Question 1

May I hold a date and is there a fee for doing so?

Accepted Answer

You may hold a date free of charge for 7 days.

Question 2

What is the security deposit?

Accepted Answer

The security deposit is $1,000 and is fully refundable after the event if there are no contractual violations.

Question 3

Are there any other discounts available?

Accepted Answer

We will periodically offer seasonal discounts and reduced rates for rentals with a short term booking. Inquire with the Events Office for further detail.

Question 4

Is there a waiting list?

Accepted Answer

The Atrium does not have a waiting list. All dates are filled on a first come first serve basis. Please feel free to check back as frequently as you would like for current availability.

Question 5

What are the catering options?

Accepted Answer

We require you to use our in-house Catering Department with either Full Service ($8,000 f&b minimum) or Pass-through Service. We will allow professional Outside Catering for events that are booked less than 4 months from the event date, with an additional fee of $1,000 plus tax. All Outside Catering MUST be pre-approved by the Events Office. No exceptions.

Question 6

What is the maximum capacity?

Accepted Answer

The Atrium has a maximum capacity of 230 guests seated. The capacity includes area for a dance floor, DJ, bar(s), plated dinner service, gift table, place card table, and cake table. The Atrium can also accommodate up to 300 guests with certain set ups. However, the capacity varies depending upon the event set up.

Question 7

What are the available time blocks?

Accepted Answer

We only allow one event per day, so you may choose a time block that will best suit your needs. However, it needs to include all the setup and breakdown, and it may never exceed the area curfew. Sunday – Thursday: Curfew is 11:00pm Friday – Saturday & Sunday (before federal holiday): Curfew is 1:00am

Question 8

Where are ceremonies permitted?

Accepted Answer

Ceremony locations are inside the Atrium, the Atrium Terrace, and any of the three Gazebos on the property. Seating is not permitted at the gazebos, aside from pre-existing benches. No other areas of the gardens are acceptable for ceremonies.

Question 9

What happens in cases of inclement weather?

Accepted Answer

Any activities planned to take place outside would be moved inside The Atrium. There are several options for a back up plan and one would be predetermined prior to the event.

Question 10

Does the atrium allow storage before or after my event?

Accepted Answer

Limited storage is available with the approval of the Events Office.

Question 11

Are there any restrictions on alcohol?

Accepted Answer

All Alcoholic Beverages MUST be arranged with Great Blue Heron Catering. Providing alcohol from outside sources is not permitted. Alcohol is only allowed within the Atrium, and cannot be taken into the Gardens.

Question 12

Are there any restrictions on music?

Accepted Answer

Amplified sound is not permitted outdoors (with the exception of ceremony music).

Question 13

Are candles permitted?

Accepted Answer

Real candles enclosed by votives, globes, hurricanes, lanterns, or similar container are permitted. The flame cannot go above the top of the container, and wax needs to be contained. Ceremonial candles/flames are allowed, and must be approved in advance.

Question 14

Is tenting allowed?

Accepted Answer

Tenting of the Atrium Terrace is only permitted provided the client uses the approved vendor. Inquire with the Events Office for more information.

Question 15

What does "in jurisdiction" and "out of jurisdiction" mean?

Accepted Answer

“In Jurisdiction” refers to clients that reside in NOVA Parks Jurisdictions and are eligible for a discount. Jurisdictions include Counties of Arlington, Fairfax & Loudoun; Cities of Alexandria, Fairfax & Falls Church. “Out of Jurisdiction” refers to clients who reside outside of NOVA Parks Jurisdictions and are not eligible for a discount.

Question 16

Do I need a wedding planner?

Accepted Answer

Events need someone outside of the wedding party to help coordinate the ceremony and all the event details. We highly suggest you have at least a Day-of-Coordinator, or ask a family member or friend to fill that role in the event you do not have a planner. Our Staff is here to help, but we are not able to fill this role for you.

Question 17

What is the cancellation policy?

Accepted Answer

In the event that the Renter cancels the reservation 365 days or more prior to the rental date, the entire deposit is refundable, less a $500 administrative fee. In the event that the Renter cancels the reservation less than 365 days prior to the rental date, all deposits and payments are forfeited with the exception of the security deposit ($1,000).

Question 18

What is included?

Accepted Answer

Your rental includes an 8 hour minimum block of time. Rental times need to include a minimum 1 ½ hour set-up, and minimum 30 minute breakdown for Great Blue Heron Catering and other vendors. Linens are NOT included, and can be added to your Catering Package.

Question 19

What is the booking process? (part 1)

Accepted Answer

After the hold process, you may proceed to contract. At this time, a $500 contracting fee is required to process your booking. This fee is applied towards your total Venue Rental, and is non-refundable.

Question 20

What is the booking process? (part 2)

Accepted Answer

After you receive the contract, half (50%) of the Venue Rental is due with the signed contract to lock in your date. The remainder, plus a refundable security deposit of $1,000, is due 30 days before your event.

The Atrium at Meadowlark Botanical Gardens

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