Weddings & Special Events

Spe­cial Event FAQs

Here are answers to gen­eral ques­tions about spe­cial events at The Polasek.

1. How much does it cost to rent the museum?   

Please call the museum to con­tact our spe­cial events coor­di­na­tor. Pric­ing is tai­lored to the size and needs of your spe­cial event.

2. How much is the deposit to hold the space? 

When you sign your con­tract, a fifty per­cent deposit is due.  Deposits are paid to The Polasek. Your date will not be reserved with­out a con­tract and deposit.  Final pay­ment will be due 30 days prior to event.

3. How many peo­ple can the gar­dens accommodate?

Each site can accom­mo­date var­i­ous num­bers of guests, but gen­er­ally, the gar­dens can accom­mo­date up to 250 guests.

4. Do I need an appoint­ment to see the gardens?

You may view the gar­dens as our guest dur­ing nor­mal museum hours:
Sep­tem­ber 1 – June 30: Tues­day – Sat­ur­day 10:00 am – 4:00 p.m.
and Sun­day 1:00 – 4:00 p.m. 

Admis­sion fees apply to tour the res­i­dence and galleries.

The res­i­dence and gal­leries are closed for the months of July and August; how­ever, guests are still wel­come view the gar­dens Mon­day – Fri­day from 10:00 a.m. – 4:00 pm dur­ing these months.

5. How far in advance do you take reservations?

We book up to one year in advance. Please call for availability.

6. What kind of music may I have at my event?

Acoustic instru­ments and acoustic bands are a wel­come addi­tion to any spe­cial event at the Polasek. How­ever, ampli­fied music of any kind is not per­mit­ted. This includes portable CD play­ers, radios and DJs.

7. If needed, is a rehearsal included in the rental fee?

No. A one hour rehearsal can be arranged based on sched­ule avail­abil­ity at the rate of $150. It must be sched­uled in advance.

8. What hap­pens if it rains on my event day?

The Polasek does not have any indoor backup space.  You may rent a tent for an addi­tional fee or rent an alter­na­tive site in case of rain. The Polasek can­not refund any fees for events that need to be relo­cated in case of rain. Wed­dings of eigh­teen atten­dees or less, includ­ing the bride and groom, may use our indoor chapel for cer­e­monies.  No food or bev­er­age is allowed in the chapel.

9. What time can my func­tion start and what time must it end?

Set up for your spe­cial event may begin as early as 9:00 a.m. the morn­ing of your event. Break­down and cleanup must be com­plete by 9:00 p.m.  All music, bar and food ser­vice must end by 8:00 p.m.

10. Is there park­ing available?

Onsite park­ing spaces will hold 90 cars with valet park­ing. If your event requires addi­tional park­ing space, the valet ser­vice will deter­mine whether park­ing should be on — or off-site. All groups requir­ing park­ing of 25 or more cars must uti­lize a valet ser­vice. All guest cars must be off-site imme­di­ately fol­low­ing the event. Our gates will be locked after the event until the next sched­uled museum oper­at­ing hours.

11.  May I bring in my own food?

No. The museum has a list of pre­ferred licensed cater­ers in var­i­ous price ranges that are famil­iar with our facility.

12.  May I serve alcohol?

Yes. All alco­holic bev­er­ages must be served by one of the pre-approved cater­ers with the proper licens­ing for alco­hol service.

13.  Does the Polasek pro­vide a dress­ing room?

No, but if you need to change you may use the pub­lic rest room off the main gallery.

14.  May I rent chairs, tables or tents?

All chairs, tables, tents, cater­ers etc. must be pro­vided by a ven­dor on our approved list. They are famil­iar with our site and can make your spe­cial event a beau­ti­ful expe­ri­ence for you and your guests. All set-up and break-down must be done by an approved vendor.

15.  May I decorate? 

Dec­o­rat­ing is per­mit­ted in the gar­dens, but noth­ing can be glued, sta­pled or nailed. All dec­o­ra­tions must be free stand­ing. No plants or land­scap­ing can be dis­turbed. All dec­o­ra­tions must be removed imme­di­ately fol­low­ing your event.

16.  May we throw flower petals?

Live rose petals, bio-degradable rice or bub­bles are the only things that may be thrown. But­ter­flies or doves may be released in the gar­dens. Noth­ing may be released or thrown inside the chapel.

17.  Are can­dles allowed?  

Lit can­dles are allowed in the gar­den only.

18.  May I come early for photography?  

If your event is booked here, you may take pho­tos any time dur­ing your rental hours.

19.  May I have my for­mal pho­tog­ra­phy ses­sion in the gardens?

Yes. If you will require addi­tional time for pho­tog­ra­phy other than your rental hours, you must sched­ule an appoint­ment at the rate of $150 per hour. 

The Polasek staff have hand selected a group of pre­ferred ven­dors to help make your spe­cial day unfor­get­table. The fol­low­ing ven­dors are famil­iar with the Polasek gar­dens, are well estab­lished and acknowl­edged for their qual­ity of ser­vice and atten­tion to detail. An event coor­di­na­tor is rec­om­mended for all events.

Spe­cial Event Coordinating:

Spe­cial Event Solu­tions (407) 691‑5100
www.specialeventsolutions.com

Cater­ing:

Arthur’s Cater­ing
(407) 331‑1993
www.arthurscatering.com

Bagel King
(407) 657‑6266

Chef Scott’s Cre­ative Cater­ing Inc.
(407) 468‑9570 fax: (407) 322‑7076

Clas­sic Cre­ations
(407) 628‑4491
www.classiccreationscatering.com

Cre­ations by Chef Aaron
(407) 328‑4242
www.Creationsbychefaaron.com

Cuisiniers
(407) 975‑8763
www.cuisinierscater.com

John Michael Wed­dings & Spe­cial Events
(407) 894‑6671
www.johnmichaelevents.com

Puff ‘n Stuff
(407) 629‑7833
www.puffnstuff.com

Tim Web­ber, The Coor­di­na­tor, Inc.
(407) 649‑9190
www.thecoordinatorinc.com

Music:

Harpist Chris­tine MacPhail
(407) 239‑1330
www.orlandoharpist.com
 

Strings and Things, Nancy Blue
(407) 295‑4785

Valet Service:

One Way Valet
(407) 897‑7172

Tents, Chairs, Tables, Linens, Lighting:

Kirby Rental Ser­vice
(407) 422‑1001
www.kirbytent.com

Nelson’s Tents
(407) 814‑7370
www.nelsonstentsandevents.com

Parker Tents & Events
(407) 854‑6277
www.rentrightnow.com

Renta­land
(407) 851‑7368
www.rentalandparties.com
 

KPS, Inc. (Event Light­ing) 
(352) 217‑0330
www.KALps.com
 

Sug­gested Photography:

Coad Pho­tog­ra­phy
www.coadweddingphotography.com

Mary Hayes Pho­tog­ra­phy
(407) 681‑2911
(407) 227‑7979
www.maryhayesphotography.com