Venue Assignment

Jim Stone

Riali Goddard

Jessica Anderson

October 15, 2014

BEMP-5001

Venue Assignment Part 1: Site Option Attended

Destination One: Toronto Botanical Gardens, 777 Laurence Ave E., Toronto, Ontario

Toronto Music Gardens, 479 Queens Quay West, Toronto, Ontario

Brief Description: The Toronto Botanical Gardens is a venue located in mid-town

Toronto. As well as multiple reception spaces and terraces it is surrounded by more

gardens, the Edwards Garden and a Learning Garden geared towards children. When seen

it is hard to believe that Toronto has such a beautiful place open to the public. We are

looking to rent the Garden Hall and Courtyard (1300 for the day) and added the

Westview Terrace (1000 for the day) for more outdoor space.

Advantages Disadvantages Seats 80 guests with dance floor

(Garden Hall) Children’s Room with Baby Sitting

during reception Photography changes and license

included with fees Quiet location Plenty of parking available and a

drop off location at front door Low cost venue before add ons Includes basic A/V equipment

(projector screen, A/V cart, podium, microphone) and has exclusive A/V suppliers

Includes tables and chairs (to be seen)

Ceremony and Reception spaces available in one location

Wide selection of exclusive caterers for all types of food

Wheelchair accessible Includes waterfall and bridge

Not a licensed hall (requires Special Occasion Permit)

Corkage fee for those over 19 years old (6$)

Location is not close to the subway, though near a bus stop.

Low ceilings may feel cramped with 80 guests (note ceiling height is not stated in brochure)

Additional permit is required for photography in Edwards Gardens

May be two weddings at once There is an exclusive rental

equipment provider to be used, Chair-man Mills.

2

Rationale:

We knew our couple wanted an outdoor wedding but we wanted to be practical. With

an outdoor wedding there are many more factors to take into consideration. With the

Music Gardens we would have to switch venues after the ceremony and would not have

an easy back up plan in the case of bad weather. We also did not have a guarantee that the

construction surrounding the garden would be completed by 2016.

We decided on the Toronto Botanical Gardens because it covered all these possible set

backs. Although out of the way from a TTC commuter’s point of view, it is an easy drive.

There is plenty of parking for the 80 guests we will be expecting. We believe the

locations quiet atmosphere (you cannot hear any traffic) and same spot ceremony and

reception make up for the commute. We also felt there would be a better support staff at

this location. TBG has Event Suppliers lists that cover the majority of the outside

concerns. This gives us a sense of comfort knowing that everyone involved will be

familiar with the venue. We do fear this could pigeon hold us but we will be cautious of

it.

Site Assessment at Toronto Botanical Gardens:

On Tuesday October 7th, 2014 we took a trip (by TTC and car) to assess the, Toronto

Botanical Gardens, which consists of, Edwards Gardens and Teaching Gardens. We were

unable to receive a guided tour on the day of our visit. The Botanical Garden hours are 9

am – 3 pm weekdays, which did not work well with our current schedules. The event

coordinators are currently waiting to hear back about attending a tour and site inspection

next Tuesday, October 21st. Our contact, Katie Pfisterer, has been very helpful answering

3

questions and we believe she or one of her coworkers will reply soon. We believe

working with her would help the event plan move smoothly.

We imagine that the Toronto Botanical Gardens is the most appropriate venue option,

because it can hold both the wedding ceremony and reception. The gardens also provide

beautiful scenery for photographs that can all be held at one location. It seamlessly allows

the celebration to be held both indoors and out. Although the Music Gardens does fit the

music element of the theme better, we do not think the lack of music related artwork

installations would be a problem once décor is arranged. It also allows our couple to have

more guests at their ceremony, fitting better with their theme of bringing their families

together.

Site Inspection Checklist

Factor Your Rating ✓1 2 3 4 5 Comments

4

Location from public transportation?☐ ☐ ☐ ☐

The venue is a 5-minute walk away from the bus stop that takes 20 minutes to get to Eglington Subway Station. Driving takes around 15 minutes.

Can the venue hold more then 100 people? Yes✓ No__

The Westview Terrace can hold 175 seated during a ceremony. 175 during cocktail events.

Is there a sufficient amount of parking space? ☐ ☐ ☐ ☐ There are 2 parking lots with over 100 spaces where people

are able to park. There is also a drop off zone at the doors.

Does the venue have a liquor license?

