WEDDINGS

The rest of your life starts here. Create an experience that you and your guests will never forget among our beautiful, Hill Country architecture and native gardens.

The Center is available for weddings every day of the week, 5 p.m. – 1 a.m.

FAQs

What Interior/Exterior spaces are included for evening event venue rentals?

INTERIOR

• Visitors Gallery (ceremony, reception)
• Auditorium (ceremony for inclement weather)
• Classrooms (bridal/groom suite)
• Library (bridal/groom suite)
• Helen Hayes Suite (bridal suite option)
• Little House (kids’ area – child care provider required)
• McDermott Learning Center (an additional $500 rental fee)

EXTERIOR

• Entryway
• Courtyard
• Color Garden
• Theme Gardens
• Cecille’s Arch
• Family Garden – Robb Family Pavilion
• Family Garden – Play Lawn
• Texas Arboretum

Which buildings are not available for rental?

The Store and Administration building are not available.

Which spaces can be used for bridal/groom suites?

There are three spaces that can be utilized for the bridal/groom suites with option to rent for daytime access as early as 8 a.m. (depending on availability). Please be sure to make note of the spaces that will be in use, as well as the time of arrival in the questionnaire document.

Library

Description: large room with windows

• Tables and chairs set in permanent arrangement
• Ideal for floral/décor load-in or bridal/groom suite

Location: behind the Tower, opposite direction to the Courtyard

Access: after 4 p.m.

• Optional daytime rental for 8 a.m. (earliest) access
  • $320 additional fee (discount applied for evening rentals)
  • Depending on availability; inquire within

Restrooms: accessible in the Administration building located across the breezeway pass from Library entrance. Walk past the front desk; just after the water cooler, the men and women’s restrooms are on the left.

Classrooms

Description: private room

Location: downstairs from the Visitors Gallery

Access: after 4 p.m.

• Optional daytime rental for 8 a.m. (earliest) access
  • $320 additional fee (discount applied for evening rentals)
  • Depending on availability; inquire within

Restrooms: at the end of the hall on right

Helen Hayes Suite

Description: cozy and quaint, with long mirror, couch, table and chairs

• Ideal bridal/groom suite

Location: above the Library, accessible by exterior stairs with private entrance.

Access: after 4 p.m.

• Optional daytime rental for 8 a.m. (earliest) access
  • $320 additional fee (discount applied for evening rentals)
  • Depending on availability; inquire within

Restrooms: accessible down hall to the left

Are there rental discounts?

Discounts are only available for non-profit organizations and government entities; inquire within.

Is there a room for kids and babysitter?

Yes, the Little House is an interior space that is located at the far end of the Courtyard. The Little House is set up like a classroom. All children must be accompanied by an adult (18+ years old) at all times. Should there not be an adult in the Little House, the manager on duty will need to remove the children from the building.

Is there a ceremony arbor on site?

There are endless possibilities for staging a ceremony at the Wildflower Center. Check out our Pinterest page for ideas. The most common area is the stone archway in the Courtyard for a larger guest count. Cecile’s Arch is another stone archway that can host a small ceremony (located behind the Visitors Gallery).

What is the arrangement for wedding ceremony rehearsal?

Rehearsals need to be scheduled with the facility rental manager in advance. Rehearsals must take place within a 1-hour time frame during the hours of 9 a.m. to 4 p.m. with the rehearsal ending at 4 p.m.  Please note the venue is open to the public, so people will be on site at the venue; the space will not be private. The Auditorium may be rented during the day for private access, based on availability.

What is the rain plan for a wedding?

Ceremony 

• Auditorium
  • Seating for up to 232 (seats are installed)
  • Sound system
  • Projector
  • Suggested lighting plan through ILIOS Lighting
  • Restrooms

• Visitors Gallery

  • Seating for up to 200 guests (seats not provided)

  • Requires a flip of the space to accommodate reception

Reception

• Visitors Gallery
  • Seating for 120 guests and dance floor inside
  • Large covered awning attached to gallery will accommodate remaining guest count up to 250

What time does the Wildflower Center close to the public?

The Wildflower Center closes at 5 p.m. to the general public. Vendor load in can begin at 4 p.m. for all interior spaces and at 4:30 p.m. for all exterior spaces.

Does the Wildflower Center have an exclusive vendor list that we must choose from?

The Wildflower Center allows you to choose from a wide selection of authorized caterers. Caterers not on our Exclusive Caterer List are allowed upon approval and subject to a $500 surcharge. The catering company must provide proof of insurance and sign a vendor contract agreement. Clients are allowed to bring their own alcohol without any additional expense; all alcohol must be served by a TABC-certified bartender working for the selected catering company.

