicable laws and regulations and by a bartender who is an employee of the JRD. The District will only serve to guests who are of the legal age of Twenty-one (21). Bringing your own alcohol into the Conservatory is strictly prohibited.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
2016 Yearly Contact Form
 
 
 
 
Plant Society Name:  __________________________________________________________
 
Society President Contact information:
           
Name: ________________________________________________________________
 
           Address: ______________________________________________________________
 
           City: ___________________________________State:  ________ Zip: _____________
 
           Phone Number: _________________________ Cell: ___________________________
           
           E- Mail: _______________________________________________________________
 
 
 
 
 
Show Chair Contact information:
 
Name: ________________________________________________________________
 
           Address: ______________________________________________________________
 
           City: ___________________________________State:  ________ Zip: _____________
 
           Phone Number: _________________________ Cell: ___________________________
           
           E- Mail: _______________________________________________________________
 
           
 
Date: ___________________________________________________
 
 
 
 
 
 
 
2016 Space Request Form
                                                                                 
 
Name of Group Requesting Space: _____________________________________________
 
 
Event Information
 
Type of Event: __________________________________________________________
 
Desired Dates:  _________________________________________________________
 
Setup Time: _________           Start Time: _________           End Time: ____________
 
Setup style:    Theatre     Classroom     Workshop     Other (explain) ________________
 
           **Fill out materials request form in addition to this form**
                                                                       
 
 
Name of Group Requesting Space: _____________________________________________
 
 
Event Information
 
Type of Event: __________________________________________________________
 
Desired Dates:  _________________________________________________________
 
Setup Time: _________           Start Time: _________           End Time: ____________
 
Setup style:    Theatre     Classroom     Workshop     Other (explain) ________________
 
           **Fill out materials request form in addition to this form**
 
 
 
Name of Group Requesting Space: _____________________________________________
 
 
Event Information
 
Type of Event: __________________________________________________________
 
Desired Dates:  _________________________________________________________
 
Setup Time: _________           Start Time: _________           End Time: ____________
 
Setup style:    Theatre     Classroom     Workshop     Other (explain) ________________
 
           **Fill out materials request form in addition to this form**
 
 
Materials Request Form
 
The following items are available for use during Plant Society/ Garden Club events. The Conservatory has a limited quantity of materials, which are used by departments throughout the facility.  Therefore, equipment will be reserved on a first-come first-served basis.  If equipment is unavailable and rental is required, the additional cost will be incurred by the Client.  
                       
Please complete and return at least 1 month prior to event date.
Material:                                                                                                           Quantity Requesting:
 
Chairs:                                                                                                               ______________
 
8’ Tables:                                                                                                          ______________      
 
6’ Tables:                                                                                                           ______________
 
Water Machine:                                                                                              ______________
 
Buckets:                                                                                                             ______________
 
Pipe and Drape:                                                                                              ______________
                               
Easels:                                                                                                                ______________
 
Dry Erase/ Chalk/ White Boards:                                                             ______________
 
Podium:                                                                                                             ______________
 
Floor Length Linen: ($20 per linen)                                                     ______________
 
Table Top Linen: ($8 per linen)                                                               ______________
 
Date request received: __________
Request submitted by: ________________________________
Request submitted for: ________________________________
 
 
Audio Visual Request Form
The following items are available for use during Plant Society/ Garden Club events. The Conservatory has a limited quantity of materials, which are used by departments throughout the facility.  Therefore, equipment will be reserved on a first-come first-served basis.  If equipment is unavailable and rental is required, the additional cost will be incurred by the Client.  
 
 
Please complete and return at least 1 month prior to event date.
 
Material:                                                                                                           Requesting:
 
LCD Projector/ screen:                                                                             ______________
 
52” Flat Screen & DVD Player:                                                             ______________      
 
Microphone:                                                                                                   ______________
 
Laptop Computer:                                                                                       ______________
 
Powerpoint Remote:                                                                   ______________
 
                               
 
Date request received: __________
 
Request submitted by: ________________________________
 
Request submitted for: ________________________________
 
 
 
 
 
 
 
Signage Request Form
 
Franklin Park Conservatory and Botanical Gardens will provide directional signage based on event location. Meeting directional signage will only be provided upon special request or if many meetings happening within the facility at one time.
 
Please complete and return at least 2 weeks prior to event date.
 
Name of Event: _______________________________________
 
Contact Name: ________________________________________
 
Purpose of special signage: _______________________________
 
Preferred location of signage: _____________________________
 
Signage Verbiage: _____________________________________
 
 
 
 
 
Date request received: _________
Request submitted by: ________________________________
Request submitted for: ________________________________
 
 
 
 
 


 
Back to content | Back to main menu