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Kaskey Memorial Park Rental Agreement

Kaskey Park is a cherished and unique space located on a busy urban campus. It is beloved by many members of the community and our goal is to make the experience as enjoyable as possible for every visitor. The gardens are not closed to other visitors during events, thus groups renting space within the park are expected to conduct themselves in a way that will not impinge on other visitor’s experience. Guests are to show respect for the Kaskey Park by staying out of all garden beds and plantings, andremaining on the lawn, paths and picnic areas.  Guests are to adhere to all policies listed herein. Groups may be denied future rental opportunities if they are found in violation of the rules outlined below.

Reservations:

  • All reservations must be made through the online reservation request form
  • A valid University budget code or a $50 non-refundable deposit (included in the rental rate) is required to reserve the space for the preferred date/time. 
  • Fees are charged according to use and size of the group as support requirements differ. Additional fees will be charged to any group exceeding the limit indicated on their reservation.
  • Events are added to the calendar on a first-come-first-served basis. Events are listed as pending for 30 days from form submission date or until the deposit (or university budget code) is received, whichever is shorter. Once the deposit is received, the date will be listed as confirmed on the calendar. After 30 days, if the deposit has not yet been received, the date will be re-listed as available on the calendar. 
  • Events may be scheduled from 9am to 30 minutes prior to sunset. Please note that there are no lights in the garden.
  • During Spring and Fall Semesters, reservations for Goddard Plaza are limited to after 5pm in order to not disrupt classes being held in Goddard.
  • Due to University alcohol regulations, event coordinators will submit via email the type and quantity of alcoholic beverages they plan to include prior to the event. The Kaskey Garden Manager has the authority to refuse to allow alcoholic beverages in excess of what might be considered reasonable given the number of participants.
  • If this is your first time renting the garden, you must meet with a member of the garden staff prior to the event to clarify setup and procedures.

Payments:

  • In the case that a University budget code is unavailable, payment is required by check. No cash or credit cards can be accepted.
  • When paying with check payment in full is due 1 week before the event. If paying with a university budget code, the journal request will be submitted to the Life Sciences Business Office within 1-2 business days after the event.
  • A $50 deposit is required to confirm the reservation date as outlined above.
  • Rental Rates:

                o  South Lawn:                                                              o  Goddard Breezeway:

                     -   Up to 40 participants:    $100                                  -    Up to 40 participants:    $100
                          Grill included:               $170                                      -    41-75 participants:         $150
                                                                                                                 -   75-100 participants:       $200
                      -  41-75 participants:        $150
                          Grill included:               $235
  •  Check Payments:

                 o  2 separate checks should be mailed to: Kaskey Memorial Park, University of Pennsylvania, 433 S. University Ave, Philadelphia, PA 19104

                      - Check #1: due within 30 days of form submission: $50 non-refundable deposit
                      - Check #2: due 1 week before the event for the remaining balance
                 o  Checks to be made out to: “Trustees of the University of Pennsylvania” with “Kaskey Memorial Park” in the memo line.
                 o   In the event of a cancellation, Check #2 will be returned to you.
  • Oversized groups: 

                o  Any group found to have exceeded the size of the gathering declared on the reservation request form will be charged the difference as well as a $50 fee.

                o  If any group exceeds the 100-person limit, an additional $500 fee will be charged.
  • Extra Trash/Recycling Removal Fee:

                o  An additional $20 per bag fee is charged for trash not left in the designated receptacle.

 
Event Logistics:
  • Pre-Event Dropoff: (Weekday, Non-Holiday Events Only) 

            o   All early drop-offs must be arranged with the garden staff who will assist you in securing them.

            o  No items may be stashed in shrubs or garden beds.

  • Parking:

            o  Depending on vehicle size, one to two parking spots are available for event organizers. Please coordinate with the garden staff prior to your event if you need vehicular access as the garden parking area is usually kept locked.

            o  Parking for event guests is not available.

  • Trash & Recycling:

            o  Two (2) trash receptacles and two (2) recycling containers will be provided for your event.

            o  All trash and recycling must be properly sorted and placed in these receptacles. At the end of the event, bags must be tied closed and receptacle lids shut. 

            o  No trash bags may be left outside of the provided bins. An additional fee $20 fee per bag will be charged for those not removed.

            o   Boxes shall be broken down and gathered for recycling removal.

  • The event coordinator or their designated representative is required to be in attendance for the duration of the event.
  • It is the event coordinator’s responsibility to ensure that caterers complete their job eg.bagging all refuse and removing all tablecloths, utensils, plates, napkins, food and condiments as well as any other containers.
  • Restrooms: There are no publicly accessible restrooms in Kaskey Memorial Park, please plan accordingly.
  • Utility Access: There is no electric or water access available for events.
  • Grill Use: 

            o  Only the commercial grill we provide may be used for events. The grill cannot be moved under any circumstances.

            o  Propane, grill utensils and written instructions for safe grill use will be provided.

            o  Users are required to follow all safety procedures and practices written in the grill instructions.

            o  If you have not used the grill before we require that you meet with a member of the garden staff prior to your event to familiarize yourself with the equipment and review safety measures.

Alcohol Policy:

To be permitted to serve alcohol in the Kaskey Memorial Park, the following terms must be met:

  • A responsible person, 21 years of age or older must dispense alcohol.
  • There must be a method of checking the age of persons who are not known to the dispenser. This method must be indicated on the reservation request form.
  • No alcohol is to be served to persons under age 21.
  • At least 90% of the expected participants at the event must be 21 or over, with the exclusion of small children under their guardian’s care.
  • No alcohol may be sold. The University does not hold a liquor license which would permit such sales.
  • Due to University alcohol regulations, event coordinators will submit via email the type and quantity of alcoholic beverages they plan to include prior to the event. The Kaskey Garden Manager has the authority to refuse to allow alcoholic beverages in excess of what might be considered reasonable given the number of participants.
  • By indicating on this form that "alcohol will be served", the event coordinator and the business administrator take full responsibility for alcohol use at their event. In the case of a violation of the University alcohol policy, and/or State Law, The Biology Department will not be responsible for any resulting penalties, fines, etc.

By signing herewith, I assert that I have read and understand the Rental Agreement and agree to all terms and conditions. I also agree that the department or group hosting the event will pay for any damages to the Park incurred as a result of the event. 

Signed: ____________________________________________________Date: ____________________________

 

Download a copy of the agreement here.