Private Events Guidelines

• A date can be placed on courtesy hold for two weeks. If another client wants to contract the same venue on the same date, the first client on hold will be given two days to request a contract and pay a deposit to exclusively reserve the date. Otherwise, the date will be forfeited to the second client.
• To hold a date exclusively, 50% of the rental amount will be deposited and a signed contract will be due to the HOF within five (5) days of receipt of the deposit. A credit card number is required to guarantee the event when the client pays by cash or check.

A deposit of 50% of the total amount and a signed contract are due within five business days of receiving the contract. The remaining 50% is due 30 days prior to the event.

Any additional charges are due 30 days prior to the event. Any adjustments will be invoiced following the event and any additional payments are due within 30 days of the invoice.

Cancellation of an event will result in the forfeiture of 10% of the contracted amount.

A walk-through with all involved parties (Client plus vendors) is required at least three weeks in advance of the event.

Any changes to the original plan are due to the HOF by no later than three (3) business days prior to the event.

Except for events held in the Oakland Bell Tower, all Oakland events are scheduled outside and should include plans for inclement weather. No refunds are made for events because of weather conditions.

In the event that a tent is needed for your event, you must notify HOF at least two (2) months in advance.

Tents may NOT be secured using any stakes or secured to any existing structures on the grounds without written approval from HOF.

Set up and breakdown times for all tents must be approved by HOF one (1) month prior to the event and are considered part of the normal set-up/tear-down times.

HOF offers free, non-secured parking spaces for events, both inside Oakland Cemetery and in a small lot adjacent to the main gate on a space-available basis.

Driving and parking on the grounds is permitted for passenger vehicles on a limited basis.

On-site parking should be reserved for lessees, guests with mobility issues, and approved vendors.

Prior arrangement is required for any vehicle left on-site overnight.

All vehicles must remain on the designated roadway areas.

Stopped or parked vehicles must not block the roadway.

General security officers will be on duty from setup through breakdown. These general security costs are included in the rental fee.

The HOF reserves the right to require and schedule the services of off-duty police officers. Officers are required for events with expected attendance of 150 or more and/or where there is amplified music. The Lessee is responsible for paying for these additional security needs.

For any student event, one (1) chaperone for every 20 students is required. Chaperone(s) must be over 21 years of age, and must be the teachers, parents, or administrative personnel from the school of attending students.

Oakland Cemetery is an important cultural and historic site and is listed on the National Register of Historic Places. Therefore, the protection of the grounds, gardens, monuments, hardscapes, and artifacts is of the utmost priority. The Lessee is responsible for all decorations and special effects for the event within the following guidelines:

Unless specifically approved by the HOF, all decorations and signs must be freestanding and cannot be hung on the walls of any buildings or on monuments.

Per City of Atlanta Park Rules and Guidelines, there are no open flames permitted.

Pyrotechnics, confetti cannons, artificial petals or rice are not permitted.

Unless specifically approved by the HOF, items cannot block any points of access on the grounds, including but not limited to: paths, roadways, ramps, doorways, emergency exits, or gates.

Unless prearranged, all items must be removed from the premises immediately following the event.

Touch-up painting of decor items is not permitted on the property. The building of decor items onsite must be pre-approved.

A $500 fee will be charged for failure to comply with guidelines or any incident which requires additional cleaning or damage to the grounds or facilities.

HOF is not obligated to display or distribute any materials relating to a rental event or to publicize the event in any of the HOF’s printed or online materials.

The HOF logo may not be used on materials relating to any rental event without prior approval from the Foundation.

There is a City of Atlanta Noise ordinance 10:00 p.m. curfew for outdoor music. The Lessee must abide by HOF Staff’s request for the volume of the music to be adjusted to meet the noise ordinance curfew.

Photography in any public spaces with the cemetery will be available unless such space is rented by another Client.

Rentals must be delivered the day of the event and picked up immediately following the event unless other arrangements have been pre-approved. Please schedule all deliveries and pickups through the Private Events Coordinator.

We require that at least one portable toilet be reserved for parties of 100 or more, as our in-house bathrooms cannot accommodate a lot of traffic. We will book the portalet for an overall fee of $100 per standard unit. Also, we will require an additional portalet for each additional 100 guests.

The Client may retain a Vendor from the Foundation’s list of approved Vendors. The Foundation must approve Vendors not on its approved list. All vendors must provide:

Proof of workmen’s compensation and liability insurance for their employees.

Business License.

For caterers: certification by the Health Department.

Certificate of Liability insurance with the Foundation named as additionally insured.

All vendors should promptly report any issue they encounter with our venue or our staff so that we may address the issue and better meet the satisfaction level expected by clients and vendors.

Vendors and/or clients will be notified about costs for any unusual cleaning requirements or damage should any such damage occur.

Load in can occur during specified agreed upon time and location.

All catering staff should park in a previously designated area.

Caterers are responsible for unloading, setting up, and reloading their goods.

