What is included in the room rental?
The following furniture is included in the room:
Garden Hall: 100 chairs, 10 six-foot rectangular tables, 10 five-foot round tables, 7 standing cocktail tables, 1 four-foot round table, and a podium
Nature & Visitor Center: 100 Chairs, 15 six-foot rectangular tables, 7 standing cocktail tables, 1 four-foot round table, and a podium
Stone Barn: 50 chairs, 10 six-foot rectangular tables and 2 half-round tables
Robins Room: 40 chairs, 4 five-foot round tables and 6 six-foot rectangular tables
Conference Room: 22 chairs and 1 large wooden conference table
Italian Garden: 32 chairs
Japanese Garden: 30 Chairs
How many people can the spaces accommodate?
Garden Hall: 150 buffet/cocktail, 80 seated at round tables
Peacock Room: 100 lecture style, 80 seated at round tables, 22 conference style & 30 U-shape
Magnolia Room: 50 lecture style, 40 seated at round tables, 16 conference style & 18 U-shape
Italian/Japanese Garden: 200 (30 seated, 170 standing)
Robins Nature & Visitor Center: 500 cocktail
EEC & WT: 250 buffet/cocktail, 150 seated (available April-November)
EEC: 100 lecture style
Conference Room: 16 conference style
Robins Room: 40 lecture style, 40 seated at round tables, 22 conference style & 18 U-shape
Stone Barn: 50 lecture or buffet/cocktail style & 22 conference style
Can we meet with a Special Events staff person on the weekends?
Appointments are offered Monday-Friday between 9am-4pm and must be scheduled in advance. Weekend and evening appointments are subject to availability (please call).
Can we use furniture from the Garden Hall on the patio?
The only Maymont furniture permitted on the patio are the 7 cocktail tables and one rectangular table. Any other furniture the client wishes to set up on the patio must be rented and the layout approved in advance by the Special Events Department. Maymont furniture used outdoors must be placed inside the Garden Hall at the conclusion of the event. Failure to do so will result in a Cleaning/Damage fee charged to the Renter.
Who sets up the tables and chairs?
Maymont staff will set up Maymont tables and chairs prior to the event only if a detailed floor plan/layout is received at least 7 days in advance. All floor plans must be approved in advance by the Special Events Department. In most cases your caterer or the rental company will set up any rented equipment/furniture.
Does Maymont provide tablecloths/linens or china/glassware/flatware?
Maymont does not have these items. Our Approved Caterers will gladly work with you to secure rental of all food, beverage, and equipment needs.
Can I have a dance floor?
Dance floors may be used on the West Terrace at the Nature Center and on the Garden Hall patio with prior written permission from Maymont.
Can events continue past 10:00 PM?
Yes, for an additional fee of $300 your event may continue until 11:00 PM with clean-up ending at 12:00 AM. This must be arranged and paid for prior to the event day.
Can I hire a band/dj for my event?
Yes. For daytime Garden Hall rentals, amplified music is only permitted inside the Garden Hall. For evening Garden Hall rentals, music may be played indoors or out on the patio. At the Nature Center amplified music must be under the tent on the West Terrace so as not to disturb the animal habitats. Depending on the size of the band or the electric needs, rental of a generator may be required at the Nature Center and Garden Hall. Maymont reserves the right to control the volume of amplified sound. Music may not exceed 85 decibels.
What if it rains? How soon before the event do I need to decide if I am going with my rain plan?
We are prepared to host your event rain or shine. The Renter is responsible for a rain plan. If the Nature Center is rented, tent sides may be added with advance notice. If you have rented the Garden Hall it may be used as a back up with 24 hours advance notice.
What time can my vendors begin dropping-off and may we begin setting-up?
For wedding packages using the Garden Hall and Nature Center, the site is available for deliveries and set-up two hours prior to the contracted event time. Renters and vendors arriving before the two hour set-up time may be denied access to the rented venue. No equipment drop offs and/or deliveries will be accepted outside the given set-up time without advance written authorization from the Special Events Department. A representative of the renter or the caterer must be present to sign for all drop offs and deliveries. Unauthorized deliveries that disrupt other events/programs in progress are unacceptable and will result in the client assuming the maximum Cleaning/Damage fees.
Can we have additional set-up time?
We can determine whether additional set up time is available approximately one week prior to the event, due to the number of programs/classes and rentals in our facilities. Requests for additional time require written approval from the Special Events Department and in some cases may incur an additional rental fee of $250/per hour.
Can we hang decorations from inside the tent at the Nature Center? From the ceiling at the Garden Hall?
Decorations in rental spaces at Maymont may only be attached using soft ties (fishing line, zip ties, twine, etc.). The use of glue, nails, staples, tape or anything else that can damage the structures is strictly prohibited. Any decorations to be hung require advance written approval by Maymont. For liability purposes, only insured professionals may hang decorations/lights under the tent and a copy of the company’s certificate of liability insurance is required.
What if some of my guests cannot walk to the site?
Reception spaces are handicap accessible. For Garden Hall rentals, a personal vehicle may make one trip to drop off and pick individuals only if Maymont staff has been given prior notice. For those who may have difficulty walking to the gardens, we suggest assigning ushers specifically to assist those individuals. With advanced notice, and for a fee, a Maymont staff person can drive an individual from the Hampton Street Entrance, to a closer point in the Italian Garden (can only guarantee 1 round trip). However the golf cart is not capable of navigating stairs and cannot access the seating area, ushers or family members will need to assist the individual. For Japanese Garden ceremonies, the tram can accommodate 2 standard wheel chairs (please check with the Special Events Department for motorized wheelchairs) and will off-load at the entrance of the garden, an usher or family member will need to assist the individual from the entrance to the ceremony location.
