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Rental policy

  • Allow 1-2 hours for setup before an event and time for cleanup afterward.
  • After event cleanup must be complete and building vacated by 10:00pm.
  • Only our tables and chairs may be used in the Ten-Eyck Rooms and Conference Room – no outside table or chair rentals are allowed. Cornell Botanic Gardens’ staff is responsible for setup of tables and chairs according to agreed upon arrangement.
  • Cornell Botanic Gardens’ staff is responsible for setup of included equipment.
  • No candles are allowed.
  • No smoking is allowed within 50 ft. of the building.
  • Mildly amplified music is allowed.

Food and Beverages:
For catered events, only University approved caterers may be used. A listing can be found here. No on site cooking is allowed. All food preparation must be done off site and delivered ready to serve. Caterers are responsible for cleanup and trash removal. Caterers who have never serviced events in the Nevin Welcome Center must meet with our Visitor Services Coordinator before the event to review logistics. They can call 607-255-1606 (Monday-Friday, 9:00am-4:00pm) to schedule an appointment.

For non-catered events, takeout food and drinks for immediate consumption, purchased from local restaurants and markets, may be delivered or brought in. No personal catering by event participants of homemade food is allowed. If purchased food is brought in, renters are responsible for all liability associated with serving food. Renters are also responsible for removing all items brought in, except for the amount of trash that fits into the rented room’s trash receptacle.

All users must adhere to New York State law and Cornell University policy concerning alcohol use. External (private) groups planning to serve alcohol must have the alcohol served by a University approved caterer with liquor liability insurance, as must Cornell groups charging for alcoholic beverages or charging for an event at which alcohol is served.
Any damage to facilities or equipment beyond normal wear and tear must be reported as soon as it occurs, or is discovered. Renters are responsible for the repair and/or replacement cost associated with such damage.

Parking is limited and is metered between 7:30am and 5:00pm Monday-Friday. During these times parking is available for up to three hours at $1.50 per hour, and the meter will accept both cash and credit/debit cards. Please inquire about special arrangements for longer events. Carpooling is encouraged. Overflow parking is available in the metered lot at the corner of Tower and Judd Falls Roads. After 5:00pm and on weekends, nearby Beebe Hall parking lot is also available.

Use of Outdoor Space:
During daylight hours, feel free to enjoy the surrounding gardens. Please stay on paths and lawns, leaving garden beds and plants undisturbed. Cornell Botanic Gardens’ grounds remain open to the public from sunrise to sunset daily and do not close for special events. During your gathering, visitors and staff will also have free access to the surrounding gardens.

You are responsible for the actions of your guests. Please advise them of these policies.