Can I choose an off-list caterer for my event?

Please see above.

What is the general timeline for weddings and receptions?

Coordinators must submit the final timeline, layout drawings to include rain plan, vendor contacts, and questionnaire to the facility rental department at least one week before commencement date.

3:30 p.m. – Vendors can arrive and proceed to the loading dock through the staff parking lot entrance

• Coordinator must be onsite before or at this time to direct vendors to proper location
• Vendors must remain in their vehicles on La Crosse Avenue until the coordinator is on site to direct

4 p.m. – Earliest time for load-in/setup of interior spaces.

• Specific interior spaces can be rented for daytime rentals between the hours of 8 a.m. – 4 p.m.

4:30 p.m. – Earliest time for load-in/setup of exterior spaces

• Exceptions can be made for early load-in/setup of the Family Garden Play Lawn

6 p.m. – Ceremony start time to allow enough time for event setup before guest arrival time

11:30 p.m. – Music and bar service ends

1 a.m. – Full load-out and breakdown must be finished

• No rental items or event materials can remain on property after event rental end time.
• No additional time can be purchased or added onto an agreement at a later date.

What is the best option for a welcome happy hour and/or rehearsal dinner at a nearby restaurant?

North by Northwest Restaurant and Brewery is located in close distance to the Wildflower Center at 5701 W Slaughter Lane. There are private room rentals available for rehearsal dinners and private parties for 20-50 guests. Also inquire about their 15-person Beerliner Party Bus. Contact: Maddie Miser at 206-240-8544, madelyn@nxnwbrew.com

The famous Salt Lick BBQ in Driftwood (capacity up to 120) and Salt Lick Cellars (capacity up to 100) is located in close distance to Wildflower Center at 18300 Farm to Market Rd. 1826. There are private spaces available for rehearsals and private parties for 100-120 guests. Contact: 512-894-3117, catering@saltlickbbq.com

Can we bring our own alcohol?

Yes, alcohol can be purchased from a distributor. The alcohol can be delivered or brought to the venue. The Wildflower Center cannot be held responsible or accept alcohol deliveries from any vendor. The alcohol MUST be directly handed off to a licensed/insured caterer or bartending service preapproved by Wildflower Center. The venue cannot hold alcohol on site overnight/the day before.

What are the restrictions on alcohol?

All Texas Alcoholic Beverage Commission (TABC) laws must be followed while on premises. Alcohol must be served by a TABC-certified bartender who is working for the selected, insured catering company.

What are the sound policies?

Music must be off at 11:30 p.m. The decibel level must be maintained to 70 at the property line at all time. The Wildflower Center manager on duty will measure decibel levels and/or can be monitored by a smartphone app.

Can we have a live band?

Yes, live music is allowed. Bands can unload in the loading dock at 3:30 p.m., but access to the space is not allowed before 4 p.m.

Where do rental items, such as tables and chairs come from and who sets them up? How does a “flip” work between chair setup for ceremonies and dinner table arrangements?

Your caterer/coordinator/rental company will handle rentals, setup, flip and breakdown. The Wildflower Center does not provide these services.

What are the venue restrictions?

• No smoking
• No fireworks/explosives
• No pets: An exception can be made when a dog (on a leash at all times) is allowed for the ceremony only and removed from property after the ceremony ends.
• No alcohol can be on property before 4 p.m., and all alcohol must be served by the caterer bartender.

Are flower petals allowed?

Yes, for the ceremony as long as there is a dedicated staff person from catering or coordination that will remove them immediately. Petals are not allowed for the grand exit.

What can be done about mosquitos?

Natural treatments are used in the water at the Wildflower Center to kill mosquito larvae. Mosquitos are not often an issue. It is recommended that bottles of bug spray are distributed to guests. Bug repelling incense sticks are available in the Wildflower Center Store.

What staffing is provided by the venue?

A manager on duty (MOD) is on site for the duration of the rental. The MOD will lock and unlock interior spaces. They are available for emergencies, as well as a security guard. The on-site staff is not responsible for event coordination. Meals for on-site staff personnel is not required, but it is very greatly appreciated.

What are the policies concerning coolers?

Coolers must be handled by your caterer for all beverages and food handling.

Is there a bar setup on-site?

Yes, the desk in the Visitors Gallery serves well as a bar.

Is there a kitchen on site, and what does it entail?

