Do you require a deposit?
Two types of deposits are required to host a social event at Minnetrista:
- A 50% non-refundable down deposit is required to book any venue, along with a signed contract. The remaining balance on the venue rental fee(s) is due no later than the guarantee date listed in your contract.
- A $250 refundable damage deposit is due no later than the guarantee date listed in your contract. If no damages are found, your damage deposit will be refunded within two weeks after your event.
How long can we rent the space?
The rental of a venue space for ceremonies is 3 hours. All other full rentals are quoted for 6 hours of use or until 11:00 p.m., whichever comes first. The Orchard Courtyard and Hackley Gallery are available after 5:30 p.m. All events must end by 11:00 p.m. at the latest. You will then have one hour to clean up, remove your personal belongings and decorations, and depart from the venue.
When can we set up for our event?
All indoor and outdoor venues need to be set-up on the day of the event. Minnetrista’s Sales & Events Coordinator will notify you of how early you are able to access your venue
Tents will be set up the day before by the tent company, and therefore you are able to decorate the top/ceiling of your tent prior to the day of. Minnetrista is not responsible for damaged or missing decorations that are left over night. Please wait to decorate any tables under the tent until the day of.
Are other guests allowed in the gardens while we’re having our event?
All spaces, except the indoor meeting rooms, are open to the public during Minnetrista’s museum operating hours (8:00 a.m. – 5:30 p.m.). If you are hosting a wedding and plan to start your pictures prior to 5:30pm, you will need to share the gardens with all Minnetrista visitors. Oakhurst venue rentals become exclusively private after the gardens have been closed to the public.
Do you have a bridal suite?
Weddings in Oakhurst Gardens include the use of the Education Center, which has two bathrooms and a large activity room that can be used for getting ready. This is not a bridal suite, but it does allow you the convenience of a separate prep/storage space. You will have access to the Education Center three hours before your event begins.
Alternative plans for prep rooms need to be made if your event takes place outside of Oakhurst Gardens. The Large and Small Conference Rooms may be available to rent for this purpose, but are booked on a first come, first serve basis.
Can we bring our own food and beverages?
All food and beverages must be provided by Minnetrista Catering or an approved outside caterer. We do not permit homemade, store bought, or carry-out restaurant food at any event.
Can we bring our own cake?
Yes! You may bring your cake from any bakery, pastry chef, or family baker. Our staff does not set up or move cakes. Most caterers charge a cake cutting fee to cut the cake for you, so be sure to check with your caterer on their individual policies. Please ask if you need advice on where to find a great cake!
What are your alcohol policies?
All alcohol must be provided by an approved outside caterer or bartender. The bar may not open until after 5:30 p.m., when Minnetrista has closed to the public. All served alcohol must remain in rented venue space only. No hard alcohol is permitted in the prep rooms. At the most, mimosas and light beverages are allowed while the wedding party is getting ready. Minnetrista staff and hired event security have the right to warn and remove any guests or clients breaking this rule.
Do you require a contract or a deposit to secure Minnetrista Catering for our event?
Minnetrista Catering is not guaranteed until a separate Catering Contract has been signed between the client and a Minnetrista Sales & Events Representative. Catering reservations may have limited availability and contracts should be signed early to ensure guaranteed service. Once the catering contract has been signed, changes to quantity and menu selections may be made up until the guarantee date listed in your contract. Minnetrista Catering does not currently require a catering deposit.
Does Minnetrista Catering have a food and beverage minimum?
All breakfast, lunch, themed, and formal buffets must have a minimum of 25 people. All non-buffet orders—á la carte, appetizers, desserts, beverages— must have a minimum catering total of $100 during museum business hours, Monday through Friday, and $300 after museum hours and on weekends. (These minimums do not include the 18% service fee.)
What parking lots are available for our event?
Minnetrista guarantees parking for all event guests. Parking locations may include: Minnetrista main parking lot, Nature Area gravel lot, L.L. Ball lot and Delaware County Fairgrounds. You may not request specific parking areas, and lot availability varies depending on event date and guest count.
Do you require security?
Yes. Minnetrista reserves the right to require security, at the expense of the client, for an event that meets any of the following criteria:
- Event with forty or more guests occurring after museum operating hours (after 5:30 p.m.)
- Event utilizing Delaware County Fairground’s Parking will be required to have a security officer as a crossing guard for the duration of the event
- Any event serving alcoholic beverages will require security for the duration of the event
Minnetrista will hire security and deem the appropriate number of officers per event. All security costs ($25/officer/hour) will be added to the client’s invoice. Minnetrista hired security will have the right and responsibility to remove any guests breaking Minnetrista policies.
Are candles allowed?
Yes. They must be dripless and held in fully contained holders with the wick two inches below the top of the holder. Taper candles are not permitted.
Are there any decorations you do not allow?
The throwing of rice, confetti, artificial flower petals, and birdseed is not permitted on Minnetrista grounds. Sparklers, fireworks and any other flammable items may not be used. The use of tape or other adhesives, nails, tacks, screws or similar articles on walls, floors or ceilings is not permitted. Bubbles are allowed in outdoor venues.
Do you require event insurance?
Yes, we require a certificate of general liability insurance coverage for all social events. Proof must be provided to Minnetrista’s Sales & Events Coordinator by the guarantee date listed in your contract. The cost is dependent on your individual policies and paid to your own insurance company. See rental contract for further information on our insurance requirements.
What happens if it rains?
We advise that all outdoor events have a back-up plan in case of rain. For an outdoor ceremony, the most common recommendation is to use your reception space as the rain back-up. If you are having a tented reception, we recommend renting tent sides in case of rain or bad weather. Minnetrista does not include back-up areas with any of its rental spaces free of charge. We do not refund money on events cancelled due to bad weather. If it rains the day of your event and clears by your ceremony start time, we will dry off the ceremony chairs for your guests.
If I have my wedding ceremony at Minnetrista, can we rehearse the night before?
If you are having your wedding ceremony at Minnetrista, we offer you use of the space the night before, based on availability, for no extra charge. Rehearsals may last up to two hours and must end prior to 7:00 p.m. Please schedule your rehearsal with Minnetrista’s Sales & Events Coordinator.
Are there restroom facilities for outdoor events?
Yes, we have two unisex restrooms available in the Oakhurst Gardens Education Center. We also have one men’s and one women’s restroom available near the Wishing Well Garden. Port-A-Lets and Port-A-Sinks are available to rent for outdoor events.
Do you collect taxes on any rental or catering fees?
Yes, you will be charged all applicable state and county sales taxes on venue fees, equipment rental, and food/beverage purchases.