General Guidelines

The following information is provided as guidelines for reserving an area for your event and is subject to change without notice.

Five Rivers MetroParks sponsored events and programs will take precedence in the scheduling of all areas. No commercial, political or religious fundraising events are permitted. Any organization seeking to rent the grounds or facilities for an event involving an admission charge or of a fundraising nature must be qualified as a not-for-profit, tax exempt organization under section 501 (c) (3) of the Internal Revenue Code. A copy of the IRS determination letter must be provided prior to executing the rental contract.

Facility Rental is a benefit of membership. The membership requirements are:

• $100 - Individuals and Couples

The Director of Cox Arboretum MetroPark reserves the right to reject applications for activities or events deemed not in the spirit of Cox Arboretum MetroPark, or in the best interest of the protection and security of the buildings, grounds and general public.

A 50% nonrefundable deposit is due with the signed contract for indoor areas. The total fee is due in full with the signed contract for outdoor venues. The balance of the rental fee and a security deposit of $250 along with any other applicable fee(s) will be due 60 days prior to the scheduled event.

When food and/or beverages are a component of your event, only our approved caterers may be used:

1) Benham’s Caterer’s  - 937- 228-7041

2) Chef’s Touch Catering -  937- 847-2717

3) Welton's Catering  - 937-848-2381

• Fees charged for catering are not included in the facility rental fee and are to be obtained directly from the caterer. Please contact our approved caterers for specific information.
• After-hour events with alcohol as a component will require the presence of a Five Rivers MetroParks law enforcement officer for the duration of the event at a separate rate of $25 per hour with said payment made directly to Five Rivers MetroParks. Alcoholic beverages must be purchased through the caterer for Cox Arboretum MetroPark.
• No grills or open fires are permitted on the grounds.
• A Cox Arboretum MetroPark operations or administrative staff person will be on site during all events.
• All Federal, State and local laws as well as the rules and regulations of Five Rivers MetroParks will apply. Please visit www.metroparks.org for a complete list of MetroParks regulations.
• A copy of an insurance policy with the Park named as an additional insured is required 30 days prior to the scheduled event.

Indoor Rentals

The following information is provided as guidelines for reserving an area for your event and is subject to change without notice.

Facility Rental (indoor rental) is a benefit of membership.  Individuals must be at the $100 or above levels.

Rental areas are available in 8 hour blocks Monday through Friday (8:00 am – 5:00 pm).  After 5 pm on Monday through Friday and weekends are 4 hour blocks.  Included with your rental is the use of our round and rectangular tables and chairs.  In addition, you receive 2 hours prior to your event for setup and 1 hour clean-up time.

A 50% nonrefundable deposit is due with the signed contract to secure your reservation.   The balance of the rental fee and a security deposit of $250 along with any other applicable fee(s) will be due 60 days prior to the scheduled event.

When food and/or beverages are a component of your event, our approved caterers (listed above) must be used. 

Box lunches, drinks, snacks may be brought in for weekday rentals.  Please inquire about this option.  Fees charged for catering are not included in the facility rental fee and can be obtained directly from the caterer. 

Events with alcohol as a component will require the presence of a Five Rivers Metro Parks law enforcement officer for the duration of the event at a separate rate of $25 per hour. Alcoholic beverages must be purchased through the approved caterer. 

Events must be end by 12:00 am (midnight) on Friday and Saturday and 11:00 PM Sunday through Thursday.

Outdoor Rentals

• You may wish to select a backup location to use in case of inclement weather.  We do not provide an alternate venue for your use.
• The Pavilion and Allee are reserved on a first-call basis.  Payment in full along with a completed agreement are required to secure your reservation.
• If you need to cancel your reservation, the Arboretum must receive a written request for cancellation no later than six (6) months prior to the reservation date. 
• If you are unable to use the Pavilion or Allee due to rain, you may request, in writing, a refund of 50% within ten (10) days following your scheduled reservation.
• All items must be carried, and you must walk to and from the chosen site.
• Additional chairs may be rented for use in the ELG Pavilion only. No additional chairs may be used at Crabapple Allee. 
• Electricity is provided in the Pavilion and music is permitted, but cannot be amplified over the entire grounds.
• No tents or any other structures are allowed.
• Aisle runners may be used but can not be left on the grounds after the ceremony.  These runners should be made of paper or some other soft flexible material.  (Please note that aisle runners can be dangerous. )
• Do not attach anything (signs, crepe paper, etc.) to Arboretum structures or plants, even temporarily.  Remember that we are a nature reserve and garden and this beautiful setting is for all to enjoy.
• You may toss flower petals or use bubbles, but NOT confetti, birdseed or rice.  These products are detrimental to the health of our wildlife.

• No alcoholic beverages or food items are permitted in the Pavilion or Allee.