Caterers can set up in the exterior loading dock, where electricity is accessible. There is limited access to the front portion of the interior Café. Access to the Café back area and refrigerators/freezers are not accessible.

Is there signage available on site?

Depending on availability, there are small lollipop style sign frames located next to the facility rental office (ask your MOD). The standing frames hold a standard 8.5 x 11 sheet of paper.

Are sparklers allowed?

Sparklers are not allowed. Alternative recommendations: glow-sticks, bubbles, kazoos or anything that is easily picked up afterwards.

Is there close parking for load in/out?

The loading dock is accessible from the staff and volunteer parking lot. The doors open into the Courtyard area, next to the Courtyard bathrooms. The dock is accessible at 3:30 p.m. for load-in, but entry into the Courtyard for setup is no earlier than 4 p.m.

How many parking spots are available on site?

Approximately 200 spaces total are available in the Wildflower Center parking lots.

Is the venue ADA/wheelchair accessible?

Yes, there are wheelchairs available in the Admissions Kiosk. The MOD can access the wheelchairs upon request. Should your guests require rides to different parts of the venue, this can be coordinated by the security guard on duty. Please communicate these items when submitting the event questionnaire prior to your event.

What lighting is permanently installed (is it sufficient for night dining)?

Lighting is suggested for both interior and exterio spaces. ILIOS Lighting is the Wildflower Center’s preferred lighting vendor.

Are wax burning candles allowed?

Yes, but they must be in a votive/vessel. Please be sure to consider wind as a big factor. All spilled wax must be removed.

Is there an in-house PA/Sound system?

The only sound system is in the Auditorium. The MOD can turn on this system. However, it is highly suggested that sound system rental and staffing goes through a vendor, such as a band and/or DJ.

What cleaning does the venue provide?

The caterer is responsible for all post-event cleaning at the venue; restrooms are an exception. The MOD will perform checks on restroom areas throughout the duration of the event.

Does trash need to leave with client at end of night or are there bins/dumpster on site?

The caterer is responsible for removing all trash from the venue, including the restrooms.

Is recycling on site?

No. All trash and recycling must be completely removed from the property.

What is the process for booking?

Once an available date is agreed upon, the facility rental manager will send two documents through DocuSign 1. Rental Agreement and 2. Payment Form. Once completed and submitted, along with the 50% non-refundable deposit, the date is confirmed.

Who is the point of contact for rental payments?

The facility rental manager will collaborate with the Wildflower Center’s accounting department as needed.

How are venue rental payments processed?

Payment Directions are available on the Payment Form, which is provided at the time of signing the Rental Agreement. Checks can be made out to “Lady Bird Johnson Wildflower Center,” ATTN: Accounting Department”; all major credit cards and cash are accepted. The Wildflower Center accounting department will process all payments.

How much money is paid at time of initial booking?

A 50% non-refundable deposit is paid at the time of booking.

When is total rental cost due in full?

Ninety days prior the event date

If paying by credit card: is there a fee?

No, there is no fee for paying with a credit card.

What are the cancellation policies?

CANCELLATION BY LICENSEE:

Cancellation Fee.  If Licensee cancels a confirmed reservation or changes the date of an Event, Licensee shall pay Licensor for all expenses incurred by Licensor in preparation for the Event.  In addition, Licensor shall retain the following portion of

Licensee’s Use Fee:

1. 50% if cancelled 91 or more days prior to the Event;
2. 75% if cancelled 60-90 days prior to the event:
3. 100% if cancelled 0-59 days prior to the Event

A cancellation by Licensee must be in writing and delivered to the facility rental manager at the Lady Bird Johnson Wildflower Center; any attempted cancellation not meeting these requirements shall not be effective.

CANCELLATION BY LICENSOR:

a.   Confirmed reservations are not subject to cancellation by Licensor, except when Licensee fails to comply with the terms of the reservation, fails to comply with the conditions of this Agreement, fails on requests to demonstrate in a manner acceptable to Licensor that Licensee is willing and able to perform adequately all required duties and responsibilities related to the Event, or when any other similar cause occurs that justifies cancellation, at the discretion of Licensor.  In the event of a cancellation for a reason set about above, Licensor will assess the Licensee’s credit card the full fee amount.

b.   If an event cannot occur due to acts of God or impossibility of performance, Licensor is willing to try to reschedule the Event as availability permits or cancel the event.  If the Licensee chooses to cancel the Event, then the Licensor will decide if a partial or full refund will be issued. If a refund will be issued, the refund will be sent within thirty (30) days.