Caterers must check with the Foundation Private Events Coordinator upon arrival and check out with the Coordinator before leaving.

Breakdown must occur immediately after the event. This includes the removal of all trash, used dishware and other perishables from the premises.

Caterers must provide their own trash receptacles and garbage bags. All trash must be taken off site. The Foundation does not have an on-site dumpster for catering use.

No kitchen is available for outdoor events. A small kitchen is available for events held in the Foundation’s Conference Room or on the porch of the Bell Tower.

Caterers must provide a fire extinguisher for each table with flame-producing units.

The Foundation does not have outside lighting. It is the responsibility of the caterer to bring the necessary equipment to provide adequate lighting for its staff during outside events.

All ice must be disposed of properly. Ice cannot be disposed of on lawns or in flower beds.

HOF reserves the right to determine which areas may be used for events and food and drink service, and where such services may be set up.

Setup and breakdown time is included in the total rental timeframe.

Food and beverage service should conclude no later than 10:30 p.m.

Evening events must end no later than 11:00 p.m.

Breakdown of events must be completed no later than midnight.

• All parties involved, including lessee, guests, and vendors must exit the cemetery by this time.
• Vendors must complete all required cleaning, waste removal, and equipment load out, and receive authorization from HOF staff prior to leaving the grounds.
• Any additional time on site after midnight will incur a minimum penalty fee of $350.

Arrangements for additional set-up time can be made prior to the event.

• Additional time is $100 per hour. Additional time must be authorized and paid in full at least two weeks prior to the event.

Events that exceed their event rental period will be charged a penalty fee of $350.

• If overage time exceeds one hour, the additional time will be rated at $350 per hour.

All event areas must be returned to the manner in which it was found. All areas accessed by guests and vendors must be cleaned and left in a neat and orderly fashion. This includes the removal of all waste and recycling from the grounds.

HOF strongly encourages all events to use recyclable materials, this includes an emphasis for all guests and vendors to observe sustainable practices and properly sort and dispose of all waste.

Lessee bears the responsibility for all costs incurred as a result of damage or failure to observe guidelines during an event.

No events will be approved on Thanksgiving Day, Christmas Eve, Christmas Day, or New Year’s Day.

Student events must be school-sponsored and must provide appropriate chaperones.

Lessee must abide by City of Atlanta guidelines for parks, which allow alcoholic beverages only with prior authorization from HOF.

Alcohol may only be consumed within the designated event area(s).

Guests are not permitted to open carry on the cemetery grounds anywhere outside of the designated event space.

Guests must provide a licensed and insured bartender for any event serving alcohol.

A date can be placed on courtesy hold for two weeks. If another client requests to contract the same venue on the same date, the first client on hold will be notified and given two days to request a contract and pay a deposit to exclusively reserve the date. Otherwise, the date will be forfeited to the second client.

To hold a date exclusively requires a 50% base rental fee and a signed HISTORIC OAKLAND FOUNDATION PRIVATE EVENT RENTAL AGREEMENT, due to HOF within fourteen (14) days of receipt of the deposit.

A credit card number is required to guarantee the event if the Lessee chooses to pay by cash or cheque.

A 50% deposit of the base rental fee is due within two (2) weeks of completion of the online Rental Agreement.

Full payment of rental fee plus is due (30) days prior to the event.

• Any additional fees are also due thirty (30) days prior to the event.

There is a $500 fee for any unusual cleaning requirements or damage to the facilities. If the cost for cleaning or repair exceeds $500, Lesse will be held financially responsible for all additional fees incurred.

Any adjustments or additional costs incurred during the event will be invoiced following the event.

• All additional payments are due within thirty (30) days of invoice.

A walk-through with all involved parties (including Lessee, caterer, and any applicable vendors) is required at least three (3) weeks in advance of the event.

A final schedule or run-of-show for the event must be submitted at least three (3) weeks in advance of the event.

Any changes to the original plan are due to the HOF no later than three (3) business days prior to the event.

Except for events held in the Oakland Bell Tower, all Oakland events are scheduled outside and should include alternate plans for inclement weather. No refunds are made for events because of weather conditions.

A Rain Plan is required for all outdoor events. This plan must be submitted to and approved by HOF by the final Walkthrough, no later than three weeks prior to the event. If the Rain Plan is to be executed, HOF must be notified at least three business days prior to the event.

The HOF has approved vendors for setting up tents on Oakland Cemetery grounds. Vendors not on the approved list must submit a copy of their business license and proof of liability insurance. The Client is responsible for securing a tenting permit from the City of Atlanta and providing the HOF with a copy of the permit in advance. Set up and break down times for a tent must be approved by Oakland one month prior to your event and are to be considered outside the normal set up/tear down times.

The HOF offers 50 free non-secured parking spaces for events, both inside the Oakland gates and in a small lot adjacent to the entrance to Oakland. It is recommended that security be provided for the lot outside the gates. This can be arranged as part of your contract with Oakland. In no case is the City of Atlanta or the HOF responsible for automobile security.

