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River Garden Rental Contract

RGBanners400This is the page for organizations and businesses to complete a rental contract for the Robert H. Gibson River Garden in downtown Brattleboro, VT.

If you have not yet spoken to Vicki Friedman about availability and rates, please do that first, before filling out the form linked below. Vicki can be reached at 802-246-0982 (office) or via email: vicki@strollingoftheheifers.com.

For general information about the River Garden and event photos, please visit this page.

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To rent the River Garden for an event, please first read the terms and conditions, renter responsibilities and rates carefully, then:

  • click the Event Contract Form button below
  • complete the rental form
  • arrange for payment (online or by check) 
  • click the “Submit” button.

Your completion of the River Garden Rental Agreement  signifies your agreement with all of the following terms and conditions. The Renter  and Strolling of the Heifers, Inc. (“SOTH”) agree as follows:

The Renter (“Renter”) as listed in the Rental Agreement form, agrees to the following conditions for use of the Robert H. Gibson River Garden (“Facility”), 157 Main Street, Brattleboro, VT 05301 which is owned and operated by Strolling of the Heifers (SOTH.)

TERMS AND CONDITIONS

1. Facility will be reserved upon receipt of signed Rental Agreement and deposit.

2. MANDATORY INSURANCE: All event space renters must furnish SOTH with a full Certificate of Liability Insurance (COI) that proves its required insurance is in full force and effect during the event, with limits of not less than of $1,000,000 coverage per occurrence if the renter has a commercial insurance policy — naming SOTH as additional insured, protecting SOTH and Renter against loss, cost or expense by reason of occupancy of the Facility or by the Renter, its agents, employees and invitees.

If you have a personal/homeowner policy you need to furnish SOTH with a full Certificate of Liability Insurance (COI) that proves insurance is in full force and effect during the event, with limits of not less than of $500,000 coverage per occurrence.

The policy shall be provided by reputable companies licensed to do business in the State of Vermont. If full documentation is not provided 30 days prior to the event, SOTH reserves the right to deny rental. Refunds will be given in accordance with SOTH’s refund policies, as listed in the area entitled “Refund Policies” further down this page.

3. Prohibited: Smoking, open flame, cooking that creates smoke or grease-laden vapor, or use of hazardous substances.

4. No pets or emotional support animals are allowed at the River Garden, only trained service animals are permitted.

5. Nothing can be hung from sprinkler pipes or within eighteen (18) inches of a sprinkler head.

6. Nothing may be placed or hung in such a manner as to inhibit the proper operation of any sprinkler head, emergency lighting or exit.

7. Event decorations and/or displays and hanging methods and materials must be approved by River Garden Manager prior to event. Use only approved adhesives on walls per River Garden Manager. Use art hooks and molding whenever possible.Use of nails or screws in the walls or decorative panels is prohibited.

8. All doorways must be left unobstructed for safe egress in event of emergency.

9. Signage and posters may be hung in the front windows WITH PRIOR MANAGEMENT APPROVAL ONLY.

10. If extensive cleaning is deemed necessary after the event, at the Facility management’s discretion, a $50/hr fee will be charged. Repairs will be charged at cost. These costs will be deducted from the security deposit. Any remaining balance will be billed to the Renter.

11. Renter is responsible for conduct of its agents, representatives and participants and for any personal injury or property damage caused by them. Renter shall indemnify SOTH and its agents from any liability for personal injury and property damage or loss.

12. Compliance with all local, state, and federal laws which may govern any activity engaged in during the event is mandatory.

13. Posting of political signs inside or outside the Facility is not allowed without specific prior approval of SOTH.

14. Renter has exclusive use of Facility for the hours and purpose specified and has the right to exclude the Public from restroom and deck use at their discretion.

15. The space is provided “as is” and SOTH does not warrant the suitability of the Facility for any particular use.

16. SOTH will not be held liable for any loss or inconvenience incurred due to condition or availability of the Facility.

