Event Policies and Procedures

Frequently Asked Questions

• Are there minimums to host an event at Longwood Gardens?

  
  

  Yes, there are applicable facility rental fees and minimums based on season and availability. Please inquire for more information on minimums.

  
  

• What’s included with my facility rental?

  
  

  Events at Longwood include admission for your guests to the Gardens, standard audiovisual technology, standard furnishings, coat check (season permitting), and guest parking. Available enhancements include specialty linens and rental furniture, enhanced lighting options and upgraded audiovisual technologies, private tours and expert presentations, extended rental time, access to Illuminated Fountain Performance, reserved seating during Illuminated Fountain Performance, shuttle buses, and valet parking.

  
  

• Can I bring in my own caterer?

  
  

  Longwood Gardens has partnered exclusively with Restaurant Associates. No outside food or beverage is permitted.

  
  

• Are there any limitations on décor?

  
  

  Yes, due to Longwood Gardens’ commitment to protecting and prioritizing the care of our plant collections, gardens, and architecture, there are some limitations. Select floral materials (such as boxwood and chrysanthemums), props, and decorations, including balloons, confetti and glitter, are not permitted anywhere at Longwood Gardens.

  
  

• May I hang banners or signage at my event?

  
  

  Hanging and attaching banners or signage to walls, ceilings, or other property is not permitted without special permission.

  
  

• Can I hire my own vendors?

  
  

  All external vendors must be pre-approved by Longwood Gardens. No external caterers are permitted. All vendors must provide Certificate of General Liability Insurance.

  
  

• Are there options for experiences to add onto our team retreat or meeting?

  
  

  Yes, there are plenty of opportunities to add unique experiences onto your corporate event, including walking tours of the Gardens, historian and expert lectures, hands-on activities, and much more. Please inquire for recommendations and pricing.

  
  

• What audiovisual or production equipment is available for my event?

  
  

  Included with your facility rental is access to Longwood Gardens’ audiovisual and production equipment, including the ability to conduct a virtual meeting and full-service conference capabilities. Please discuss specific event needs with us for expanded options.

  
  

• Is personal insurance required?

  
  

  Yes, all events are required to have General Liability Insurance. Corporate and non-profit events are required to provide General Liability Insurance with Longwood Gardens, Inc. listed as an additional insured with minimum limits of $1,000,000.00. Wedding receptions and social events will have General Liability Insurance included in the facility rental fee on behalf of Longwood Gardens.

  
  

• Is a wedding planner required for my wedding reception?

  
  

  To ensure your special day runs smoothly, a full-service wedding planner is required. We’re happy to share a list of recommended professionals. Please note that “day-of” planners are not permitted.

  
  

• Can I have my ceremony on-site?

  
  

  No, wedding ceremonies and religious ceremonies are not permitted at the Gardens.

  
  

• Can we take photos in the Gardens prior to my event?

  
  

  Yes, you are welcome to utilize the outdoor gardens for photos up to one hour prior to your event start time. You will be escorted by a staff member. Indoor photography may be confirmed 60 days from your event date based on the seasonal displays and availability. We would recommend scheduling a site visit with your photographer to determine locations for photos in advance.

  
  

• How can I book my event?

  
  

  Complete our request form to begin the process. Once the details are confirmed, a signed contract and deposit equivalent to 50% of the facility rental fee are due to reserve the space. Within 30 days of signing the Facility Rental Contract, your signed Catering Contract and deposit equivalent to 50% of the estimated catering minimum are due.

  
  

• When is my final guest count due?

  
  

  Your final guest count and entrée counts are due ten business days prior to your event date along with your final balance.

  
  

• Is smoking or vaping permitted on property?

  
  

  To protect the health and well-being of our guests, staff, and plants, Longwood Gardens is a smoke-free environment. Smoking, e-cigarettes, vaping and any illegal substance are prohibited in our Gardens.

  
  

• How late can my event run?

  
  

  No amplified sound is permitted outdoors past 10:00 pm. All events must end by 11:00 pm due to local ordinances. 

  
  

• Are the Gardens accessible?

  
  

  At Longwood Gardens, we welcome everyone to enjoy the beauty of our Gardens. While the Fountain Room and Conservatory are accessible, the Fountain Room is a 5-10 minute walk from the Visitor Center. However, complimentary wheelchairs and electric scooters are available to use on a first-come, first-served basis. In addition, guests are encouraged to bring their own mobility device. Learn more about accessible options.

  
  

• Many of my guests are not local. How close is Longwood Gardens to the nearest airport?

  
  

  Philadelphia International Airport is roughly 30 miles from Longwood Gardens. Our property is located on Baltimore Pike/ Route 1, which is a direct route to I-95 and the airport. Please inquire for a list of recommended accommodations and transportation for out-of-town guests.