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Corporate and Service Organization EventsProcedures | Cancellations | Maximum Guests | Catering | Rental Periods | Operating Times | Alcoholic Beverage | Dancing and Music | Rental Rates | Equipment Included | Tents | Insurance | Miscellanreous
ProceduresThe reservation process consists of three easy steps: 1. If the date you request is available, you will be given a reservation form to complete. 2. Once we receive your reservation form, we will send you a user agreement in the mail. You have 30 days from the date on the user agreement to return it to us with your signature and a deposit of at least 50% of your total rental fees. 3. The final payment is due 30 calendar days before your event. Please Note - If several clients request the same space for the same time and date, the client who made the first request will be given 24 business hours to sign and return their contracts with a 505 deposit or the space will be given to the client who placed the next request. CancellationsAll payments are non-refundable. This includes your deposit and all subsequent payments. Maximum Number of GuestsThe number of persons attending a function is restricted to the size of the reserved facility. This is done in an effort to preserve the elegant furnishings of the facility, to accommodate the interests of the surrounding neighborhood, and to provide for the safety of your guests. Phipps Mansion125 person maximum total guest count - it is NOT possible to have a higher guest count with the assumptions that guests will "come and go" during the course of the event. Seating Capacity:
Phipps Tennis PavilionDue to the acoustical characteristics of the Tennis Pavilion, we are not able to host meetings on the court level. Meetings on the gallery level are limited to participants.
TABLE LINENS are not provided for board or classroom seating - we can arrange for linen delivery at an additional charge with 24 hours notice. CateringWith the exception of the month of December, you have the option of using either our in-house caterer, Phipps Catering, or any licensed, insured catering firm. In December, the only caterer permitted is Phipps Catering. Each catering firm is required to sign an agreement with the Phipps Conference Center and the University of Denver which outlines the expectations for catering firms while conducting business on the premises. We can provide you with a list of caterers who have already signed this agreement if needed. Rental PeriodsThe rental period is a total of seven and one half hours - five hours of guest time; one and one half hours prior for set up by caterers, florists and other reception preparations; and one hour following the event for caterer and florist clean up. Operating TimesThese are the hours during which we can host events. If you need some flexibility on these times please let us know and we will do our best to accommodate you. Weekdays - Phipps Mansion and Phipps Tennis Pavilion
Weekends - Phipps Mansion and Phipps Tennis Pavillion Saturdays
Sundays Alcoholic BeveragesAlcoholic beverages may be served; however, an employee of your catering service must serve the beverages. Alcoholic beverages cannot be served during the last one half hour of the guest rental time. All alcoholic beverages must be removed from the premises at the end of the event. Dancing and MusicDancing is permitted in the foyer of the Phipps Mansion and on the gallery or court 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. RECEPTION MUSIC (with the exception of string quartets) CANNOT BE PRESENTED IN ANY OUTSIDE LOCATION AT THE CONFERENCE CENTER 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 are forced to require that you receive permission from our offices prior to contracting with your musicians. Rental RatesThe Phipps Conference Center Offices will be pleased to quote building Rental costs at 303-871-3442. Equipment Included in Rental FeePhipps MansionPhipps Tennis PavilionTentsLarge staked tents are not allowed at the Phipps Mansion. 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 that installation and removal can be scheduled during normal business hours at times which do not interfere with other events, there will be no additional charge for that setup time. In the case that installation and removal must take place at times other than normal business hours, there will be additional fees assessed. Tent rental companies other than Butler Tents are permitted to use the permanent anchors. InsuranceThe Lessee shall provide a Certificate of Insurance in the amount of $1,000,000.00 of General Liability Coverage for the contracted date and time naming the University of Denver as Additional Insurer. MiscellaneousThe pianos in the Mansion and Tennis Pavilion can not be moved. The use of fireworks is illegal in Denver County and not allowed on the Phipps Estate. The Phipps Mansion and Phipps Tennis Pavilion are non-smoking facilities. Smoking is permitted in outside areas. Additional charges will be assessed for unusually heavy cleaning or damages following your event. Both the Phipps Mansion and Phipps Tennis Pavilion are decorated in the spirit of the Christmas Season. It will not be possible to remove Christmas decorations during that period of time for individual events. Decorations will be in place during the month of December. The inside 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 day in which there is minimal cloud cover, it is quite possible that the interior temperatures on the court level can become uncomfortable, and it is our recommendation that you only plan to utilize the inside court level as backup to the outside in the case of inclement weather during warm weather months. The living room and gallery levels of the Tennis Pavilion can accommodate small meetings with audiovisual needs year round. Due to the value of the furnishings of the Estate as well as the delicate nature of landscaping, it is imperative that parents take the responsibility for the continuous supervision of their children. The awnings at the Phipps Estate are installed on May 15th and removed on October 15th, although the specific date may vary slightly due to weather conditions and sub-contractor schedules - please check with our office for specific dates. The formal garden areas between the Phipps Mansion and Tennis Pavilion are for the enjoyment of all Estate guests but not specifically 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. Person or persons responsible shall and does hereby indemnify and save harmless the University of Denver (Colorado Seminary) from and against any claim, loss, damage, suit, or judgment arising our to 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.
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Copyright © 2004. Lawrence C. Phipps Memorial Conference Center: 3400 Belcaro Drive, Denver, CO 80209 |
