Greensboro Beautiful Garden Events: Partner Application, Rules, & Guidelines

Thank you for your interest in participating as a Greensboro Beautiful Garden Events Partner. Our events are designed to create meaningful, interactive experiences in our public gardens. To ensure a safe, enjoyable, and well-organized event for guests and partners, all participating organizations must follow the guidelines below.

1. Interactive Activities Are Required

All Garden Events Partners must provide an interactive activity, demonstration, educational experience, make-and-take project, or other guest-focused experience.

Partners are not participating solely as promotional or informational vendors. The goal is for guests to engage with your organization through an activity or experience.

Activities must be appropriate for the event, the garden setting, and a general audience.

2. Partner Space

Each partner will be provided a designated space of approximately 10' x 10'.

Partners are responsible for providing all equipment, furniture, displays, tents, canopies, supplies, signage, and other materials needed for their space and activity.

Partners may not expand beyond their assigned space or obstruct walkways, garden features, bridges, pathways, or neighboring partner spaces.

Space assignments are subject to availability and will be allocated on a first-come, first-served basis. Submitting an application does not guarantee a specific location within the garden.

3. No Electricity Available

Electricity is not available for Garden Events Partners.

Partners must plan activities and displays that can operate without access to electrical outlets or power supplied by Greensboro Beautiful.

If your activity requires electricity, you are responsible for providing an appropriate self-contained power source, subject to approval by Greensboro Beautiful.

4. Garden Access & Equipment Transport

Garden event locations may require partners to travel over bridges, along garden pathways, and across uneven or landscaped terrain to reach their assigned space.

Partners are responsible for transporting and carrying their own equipment, supplies, materials, tents, tables, chairs, and other items from the designated unloading area to their assigned location.

Please plan accordingly and bring only what you can safely transport to and from your space.

Vehicles will not be permitted to remain in event areas unless specifically authorized by Greensboro Beautiful.

5. Shade & Weather

Greensboro Beautiful cannot guarantee that partner spaces will be located in shaded areas.

Partners should be prepared for direct sun, heat, wind, rain, or other outdoor weather conditions and should bring appropriate protection for themselves, their equipment, and their materials.

Partners are responsible for providing their own tent or canopy if desired. Tents and canopies must be properly weighted and secured and may be subject to approval based on location and weather conditions.

Greensboro Beautiful reserves the right to modify, postpone, or cancel an activity or event due to unsafe weather or other conditions.

6. Setup & Breakdown

Partners are responsible for setting up and breaking down their own spaces and must remain set up for the entire event from 1:00-5:00 PM.

All setup materials, equipment, and personal belongings must remain within the assigned 10' x 10' area.

Partners must be fully set up and ready to welcome guests by the designated event opening time.

At the conclusion of the event, partners must remove all equipment, supplies, trash, signage, and personal belongings from the garden.

7. Cleanliness & Care of the Gardens

Partners are expected to leave their space in the same or better condition than they found it.

Activities must not damage plants, trees, garden structures, pathways, irrigation systems, or other garden features.

Partners are responsible for cleaning up any materials, waste, water, soil, paint, craft supplies, or other debris generated by their activity.

Nothing may be attached, nailed, staked, hung, or otherwise secured to trees, plants, garden structures, or other property without prior approval from Greensboro Beautiful.

8. Sales & Promotion

Partners may promote their organization, business, products, or services as appropriate to the event.

Partners are not allowed to sell at garden events in exchange for a free advertising space. Greensboro Beautiful is a nonprofit organization and maintains the right to discontinue the agreement with a partner that violates this rule.

Partners may not use their space primarily for aggressive solicitation, political campaigning, or activities that are inconsistent with the mission or nature of the event.

9. Safety

Partners are responsible for conducting their activities in a safe and responsible manner.

Activities involving tools, heat, open flames, food preparation, chemicals, water, animals, or other potentially hazardous materials must be disclosed in advance and may require additional approval, permits, insurance, or safety requirements.

Partners must follow all applicable City of Greensboro requirements and event safety policies.

10. Insurance & Documentation

Greensboro Beautiful may require partners to provide a Certificate of Insurance, permits, licenses, waivers, or other documentation depending on the nature of their activity.

Partners are responsible for obtaining and maintaining any permits or approvals required for their participation.

11. Accessibility & Guest Experience

Partners are encouraged to design activities that can be enjoyed by a broad range of ages and abilities.

Activities should be welcoming, engaging, and easy for guests to understand and participate in.

Partners should be prepared to accommodate guests throughout the event rather than limiting participation to a small number of individuals.

12. Space Assignments

Garden space is limited and partner placement is dependent upon event layout, safety requirements, garden conditions, and availability.

Space is offered on a first-come, first-served basis; however, Greensboro Beautiful reserves the right to determine final placement and adjust assignments as needed. Spaces are in a garden, and there may be uneven terrain or other natural elements.

Partners should not assume that a previous year's location will be available.

13. Partner Commitment

By participating, partners agree to:

* Provide the approved interactive activity described in their application.
* Provide their own 10' x 10' setup, equipment, supplies, and materials.
* Transport and carry their own equipment to and from their assigned garden location.
* Operate without electricity provided by Greensboro Beautiful.
* Follow all setup, safety, accessibility, and garden-use requirements.
* Keep their activity and equipment within their assigned space.
* Clean and restore their area at the conclusion of the event.
* Follow instructions from Greensboro Beautiful staff and event personnel.

Greensboro Beautiful reserves the right to decline, modify, relocate, or discontinue a partner's participation if the proposed activity or setup does not meet event requirements, creates a safety concern, damages the garden, or negatively impacts the guest experience.

Please Plan for a Garden Environment

Our events take place in living gardens—not traditional event venues. Pathways may be uneven, spaces may be grassy or landscaped, mulched, shade may be limited, and partners may need to carry their equipment a considerable distance.

We encourage partners to plan thoughtfully, pack lightly, and design activities that work beautifully within the garden environment or bring carts to carry.

By submitting an application, you acknowledge that you have read and agree to these Partner Rules & Guidelines.

Please describe the organization and activity in detail. Tell us what guests will do, make, learn, experience, or take away: