Approved Users
The Formal Garden is the only portion of this park which is available to reserve for private events by Alpharetta tax-based residents. Applicants must verify proof of residency with a valid ID.
*Please note that the Formal Garden is within a public park and the City of Alpharetta does not have control over the actions of our community during your event.*
To help us equitably address demand for the Formal Garden without compromising the City’s ability to conduct its business and deliver services, we have established categories of usage and determined their priority in reserving our space.
- City of Alpharetta
The City will not approve requests for private events in the Formal Garden on days City-sponsored special events take place in this park. - Community Programs
This includes events sponsored by Alpharetta-based registered not-for-profit clubs and organizations such as Alpharetta Rotary, Alpharetta Garden Club, Alpharetta Historical Society, Alpharetta Lion’s Club, etc. - Private Events
This includes photography sessions, small wedding ceremonies, etc. In order to rent the Formal Garden for private events, you must reside in the taxpaying jurisdiction of the City of Alpharetta.
Availability
We have established availability guidelines to ensure use of Formal Garden by external groups does not diminish the City’s ability to deliver services to the public and also to provide equal access to users.
- Facilities are available on an “as is” basis. The Formal Garden is open to the public in its standard configuration and without support or other assistance from our staff on a first-come, first serve basis when it is not booked for a scheduled activity.
- Recurring bookings are not allowed.
- Facilities may be reserved no more than 90 days in advance of the requested date.
- Other outdoor areas of the park, including the grassy area and bandstand are not available to rent and are open to the general public unless scheduled for City-sponsored events. Only the Formal Garden itself is available to reserve for private events.
Fees
The Formal Garden is open to the public unless closed for a scheduled activity or maintenance. There are no fees for public use of the area.
Fees apply when the Formal Garden is reserved for a private event. All fees for private rental of the Formal Garden must be paid with a credit card processed through this Eventeny application. The rental fee is $250 (2 hours) or $500 (4 hours). Fees are not pro-rated and are processed upon approval of the application.
Deposit
The security deposit is $200. Security deposits must be paid after notification of approval of the application. Security deposits are refundable provided the following conditions are met:
- The space was left in a clean and orderly manner in its standard configuration.
- Use of the facility did not exceed the scheduled time
- Additional City staff time was not required as a result of your use of the facility.
- All rules governing alcohol and tobacco use were met.
- All rules and procedures governing City of Alpharetta facility use were met.
- The number of guests did not exceed the maximum allowed
- You notify the City at least fourteen (14) calendar days prior to the event that you are canceling the event.
If the Formal Garden is not properly cleaned after the event, the City will invoice the renter at full cost recovery rates, plus overhead, for cleanup and any possible repair to facilities above and beyond the deposit.
Space Setups & Takedowns
The Formal Garden is set in a standard configuration. The City of Alpharetta will not be liable for any personal injuries, damage to personal property, or damage to the Formal Garden resulting from your activities and will hold you responsible for associated damages.
Maximum Occupancy
The maximum number of guests permitted in the Formal Garden for a private event is seventy-five (75).
Deliveries & Storage
You must arrange for deliveries to occur during your reservation period and you must be on-site to receive them. Our staff is not authorized to receive and sign for your deliveries and due to space and security concerns, they cannot store items.
Rented Equipment
We must be notified in advance if you intend to bring equipment into the Formal Garden. If a rental company will be providing and delivering furnishings and/or equipment, we require they provide a certificate of insurance naming the City of Alpharetta as an additional insured with a $1,000,000 minimum General Liability Coverage. The certificate must be submitted to us a minimum of fourteen (14) days prior to the event.
Parking
Your reservation does not include guaranteed or reserved parking. Parking is free in the City garage opposite the Formal Garden.
Food & Beverages
Food and beverages, including alcohol, are not allowed in the Formal Garden.
Lighting
There is limited lighting around City Hall and Formal Garden. Temporary lighting structures are not permitted in the Formal Garden. Please note there is no power source within the Formal Garden.
Decorations/Extra Amenities
You may bring free-standing decorations into the Formal Garden and are responsible for removing them at the conclusion of your event. Tents must have proper weights suited to the size of the tent for each leg. For example, 10’ x 10’ tents are secured with a 40 lbs. weight on each tent leg. To prevent damage to underground systems, tents may not be secured with stakes – no exceptions. No decorations, signs, etc., may be affixed to structures or landscapes.
The following items are not permitted for private events:
- Carnival-type items (inflatables, dunk tank, pony rides, petting zoo, balloon artists, face-painting, clowns,
fog machine, etc.) - Paper confetti, silk or fake flower petals, glitter decorations/products, etc.
- Charcoal grills and commercial grills
- Tent size may not exceed 10’ x 10’ unless pre-approved by City staff.
Signage
We do not allow you to bring or post signage in our facilities. You are allowed up to two (2) small directional signs (18” x 24” maximum size) in close proximity of City Hall on the day of the event only. Wire stakes are permitted; wooden stakes are not permitted. These signs must be removed at the end of the event. Signs cannot be placed along roads. The Unified Development Code prohibits signs in the right-of-way, street corners, sidewalks, medians, utility poles, etc.
Insurance
A Certificate of Liability Insurance ($1,000,000 minimum) must be provided upon request. The City of Alpharetta, 2 Park Plaza, Alpharetta, GA 30009, should be listed as an additional insured and the policy must include a “hold harmless clause” to protect the City. COI can be purchased for a one-day event from a specialty carrier (i.e. K & K) for a reasonable amount. COI should be emailed to cthurber@alpharetta.ga.us from the carrier and must arrive before application approval is finalized.
Flammable Materials
The use of flammable materials is regulated by the City of Alpharetta’s Department of Public Safety. Fireworks are not permitted at the Formal Garden.
Smoking
Per City Ordinance, the use of tobacco and all tobacco products is strictly prohibited on City of Alpharetta property.
Animals
Pets must be on a leash.
Miscellaneous
- You must be at least twenty-one (21) years of age or older to rent a City of Alpharetta facility.
- You must have at least two adults (21 years of age or older) per twenty (20) youth on-site to chaperone youth-based activities.
- All trash in and around the facilities (produced by the event) must be disposed of in the trash receptacles
- Prior to the rental event, City staff will assist with restroom maintenance. Following the event, City staff will assist with the removal of trash from receptacles.
- Please note that the Formal Garden is within a public park, and the City of Alpharetta does not have control over the actions of our community during your event.
Selling Items
There shall be no solicitation activities being engaged in within City parks. This shall include any person, corporation, partnership, association, joint-stock company, trust, or unincorporated organization which engages in the practice of A) Selling or taking orders for or offering to sell or take orders for goods, merchandise, wares, or other items of value for further delivery, or services to be performed in the future, for commercial purposes; or B) Requesting contributions of funds, property, or anything of value, or the pledge of any type of future donation, or selling or offering for sale any type of property, including but not limited to goods, tickets, books, and pamphlets, for political, charitable, religion, or other non-commercial purposes. Any and all requests for exception to the City Code must be submitted in writing along with the rental application. The City shall have the authority in its sole discretion to approve and disapprove requests for exceptions to the City Code. You may not use the park for commercial uses. Commercial uses are defined as those activities designed to provide financial or promotional gain for an individual, group, or business.
City Codes & Ordinances
All relative City of Alpharetta Codes & Ordinances are in effect and enforced at all City of Alpharetta facilities. There are regulations governing sound and noise levels, animals, parking, vehicle access, etc. All events must adhere to the City’s Noise Ordinance (O.C.G.A. Sections 13-20 through 13 – 25). Music/PA system/amplified devices, DJ, etc., must be pre-approved by the City. Additional rental fees may apply.
The City of Alpharetta reserves the right to terminate your event if City staff, in good faith, perceive that you or your guests post a risk to the safety of persons or property on the premises, that you are not complying with our facility use guidelines, or that you or your guests are violating local, state or federal laws. Upon verbal notice from City staff, security, or the police that your event is being terminated, you and your guests must leave the premises immediately, and you will not receive a refund of your rental fee and may be denied future use of the facility.
Cancellations
All reservation cancellations must be made in writing (email is acceptable) a minimum of fourteen (14) days prior to your event.
- All reservations in the Formal Garden are considered “Rain or Shine”, and no refund will be given for weather
cancelations.
Time & Date Changes
Event time change requests are accepted in writing (email is acceptable) a minimum of fourteen (14) days prior to the event. Approval of the change is subject to facility and staffing availability. If additional fees apply, they must be paid in full at the time the change is made.
Prior to Event / Day of Event / Conclusion
On the day of your event, the facility will be available to you at the time specified on your rental application. We require that you not arrive to or enter the facility until your designated reservation time and that you depart when scheduled.
At the conclusion of your event, you are required to remove your belongings and materials and leave the facility clean and intact.
If additional cleaning and/or City staff time is required as the result of your use of the facility, you will be charged at the prevailing hourly rate and may be denied future use of the facility.
