Bar Mitzvah and Bat Mitzvah Celebrations

Following are the policies and procedures, which govern the use of the Phipps Tennis Pavilion for Bar Mitzvah and Bat Mitzvah celebrations. Although somewhat lengthy, they are designed to facilitate the very best celebration and at the same time protect our unique facilities and our local neighborhood.

Procedures

If the date which you request is available, the date will be held on a tentative basis for a period of three calendar days. If the Reservation Form and initial payment of one half of the total rental fee is not received by 3:00pm on the third calendar day, the date will be released. We regret that we are unable to accept credit card payments; we are pleased to accept personal checks. The balance of the rental fee is due SIX WEEKS PRIOR to your date. Payments made six weeks or less before the event must be in the form of certified funds. Please note that we do not send a reminder notice for the final balance.

Cancellations

All payments are non-refundable. This includes your deposit and all subsequent payments.

Maximum Capacity

The Phipps Tennis Pavilion is restricted to a maximum of 250 persons, which includes infants and children. This is done in an effort to accommodate the interests of the surrounding neighborhood, to insure the safety of your guests, and to protect the physical facilities from damage. Under no circumstances can the Phipps Tennis Pavilion accommodate more than 250 persons. In the event that your guest count exceeds 250, we will not be able to admit the additional guests.

100 persons theater style on gallery level for ceremony.
80 persons on gallery level for seated reception.
250 persons on court level for ceremony or seated reception.
250 persons in outside courtyard for ceremony or seated reception.

Catering

Generally, you may choose the commercial catering firm of your choice. The Phipps Conference Center reserves the right to refuse certain caterers the ability to provide services at our facility and ask that you receive authorization prior to contracting with any given company. By definition, a commercial catering firm is a company whose primary business that of providing off site catering services – restaurants and “drop offs” do not quality. All caterers must provide a current copy of their License to Operate a Food Service Establishment and State Tax License. Caterers will also need to present a Certificate of Insurance which documents general liability ($1 million/occurrence; $2 million aggregate; $100,000 Fire Legal Liability) and workman’s compensation (current statutory limits) insurance coverage and which names the University of Denver as additional insured. It is the caterer’s responsibility to set up serving tables and all guest seating, to return all tables and chairs to their designated storage areas, and to thoroughly clean the areas where food was served and consumed as well as the catering kitchen area. A member of the catering staff must serve all alcoholic beverages.

Guest Behavior

It is the intention of the University of Denver that social events at the Phipps Conference Center should be genteel with guests demonstrating a conservative decorum. A member of the University of Denver’s Campus Safety Division will be present during the celebration to protect the interests of both the host of the event and the University. If you feel that your guests might not comply with that expectation, we would recommend that you not consider our facilities for your reception and allow us to recommend alternate reception sites.

Alcoholic Beverages

Alcoholic beverages, which you supply, may be served to guests who are twenty-one years or older and will be served by a twenty-one year old employee of your catering staff. Under no circumstances will guests under the age of twenty-one be allowed to consume alcoholic beverages. Alcoholic beverages cannot be served during the last half-hour of the guest rental time nor can they be consumed prior to the guest time.

Any alcoholic beverages which you plan to serve must be delivered during the scheduled setup time and removed directly following your reception. We do not have the capacity to store any alcoholic beverages at the Conference Center.

Rental Periods

The rental period for Bar/Bat Mitzvah celebrations is a total of seven hours - four and one half hours guest time for the celebration; one and one half hours prior for set up by caterers, florists, musicians and other reception vendors; and one hour following the reception for vendor clean up and equipment removal.

Operating Times

Saturday - 10:00am - 10:00pm - any four and one half hour period for guest time can be selected.

In the event you choose a four and one half hour period of guest time that would then make the scheduling of another event prior to or following your event possible, the Phipps Conference Center reserves the right to schedule a second event on the same day. It therefore may not be possible to change the specific time or add additional setup/cleanup time after you have submitted your reservation form.

