Event Guidelines

Booking Your Event Space:

  • There is a required non-refundable deposit of 50% of the site rental fee to hold your date and space.
  • A signed contract must be received by the Rental & Events Department at least three weeks prior to the scheduled event.
  • It is essential that a final number of guest’s attendance be given to our Rental & Events Department 2 weeks prior to the event.
  • All party guests must “check-in” at the Zoo’s Front Gate before entering for the event.

Rates:

  • Rates are subject to change.

Deposits:

  • Deposit amounts will apply to final billing.
  • An event is considered cancelled, and services will not be provided, if a deposit is not received.
  • Deposits or payments can be made by check, cash or credit cards: Visa, MasterCard, American Express, or Discover.

Outside Vendors including Entertainment, Rentals, Florists, Lighting and Sound, etc:

  • Balloons & pinatas are not allowed inside the Zoo for the safety of our animals.
  • All outside vendors must meet or call our Rental & Events Coordinator no later than two weeks prior to your event date to coordinate delivery times, loading areas, set-up locations and pick-up schedule.
  • The zoo staff cannot provide or transport guests or equipment in or outside the zoo. All deliveries must be scheduled through the Rental & Events Department at least one week prior to the event.
  • Scheduled deliveries may be made the same day as the event only, unless arrangements have been made in advance with the Rental & Events Department.

Entertainment, Games, and Activities: (Preferred Entertainment)

  • Please advise our Rental & Events Department if you are planning to arrange games during your event.
  • All entertainers must enter through the Bear Gate.
  • No outside animals are allowed into the Zoo grounds.

Outside Caterers: (Preferred Caterers)

  • Outside licensed caterers are permitted, provided they submit proper documentation as required by Zoo policy to the Rental & Events Coordinator. Outside caterers are responsible for staffing and providing all catering equipment for your event.
  • Connecticut’s Beardsley Zoo will provide all of our available tables and chairs we have in-house for your event.
  • It is the responsibility of the outside caterer to set-up, break-down, and perform basic cleaning as deemed responsible by the onsite Events Coordinator.
  • Connecticut’s Beardsley Zoo will provide an on-site Events Coordinator to assist with any questions or requests and to protect the integrity of the Zoo’s facility.
  • The outside caterer needs to be in contact with the Rental & Events Department at least three weeks prior to the event to go over set up and loading in/out details.
  • Alcoholic beverages are not allowed on Zoo grounds unless it is approved through the Rental & Events Department.
  • Alcohol may not be served by anyone other than the licensed caterer.
  • Alcohol may be served at your event to adult’s 21 and above.
  • Alcohol consumption must be confined to the rented event site.
  • The Zoo reserves the right to remove any individual whose behavior is inappropriate to a family facility or whose activities may cause harm to other guests or the Zoo animals.

Facility Cancellations:

  • Cancellations made from 120-90 days prior to the event date will be responsible for 25% of the facility rental.
  • Cancellations made from 89-60 days prior to the event date will be responsible for 50% of the facility rental.
  • Cancellations made from 59-30 days prior to the event date will be responsible for 75% of the facility rental.
  • Cancellations made less than 30 days prior to the event date will be responsible for 100% of the facility rental.
  • If the renter cancels and reschedules a new date (within a 30 day period), the deposit will be credited 100% towards the new date.

Parking:

  • The entrance for the Zoo is inside Beardsley Park.
  • Guests must park vehicles in designated parking areas only, our lots are free for guest event parking.
  • Guest vehicles are not allowed inside Zoo grounds unless cleared by the Rental & Events Department.

Other:

  • Connecticut’s Beardsley Zoo cannot issue freezer or storage space to rental parties.
  • Connecticut’s Beardsley Zoo is not responsible for lost or stolen property.