General security officers will be on duty from setup through breakdown. These general security costs are included with the rental fee.

The HOF reserves the right to require and schedule the services of off-duty police officers. Officers will be required for events where over 200 people are in attendance and/or where there is amplified music. The Client is responsible for paying for these additional security needs.

For any student event, one (1) chaperone for every 25 students attending is required. The chaperone(s) must be adults over 21 years of age, and must be the teachers, parents, or administrative personnel from the school of attending students.

Because we are a Nationally Registered Historic Area, we must put the protection of our grounds and artifacts first to allow for the enjoyment of future generations. The Client is responsible for all decorations and special effects for the event within the following guidelines:

Unless specifically approved by the HOF, all decorations and signs must be freestanding and cannot be hung on the walls of any buildings or on monuments.

Flames must be contained. The flame must be below the top of the glass container.

Pyrotechnics, confetti cannons, or rice are not permitted.

Unless specifically approved by the HOF, items cannot block any streets or paths.

Unless prearranged, all items must be removed from the premises immediately following the event.

Touch-up painting of decor items is not permitted on the property. Building of decor items onsite must be pre-approved.

The HOF is not obligated to display or distribute any materials relating to a rental event, or to publicize the event in any of the HOF’s printed or online materials.

The HOF logo may not be used on materials relating to any rental event without prior approval from the Foundation.

There is a City of Atlanta Noise ordinance curfew for outdoor music. A police officer must be hired for any event with amplified music. The Client must abide by the private event manager’s and police officer’s request for the volume of the music to be adjusted to meet the noise ordinance curfew.

Photography in any public spaces within the cemetery will be available unless such space is rented by another Client.

Rentals must be delivered the day of the event and picked up immediately following the event unless other arrangements have been pre-approved.

All deliveries and pickups must be authorized by HOF.

Prior authorization is required for the use of any HOF equipment included in rental packages.

HOF staff will assist with the set-up and breakdown of all HOF equipment.

HOF staff hold no responsibility for rental equipment provided by vendors.

One (1) golf cart may be rented from HOF for $300. This fee includes one (1) HOF staff to operate the cart.

The golf cart priority is transporting your guests with mobility issues, and transportation for event organizers or wedding parties to the ceremony site.

Due to Mother Nature, we cannot guarantee the condition of the grass and plants.

No flares or sparklers of any kind. Open flames are not permitted on-site.

Guests may not sit, stand, climb, or otherwise bear weight on any monuments, headstones, or retaining walls. Proper care and respect should be observed at all times.

Guests are permitted access to HOF Visitor Center restrooms during regular hours of operation.

Outdoor events which occur outside regular Visitor’s Center operating hours require the rental of one (1) portable restroom per every 75 guests.

HOF requires at least one portable toilet to be rented for outdoor events of 75 guests or more.

Portable toilet rentals must be arranged and paid for by the Lessee.

Services and locations for units must be approved by HOF in advance.

HOF staff will be present to ensure the smooth and safe operation of the building and grounds. During rentals, their duties are as follows:

• Responsible for providing access to agreed upon spaces on the grounds and overseeing set up. This does not include any floral or catering responsibilities or setting up rented tables and chairs for rental events.
• Monitor the grounds and facilities during the event and attempt to remedy any problems concerning the facility or equipment.
• HOF Staff will not assist vendors with dishwashing, loading goods, removing linens, trash and recycling removal, or breaking down furniture and equipment.
• HOF Staff will direct guests and protect the cemetery buildings and grounds.
• Lessee and their guest must abide by all HOF staff directions.
• HOF staff will inform the Lessee if they see that a guest needs assistance or any other situations which require immediate action.

The Lessee may retain a Vendor from the HOF Approved Vendor List.

There is a $500 fee for retaining any caterer outside of our Approved Vendor List.

• Lessee must obtain authorization for retaining outside vendors from HOF.
• HOF reserves the right to refuse any vendor.

Catering services must provide:

• Proof of workers’ compensation for their employees.
• Business License & Certification by the Health Department.
• Certificate of Liability insurance in the amount of $1 million with Historic Oakland Foundation named as additionally insured
• Automotive Liability insurance of $1 million
• Signed HOF Vendor Guidelines

All vendors should promptly report any issue they encounter with our staff so that we may address the issue and better meet the satisfaction level expected by clients and vendors.

All vendors must check-in with designated HOF Staff upon arrival.

All vendors must complete a final walkthrough with designated HOF Staff before departing the grounds.

Load-in must occur within the times and locations authorized by HOF staff.

Lessees must submit a contact list for all vendors 30 days prior to the event, including the name and telephone number for each vendor.

All vendors should be provided with the address and proper directions for all on-site deliveries by the lessee.

Address:

Oakland Cemetery

248 Oakland Avenue SE
Atlanta, Ga 30312