Can the Maymont Mansion be rented for my event?
The Maymont Mansion is a one of a kind gilded age historic estate featuring the home’s original furnishings. Guided tours, carriage rides, and costumed interpreters are available and can be added to your event for a fee. To help us maintain its structural and historic integrity, events may not be held inside the Maymont Mansion.
What color flowers will be planted in the Italian Garden this year?
The flower colors vary from year to year and are decided by Maymont’s Director of Horticulture.
March-April – tulips and pansies
May-October – roses and various annuals
November-February - pansies
May I hold my event in the Japanese/Italian Garden?
If you are looking for a scenic outdoor location to host your event the Children’s Farm Lawn or the Carriage House Lawn are a perfect option for daytime corporate or private events. A tour of the gardens may be added to your event for a fee. Due to the lack of electricity and lighting, events in the Japanese and/or Italian Gardens are not possible. Only ceremonies during daylight hours may be held in the gardens.
CATERING AND FOOD
Do wedding packages include the food?
All food and beverage is contracted separately by the Renter. The Renter is required to use a caterer from our Approved Caterers list for all rentals in the Garden Hall and the Nature and Visitor Center. It is the Renter’s responsibility to contact the caterers and secure food and beverage service through them. Caterers can also assist you with your equipment rental needs including table linens, glassware, etc.
Will the approved caterers on your list be available for my event?
There are multiple caterers on our approved list. We recommend you contact them early to receive bids and proposals. It is the Renter’s responsibility to secure the caterer.
Can we use our own caterer?
To do so you must obtain advanced written authorization by the Special Events Department to use any caterer not on our Approved Caterers list. There is an additional fee of $600 for using an outside caterer. Outside caterers must be licensed and insured, they must provide Maymont with a certificate of liability insurance, health department permit, and ABC license. They are required to meet with the Special Event Coordinator at least 3 months prior to the event, and must sign the Caterer’s Responsibilities agreement. Failure to comply with the responsibilities in the agreement may result in Cleaning/Damage charges to the Renter.
Can we provide our own alcohol?
Arrangements for the purchase of alcohol are made between the Renter and their caterer. All alcoholic beverages must be served by a licensed and insured caterer and all alcoholic beverage bars must be professionally staffed at all times. Alcohol is only permitted within rented spaces, and all events must comply with ABC regulations. If Renter provides alcohol an ABC permit must be obtained.
How many people can the gardens hold for my ceremony? Can I rent additional chairs?
The Italian and the Japanese gardens can hold up to 200 people each. Maymont provides 32 chairs in the Italian Garden and 30 chairs in the Japanese Garden, the rest of your guests would stand. Due to space limitations, and to protect the historic integrity of the spaces we are unable to allow additional chairs.
Will there be someone there to coordinate the ceremony? The reception?
Maymont does not provide ceremony or reception coordination. Frequently Renters ask a family member or friend to take on the responsibility of coordinating the ceremony. Your caterer may provide a banquet manager to oversee service at your reception and can assist the bride and groom with coordinating the event. Maymont staff will be on-site to make sure the event adheres to the Rental Guidelines and to answer questions.
May I have my pet in the ceremony? Can we release butterflies/doves at Maymont?
Pets are not allowed at Maymont as they pose a health risk to our resident animals. The release of doves/butterflies or any animal at Maymont is not allowed due to our zoological accreditation.
Can we use sparklers?
Open flames, including sparklers, are prohibited on the grounds at Maymont. Candles in glass containers are permitted only in reception spaces with advanced authorization from the Special Events Department.
Can the ceremony be held in another location?
Yes. A Maymont event coordinator will work with you to find a suitable location based on your guest count. The Maymont Mansion is not available for ceremonies.
Will the ceremony location be blocked off from the public?
The grounds at Maymont are open to the public everyday. We do not have the ability to block access to the gardens. You may certainly place your own signs around the gardens and to direct your guests. In our experience visitors are very respectful when they come across a wedding taking place in the gardens. Visitors sometimes stand to the side and watch for a while before continuing on their way.
Can I have signs to direct my guests?
Yes, you may produce directional signage for your event. All signage must be removed at the conclusion of the ceremony.
Can we decorate the horses? The tram?
Small flower arrangements for the horses bridle and the carriage may be attached with the consent, and assistance of the carriage staff, and is dependent upon the horses’ temperament. Unfortunately, due to the timing of the tram we are not able to offer early access to the tram for decorations.
Can I use a runner?
Runners may be used however they tend to pose a tripping hazard for guests. If you decide to use one, make sure it is secured properly.
Can my flower girl drop flower petals?
Only live flower petals may be dropped on the walkway. No freeze-dried petals or artificial petals are allowed. The use of such petals may result in cleaning & damage charges.
Is there electricity in the garden?
There is no electricity in the Japanese Garden. Limited electricity is available in the Italian Garden, but can’t be guaranteed.
AFTER THE EVENT
What am I responsible for removing from the site?
Any items you or your vendors brought on to the property (decorations, flowers, lighting, personal items, rental equipment, etc.). This includes any items in the dressing room. Maymont is not responsible for any items left on the property and we reserve the right to charge Cleaning/Damage fees for any items not removed.
When will Cleaning/Damage fees be charged?
The credit card you provide for the Cleaning/Damage fees will be held until the end of the event. After the event, Maymont staff will assess the areas rented to determine if any damages have occurred, or excessive cleaning is required as a result of your event. If the area is found to be left in an unsatisfactory condition, you will be notified and the card charged. Cleaning/Damage fees may also be charged for failure to comply with regulations set forth in the Rental Contract and Rental Guidelines.
Contact the Special Events Department at firstname.lastname@example.org or 804-358-7166, ext. 309 for other questions.