Dancing and Music

Dancing is permitted on the court or gallery of the Phipps Tennis Pavilion. Dance floors are required if dancing is planned on the court level of the Tennis Pavilion. It is not possible to have dancing outside in the courtyard area of the Pavilion or in the formal gardens. MUSIC (with the exception of string quartets) CAN NOT BE PERMITTED OUTSIDE OF THE PHIPPS TENNIS PAVILION DUE TO THE RESIDENTIAL LOCATION OF THE ESTATE. If amplified systems are used inside the facility, speakers must be placed well away from the doorways and windows. Music must be scheduled to end 20 minutes prior to the end of the guest time. So as to insure that the firm with whom you wish to contract for your music has in the past complied with our policies, we require that you receive permission from our offices prior to contracting with your musicians.

Games and Activities

Activities such as casino games must be scheduled to end 20 minutes prior to the end of the guest time.

Tents

Tents are allowed in the courtyard of the Tennis Pavilion. With the assistance of the professionals at Butler Tents we have allowed the placement of permanent tent anchors along the south, east, and west perimeter of the courtyard. The anchors are placed to facilitate the installation of 40’ wide tents and are at locations which are compatible with the tents provided by Butler Tents. Securing a tent at locations other than those of the permanent anchors must be accomplished by using water barrels. The installation and removal of tents takes several hours above and beyond your contracted rental period. If installation and removal cannot be scheduled during your contracted set up and clean up time, there will be additional rental fees assessed. Tent rental companies other than Butler Tents are permitted to use the permanent anchors.

Rental Rates

Equipment Excluded in Rental Fee

250 White Folding Chairs - Outside Use
250 Upholstered Banquet Chairs - Inside Use Only
32 5' Round Tables for Outside Use
32 5' Round Tables for Inside Use
6-6' x 2' Banquet Tables

Fine Print

The piano at the Tennis Pavilion can not be moved.

The use of fireworks is illegal in Denver County and they are not permitted on the Phipps Estate.

Additional charges will be assessed for unusually heavy cleaning or damages following a reception.

The Phipps Tennis Pavilion is a non-smoking facility (smoking outside is permitted).

Helium filled balloons can not be allowed inside the court area of the Tennis Pavilion. This policy has been established so as to protect future clients from balloons, which have become entangled in the trees and ceiling structure of the building. In addition, descending balloons interfere with the security systems in the building.

The Phipps Tennis Pavilion is decorated in the spirit of the Christmas Season. Unless it is the last scheduled event for the season, it will not usually be possible to remove Christmas decorations during that period of time for individual events. Christmas decorations will be in place between late November and the end of December. (top)

CHILDREN - Due to the value of the furnishings of the Estate as well as the delicate nature of landscaping, it is imperative that parents or hosts take the responsibility for the CONTINUOUS supervision of children.

The formal garden areas between the Phipps Mansion and Phipps Tennis Pavilion are for the enjoyment of all Estate guests and are not exclusively included in the rental of either the Mansion or Tennis Pavilion. The Conference Center will do its very best to maintain this area in good order; however, since weather conditions can greatly affect the day-to-day condition of outside garden areas, no guarantee is made either implied or expressed as to the condition of the garden area on any given date.

The court area of the Tennis Pavilion is constructed with a vaulted glass roof, which provides rich natural lighting during daytime events. Due to this construction, it is impossible for us to control light levels during daylight hours. In addition, during the summer months, especially on days in which there is minimal cloud cover, it is quite possible that the interior temperatures on the court level can become uncomfortable. It is our recommendation that you only plan to utilize the inside court level during the summer season as backup to the outside in the case of inclement weather.

The awning at the Pavilion is installed on approximately May 15th and removed on approximately October 15th, the dates may vary slightly year to year depending upon weather conditions and sub-contractor schedules - please check with us for specific dates.

Person or persons responsible shall and does hereby indemnify and save harmless the University of Denver (Colorado Seminary) from and against any and all claim, loss, damage, suit, or judgment arising out of or resulting from the use and occupancy of the Denver University campus, properties, and facilities by the person or by the person's family, guests, or service personnel, including without limitation any property of the University of Denver which may be damaged or stolen.