17. SOTH reserves the right to cancel this agreement at any time and will return the full payment if it exercises this right.

18. Cancellation Policy:

Cancellation from rental contract date to 60 days prior to event:  90% of fully paid rental fee will be refunded (or 80% of  your paid deposit fee)

Cancellation 15-59 days prior: 50% refund of a fully paid rental fee (no refund on a paid deposit)*

Cancellation 1-14 days prior: no refund*

 *if an equivalent rental is contracted within a year of  the original rental date, we will apply fees paid.

RENTER RESPONSIBILITIES

1. Set-up and clean-up of the Facility.

2. Pick-up of key no sooner than 2 days prior to the event.

3. Key to be used solely for specified event(s) at agreed upon hours.

4. Check with manager regarding guidelines for use of walls and panels for displays and hanging art.

5. Discuss plan for decorations and/or display prior to event.

6. Clean Facility after event. Brooms, mops, sponges, cleaners, garbage bags are stored in the utility room.

  • Broom sweep the floor.
  • Mop up spills.
  • Wipe table tops.
  • Empty trash cans and put garbage into dumpster located outside the building.
  • Put new garbage bags into trash cans

8. Return folding chairs and tables to the storage unit.

9. After event, re-set the chairs, tables and planters according to schematic of the room.

10. Turn off all lights. (Light switch is on the wall to the immediate right as you walk into the utility closet. Spotlight switches are located on the left side of the column on the back wall.)

11. Manually confirm that the door to the dumpster from the utility room is locked.

12. Lock front and deck doors as instructed.

13. Arrange for immediate removal and pick up of any and all materials and furnishings that were brought in. We are not responsible for items left on premises after the contracted time unless a prior agreement is reached.

14. Leave the key in the locked drop box.

RENTAL RATES:

Monday – Thursday:

$70/hour (Non-profits: $50/hour)

Friday – Sunday:

$80/hour (Non-profits: $60/hour)

Table rental: $8 per 8-foot table (9 available); $6 per 6-foot table (28 available).

Chair Rental: $100 for all 125 padded chairs or $1.00 per padded chair.
No charge for use of  bistro tables and  bistro chairs.

Use of podium: $25 per event

Stage rental: $75.00 per event for set up (6 units of 4′ x 4′ at  6″ in height, Painted black wood)

Public Address System (PA) with cordless microphone and speaker system: $50/event

Hanging Banner outside River Garden: $50/event (we reserve decision of placement on North or South side of entrance) Banner specifics: best sizes are 9’x3′ or 6’x3′ with top edge grommets at 1 or 3 foot intervals for easy of hanging.

Security Deposit: 50% of anticipated rental fee, (with a $100 minimum, or full rental amount if under $100), due with contract. Security deposit will be deposited immediately and applied to the final rental amount. This rental agreement will be considered “tentative” until a security deposit is received.

Additional Damage/Cleaning/Key Deposit: $100 for 1-149 attendees; $200 for 150 attendees or more. Damage/Cleaning/Key deposit will be returned if not used.  

Balance Due:          30 days in advance of rental date. Firm. 

(for reservations made within 30 days of event, full rental payment is required at the time of reservation.)

Refund policies:      Cancellation from rental contract date to 60 days prior to event:  90% of fully paid rental fee will be refunded (or 80% of  your paid deposit fee)

                                    Cancellation 15-59 days prior: 50% refund of a fully paid rental fee (no deposit refund)*

                                    Cancellation 1-14 days prior: no refund*

 *if an equivalent rental is contracted within a year of  the original rental date, we will apply fees paid.

Please make checks payable to Strolling of the Heifers. Mailing address:  SOTH 105 Partridge Road, East Dummerston, VT 05346    

If you have read the Terms and Conditions, Renter Responsibilities and Rates on this page, please click the EVENT CONTRACT BUTTON:

Event contract form
  • If you are only renting GALLERY WALL space do not complete the EVENT RENTAL CONTRACT use this link instead:
    Gallery wall contract form