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For Your Next Event Consider a Beautiful Location at the Audubon Center in Greenwich

Audubon Greenwich rents its facilities as a service to its members, and we look forward to having your event here. Below you will find guidelines for rentals and events at Audubon Greenwich’s building facilities, accepted uses and rental fees.

Facilities
Various spaces can be rented and those include the Kimberlin Education Nature Education Center building which contains Kiernan Hall, lobby spaces, classrooms and outside terraces, and the rustic Ketay-Asnes Barn with its main hall and kitchen. Occupancy cannot exceed the limits for each area. Outside tenting is not permitted.

Dates and Times
Contact Audubon Greenwich directly for weekday, weekend and evening availability.

Staff Contact
A staff person will be present during the rental period.

Public Access
The property is open to the public seven days a week from 9 am – 5 pm, and access to the public areas of our facilities and grounds will not be restricted to event guests. Event guests may use the trails, grounds, and other public areas of the Audubon Center under the same terms as all other Center visitors. The store, children’s learning center and bird observation area are open to the public from 9 am to 5 pm every day and closed in the evening unless special arrangements have been made. The renter agrees that the activities of this event will not detract from the experience of Audubon Center visitors.

Parking
Parking is in designated parking areas only. There is parking in the Center’s lot for a maximum of 75 cars. We encourage car-pooling. Renter must make arrangements if additional parking is needed. On-street parking is not permitted.

Caterers and Hired Staff
Renter must make their caterer aware of rental policies including set up and clean up times, garbage disposal, and deliveries. Renter must supervise the caterer or other hired staff directly.

Decorations
Access to the facility for setup and decoration will be limited to the times specified in the rental agreement. Decorations may not be installed in any manner that causes damage to the walls, floors, ceilings or any other part of the facility. Absolutely no confetti, rice, paper, petals, or any other form of shredded materials may be thrown anywhere inside or outside. Birdseed may be only thrown outside of buildings. Balloons are not allowed as decoration because they are hazardous to the natural environment. Renter must provide any and all sign and any necessary decorations and exhibits.

Kitchen Use, Furniture and Accessories
Audubon Greenwich can provide 24 2” X 6 “ tables and 145 cushioned chairs with arms or plastic classroom chairs, lectern, use of kitchen which includes a stove, microwave, sink, refrigerator with freezer, trash containers, 2 coat racks, 3 easels, 1 flip chart, 2 cushioned benches as agreed in advance with the renter. Renter must provide their own coffee pots, utensils, tablecloths, linens, glassware, plates, food, beverages, and ice. The facility will be in clean condition at the start of the rental period. Renter must ensure that food or drinks are not taken outside of the designated usage areas. Food will not be left in the kitchen or other areas at the end of the rental. If renter utilizes Audubon’s tables and chairs, these will be set up and taken down by Audubon staff according to a diagram provided by renter. If renter is using their own tables and chairs, those will be set up and taken down by renter. Due to our busy rental schedule, the time of the delivery and removal of renter’s supplies must be specified in the rental agreement.

Audio/Visual Equipment
Audubon can provide slide projector, DVD/CD player, LCD projector, VHS player, fixed lectern microphone, and fixed AM/FM radio. The use of amplified sound inside the facility must be approved by the Staff Contact in advance and will not be broadcast at a volume that it intrudes on visitors in other areas of the building, hikers on the Center grounds, or neighbors. Outside AV systems are prohibited. Renter must make prior arrangement to familiarize themselves with all audio-visual equipment they intend to utilize.

Fee Schedule and Deposit
The renter will pay Audubon Greenwich a total fee for use of facilities according to the facility fees set forth in the contractual Fee Schedule. For rental fees, see below. One half of the total fee is to be paid upon signing of the contract and one half is due two weeks prior to the event. An additional security deposit of $250 must be paid to Audubon Greenwich two weeks prior to the event and will be reimbursed to the renter within two weeks after the event, minus the cost of any damage caused to Audubon property.

The renter assumes all liability for damage to the facility or grounds caused by this event and/or its guests. Damage will be compensated at actual cost to Audubon Greenwich and will not be limited to the amount of the security deposit. The rental fee will not be applied to repair any damages caused.

Cancellation
If the renter cancels this agreement once it has been approved, Audubon Greenwich will return all fees paid, minus a cancellation charge, according to the following schedule: 10% cancellation fee up to three months prior to the event, 30% fee up to one month prior, 50% up to one week prior, and 75% cancellation fee when notice is given in less than one week prior to the event. Notice of cancellation must be submitted in writing to the Staff Contact. The security deposit will be returned in full in the event of cancellation.

Audubon Greenwich reserves the right to cancel this agreement at any time due to emergency circumstances. Audubon Greenwich will reimburse all fees paid but will not be liable for any other costs to the renter. Audubon Greenwich also reserves the right to arrange a suitable alternative location on Audubon property in the event the requested facilities specified cannot be used.

Liability and Supervision
The renter is required to become familiar with the rented facilities prior to their event. Audubon Greenwich shall not be liable to the renter or guests for any personal injury or property damage that occurs in or about the rented facilities in the absence of Audubon Greenwich's gross negligence. The renter shall indemnify and hold Audubon Greenwich harmless from and against all liabilities, claims and judgments, including costs and attorney's fees and expenses relating thereto, for personal injury to and death of any person, and for loss of our damage to any property which arises out of, or is in any way connected with the renters use of the rented facilities, including any personal injury or death, or loss of or damage to property arising out of the concurrent or sole negligence of Audubon Greenwich. No verbal understanding or agreement shall be recognized. The renter is responsible to supervise guest behavior at the event and to have adequate adult supervision for minor children which is 1 adult for every 8 children. Attendees are not allowed access to nonpublic areas of the facility that are not included in the rental agreement. Unruly guests will be asked to leave the property.

Alcohol Use/Smoking
Alcohol may only be served with the approval of the Staff Contact. When alcohol is provided, its use must be contained within the rented facility and may not be carried out on the grounds of the Audubon Center. The renter is responsible to ensure that minors are not allowed access to alcohol and that adult guests are not permitted to drink excessively. No smoking is allowed.

Clean-up and departure
Renter is to separate garbage from glass and metal recyclables and containers and garbage bags will be provided. The facility will be left in clean condition at the end of the rental period, including all garbage bagged, tables cleaned, and decorations removed. Food will not be left in the kitchen or other areas. Renter must have cleaned and left the premises at designated departure time.

Allowed Uses and User Groups

• Private parties and receptions, subject to occupancy and noise limitations set forth herein, and provided primary user is a member of Audubon
• 501(c)(3) not-for-profit groups, provided mission and purpose are related to the conservation of natural resources
• For-profit organizations, only if Audubon conducts educational programming as part of event.

Permitted uses

• Parties and receptions – birthday party, wedding reception, private reception
• Not-for-profit groups. Meetings or programs on conservation subjects held by land trusts, garden clubs, community organizations, etc.
• For profit groups – any meeting or program on conservation subjects held by a business or corporation.

Prohibited Uses

• Religious ceremonies and political events.

Rental fees for Kiernan Hall w/Lobby & 2nd floor terrace, or full barn, or classroom:

Additional fees for added patio, terrace, and/or classrooms.
*Rental fees may vary, depending on the nature of the event and the amount of staff time required.

We strongly recommend that you visit our facilities to be certain that they meet your needs.

For more information about renting at Audubon Greenwich, including availability, and to book an event, please call Karen Dixon at 203-869-5272, Ext. 226

We also rent out space and provide programming for children’s birthday parties.