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REQUIREMENTS & REGULATIONS:
Wedding Ceremonies in the Great Hall at Coe Hall
Planting Fields Arboretum State Historic Park, Oyster Bay, NY 11771
No smoking is permitted inside Coe Hall. Alcohol consumption is prohibited in the park or inside Coe Hall. Total Capacity is 125. Fees: In addition to the basic rental fee a $200.00 clean up deposit is required. It will be refunded in a timely manner after a site inspection following your ceremony. Additional fees might be required at the discretion of the Foundation. For a full refund a written request must be received 6 months prior to the scheduled date. Otherwise, for any wedding ceremony cancellation, 20% (including clean up deposit) of total fees will be non-refundable. Flowers and Decorations: Planting Fields Foundation must be consulted regarding floral arrangements, plants and decorations of any kind. Planting Fields Foundation staff reserves the right to reject any decoration that might compromise the integrity of the museum and the collections. Any tossed artifical petals on the aisle or runner must be cleaned up. Water in open vases or containers is not allowed. Urns, stands, etc. must not harm or scratch floor, rugs, bookshelves, etc. Arrangements can be made in advance to permit early access to Coe Hall for setting up. Grounds: The gardens, lawn and any other foliage must be protected from damage during load-in, load-out and throughout your event. NO parking on lawns or gardens. Entry for guests and vendors is through the front entrance only. Handicapped Accessibility: Coe Hall is handicapped accessible. Hours: Ceremonies and rehearsals are scheduled so as not to interfere with daily museum visitation. Daily tours of Coe Hall are from April 1 and ending on September 30. During the tour season the available rental time to schedule a ceremony is between 8:00 am to 11:30 am or 4:00 pm until 8:00 pm. During the remainder of the year (October 1- March 31) there is flexibility but access to Coe Hall will be no earlier than 8:00 am. A rental period is typically four hours. The Wedding Party and vendors are allowed inside Coe Hall during the rental period only. Doors open to your guests ½ hour before the ceremony & guests must exit Coe Hall ½ hour after the ceremony ends. Everyone is expected to exit the park by the end of the rental period. Any guests entering the park before the
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rental period will be charged a parking fee of $6 per vehicle, when applicable. Insurance: Any company providing the Wedding Party with an additional service such as photography, valet parking, floral and decoration services and the like must be approved in writing by the Foundation, and provide certificates of insurance for $ 2,000,000 combined public liability for personal injury and property damage naming Planting Fields Foundation and New York State Office of Parks, Recreation & Historic Preservation and their employees and trustees as additional insured. This must be received no later than one week prior to the ceremony. Limousines: The maximum length permitted for a limousine is 10passenger or a maximum of 28 feet in length. Limousines larger than 28 feet, specifically super stretch SUVs and all vehicles 30 feet or longer, are not permitted in the motorcourt and driveway leading to Coe Hall. Music: Because the Great Hall has limited electric capacity we do not allow amplification of any kind. The Great Hall has very good acoustics. Up to 5 musicians are allowed on the balcony. Parking: For emergency access purposes, no cars, limousines or trucks are allowed to remain in the motor court or on roads- they must park in designated parking lots. NO parking on lawns or gardens. Handicapped parking available behind Coe Hall. Cars and limousines are permitted to drop off guests at the entrance to Coe Hall. Park Rules: Events must uphold the posted park rules regarding alcohol, dogs, ball playing, etc. Planting Fields is a New York State park. Members of the public who want to use the park but don’t wish to participate in your event cannot be barred from the park. Please be aware of the possibility of scheduled events occurring during the designated rental period on park grounds. Photography/ filming: Is limited to the Great Hall. In general, all couples who wish to take wedding photos at Planting Fields must obtain a wedding photo permit for a fee by calling the park office: 516-922-8620. For rules regarding outdoor photography contact the park office. Rehearsals: You are permitted to schedule a one hour rehearsal by calling the Foundation office in advance. Reservations: Total fees must be paid and the license agreement signed to book a date. Reservations are on a first come basis. Holds on dates without signing of license agreement and payment are not allowed. Security/Staff: Two Planting Fields’ staffers will be in charge of the site only. For the protection of the park and Coe Hall, we may require you to hire additional Planting Fields staff at an hourly rate. Planting
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Fields staff are not responsible for receiving, handling or safeguarding deliveries or for coordinating or assisting the wedding ceremony or party. Signage: Event signage must be approved by New York State Office of Parks, Recreation and Historic Preservation and Planting Fields Foundation before the event. Wedding receptions are not permitted. Coe Hall is a unique and graciously beautiful mansion representative of Long Island’s elegant Gold Coast era. Our mission is to preserve this historic house museum for future generations. Coe Hall does not have a dressing room. We recommend preparing in advance before arriving for your ceremony. Throwing rice, birdseed, confetti and other items is prohibited. No bubbles, animals or balloons. No decoration of any kind on the exterior of Coe Hall and its entry. No food or beverages are permitted inside Coe Hall or surrounding areas. Flames, candles, incense, etc. are prohibited except for Unity Candle lighting during the ceremony. Upon completion of the wedding ceremony, the area shall be returned to the condition in which the Wedding Party lessees found it. Participants may not wander beyond stanchions in historic rooms or enter into areas not open to the public at any time before, during or after the ceremony. Please be aware that at anytime conservation or restoration projects may alter the appearance of the interior or exterior of Coe Hall. EVERYONE must follow the instructions of Planting Fields personnel.
Signed license agreements will be received and are subject to final approval by Planting Fields Foundation and Planting Fields Arboretum State Historic Park. Events at Planting Fields must be screened in order not to conflict with other Planting Fields events. When signing the License Agreement for Wedding Ceremonies in the Great Hall, Coe Hall, the Wedding Party acknowledges that all Planting Fields requirements and regulations have been read and agreed to.
Reservations are confirmed by payment in full. Holds on dates without payment are not allowed.
11-Feb-09