Yes _No✓ The venue is not licensed to serve alcohol but you are allowed to bring in your own alcohol as long as you have a Special Occasion Permit. $6.00 per person corkage fee if they are over the age of 19.

Does the venue supply it’s own AV Equipment? Yes _No✓

The venue rental fee includes the use of BASIC AV equipment (projector screen, microphone, AV cart and podium).

Does the venue supply it’s own caterers?

Yes✓ No__

The venue does have it’s own exclusive list of caterers that do they do recommend and have already done previous events at this particular venue. Beneficial because they can also provide us with information about the equipment that is required and amount of power needed to do such tasks.

Is there a space that can be used in case of unexpected weather conditions? (Ex. Rain) Yes✓ No__

There is a hall across from the Westview Terrace called the Floral Hall, which is $3,100 on Saturdays, and can fit 200 people. There is also Garden hall attached to Westview Terrace that costs $1,300 on Saturdays and can seat 80 people and stand 120 people.

Is the location wheelchair accessible?

Yes✓ No__

There are minimal stairs which are only located on the paths throughout the Edwards Gardens. Inside and near the venue it is all flat surfaces where it is wheelchair accessible. Both the Garden and Floral Halls are wheelchair accessible.

Are there accessible bathrooms inside and outside of the venue?

Yes✓ No__

There are both women’s and men’s washrooms near the Westview Terrace inside of the venue. There are 2 different locations inside where people can go to use the washroom. Washrooms are checked and stocked every half hour throughout the event. There are also portapotties on the grounds of the gardens outside the main area incase guests are venturing the grounds.

Do the Edwards Gardens and Learning Gardens need separate permits for photography?

Yes✓ No__The Edwards Garden does need a separate permit from the city. We are waiting to hear about the Learning Gardens.

Is there a bridal suite or similar area?Yes✓ No__

Use of a studio area on the second floor will be provided.

5

Note: Included in this package is a business card from the Toronto Botanical Gardens. We did not meet with this person but see it as proof we did go to the venue. Our contact is Katie Pfisterer and can be reached at rentalsales@torontobotanicalgarden.ca or 416-397-1349.

Venue Assignment Part 2: Unattended Venue Option

Destination Two: Toronto Music Gardens, 475 Queens Quay West, on the waterfront

between Bathurst Street and Spadina.

Brief Description: The event coordinator second venue choice is the Toronto Music

Gardens. The Music Gardens relates to the theme An Omaggio of Harmonic Cadence and

the coming together of two people, which is represented in the garden through the

combination of nature and music.

The Music Gardens is a breathtaking garden that and the landscape is designed to

reflect Bach’s Suite No. 1 in G Major for unaccompanied cello, BWV 1007

(Harbourfroncenter.com, 2012). Renowned cellist Yo Yo Ma and landscape designer

Julie Moir Messervy came together and used each other’s knowledge to create the Music

Gardens.

The Music Gardens was designed to correspond with each different section in

Bach’s Suite No. 1 in G Major for unaccompanied cello, BWV 1007. There are six

different sections of the garden, The Prelude, The Sarabande, The Allemande, The

Minuets, The Courante and The Gigue. Each of the six sections resembles a part of

Bach’s musical piece, and is designed to demonstrate music through nature.

6

The Toronto Music Gardens is opened to the public. In order to have social gatherings in

the park such as a wedding, the event coordinators will have to receive a park permit

issued by the city of Toronto.

Advantages DisadvantagesThe venue relates well with the Colin and Adelaide’s vision for their wedding and musical theme.

There is ongoing construction happening around the Music Gardens, which is disrupting the TTC transportation.

Photography and video recording is permitted at the gardens without having to pay a fee.

The Music Gardens does not reside close enough to a location that can be used to as back up plan incase of unforeseen weather conditions.

The Music Gardens are wheelchair accessible.

The park is open to the public and there could be possible disruptions during the ceremony and reception.

The price point is cheaper at 159.14 an hour.

It can be a stand up only service/ceremony in exceptions for those with disabilities and those in wheelchairs.

There is 300 plus parking spots near the Music Gardens on Spadina.

There is no place to have a reception, as there can be no tent rentals on the property. A separate reception area would have to be found.

Only 20 people are aloud to attend the ceremony.There is no electricity available during the ceremony.

Toronto Botanical Gardens

7

Toronto Botanical Gardens Venue Options

8

Toronto Music Garden

9

10

11